Event Date: February 25 to February 27 2025
Please scroll down for detailed timings, including registration and evening receptions.
We are pleased to offer you preferential rates at the Keio Plaza Hotel, Tokyo, where the event will take place.
Rooms start from JPY 33,090 (single) and JPY 37,717 (twin). The above rates include breakfast, tax and service charge.
A deposit equal to one night’s room and tax will be charged to the individual’s credit card at the time of reservation.
Rates are available for bookings from February 24th to February 26th (check out), subject to room availability. For bookings outside of this period the regular room rates become applicable.
Please note that the booking link expires on January 25th.
Check-in & Check-out
Check-in time is after 15:00 and the latest check-out time is 11:00.
We are pleased to offer you preferential rates at the Lotte Hotel, Seoul, where the event will take place.
Rooms start from KRW 290,000 per night per single / double room. The above rates do not include breakfast, tax and service charge.
A deposit equal to one night’s room and tax will be charged to the individual’s credit card at the time of reservation.
Rates are available for bookings from February 26th to February 28th,2025, subject to room availability. For bookings outside this period the regular room rates become applicable.
Please note that the booking link expires on February 15.
Check-in & Check-out
Check-in time is after 15:00 and the latest check-out time is 12:00.
Please note that flights between Tokyo and Seoul are not included in your participation fees and must be booked at your own expense. There are more than 20 direct flights between Tokyo and Seoul operating daily.
Popular flight options for February 26 include:
OZ 1055 08:40 (Tokyo / Haneda ) – 11:15 (Seoul / Gimpo)
NH 861 08:45 (Tokyo / Haneda ) – 11:20 (Seoul / Gimpo)
ICEF will provide a complimentary group airport transfer for the above listed flights.
If you would like to join the transfer to Haneda Airport and from Gimpo Airport in Seoul to the Lotte Hotel, please submit your request by February 17, 2025 by emailing jolsen@icef.com
Whether a visa is necessary in order to enter Japan varies by nationality. Nationals of 68 countries and regions, holding valid passports, do not need a visa to enter Japan for both tourist or business purposes. For other nationalities, a visa is obligatory.
For further details please contact the Japanese embassy closest to you. A brief overview and a visa application form is available on the website of the Ministry of Foreign Affairs of Japan mofa.go.jp.
Please register your details prior to departure. For any visa-related questions, please contact visasupport@icef.com
Nationals of countries or regions with which South Korea has signed a visa waiver agreement can enter without a visa for up to 90 days.
Please check the “Visa Navigator” on the Republic of Korea’s website for more details. Choose ‘Short Term Visit’ as your purpose of entry.
Nationals of countries/regions, who are eligible for visa-free entry are required to get K-ETA approval in order to board the flight or ship bound for the Republic of Korea.
You can apply via the K-ETA official website (www.k-eta.go.kr) or mobile app (K-ETA).
For any visa-related questions, please contact visasupport@icef.com
Narita International Airport
Taxis: The journey by taxi from the airport to the Keio Plaza Hotel takes around 90 minutes. The fare costs approx. JPY 30,000.
Bus Service: There is a shuttle bus service between the airport and various Tokyo hotels in the Shinjuku area including the Keio Plaza Hotel. Tickets can be bought from the Limousine – Bus Ticket Counter at a rate of JPY 3,200. The counters are located in the arrival halls of Terminal 1 and Terminal 2. The journey takes approx. 110 minutes. More details can be found here.
Narita Express: The Narita Express is connecting Narita International Airport with major urban areas in and around Tokyo including Shinagawa, Shibuya, Shinjuku, Ikebukuro and Yokohama. The journey from the airport to Shinjuku costs JPY 3,048. The journey takes approx. 90 minutes. More details can be found here.
Haneda International Airport
Taxis: The journey from the airport to the Keio Plaza Hotel takes about 45 minutes. The fare is approx. JPY 10,000.
Bus Service: There is a shuttle bus service between the airport and various Tokyo hotels in the Shinjuku area including the Keio Plaza Hotel. Tickets can be bought from the Limousine – Bus Ticket Counter at a rate of JPY 1,300 and the journey takes approx. 70 minutes.
More details can be found here.
Incheon International Airport
Taxis: The journey by taxi from the airport to the Lotte Hotel takes about 70 minutes. The fare is approx. KRW 100,000.
Bus Service: There is a shuttle bus service between the airport and the Lotte Hotel which takes approx. 80 minutes (KAL Limousine Bus). Tickets can be bought from the KAL desk at Incheon International Airport at a rate of KRW 18,000. For further information regarding this service please refer to the following link.
Train
There is an express train for Seoul station called AREX Incheon Airport Express. Premium train that goes nonstop between Incheon International Airport and Seoul Station which is approximately KRW 8,736.72 per person.
Gimpo International Airport
Taxis: The duration of the journey by taxi from the airport to the Lotte Hotel is about 50 minutes. The fare is approx. KRW 40,000.
Bus Service: There is a shuttle bus service between the airport and the Lotte Hotel which takes approx. 50 minutes (Airport Limousine Bus). Tickets can be bought on the bus at a rate of KRW 7,000.
The downtown bus stop is in front of the Ibis Ambassador Seoul Myeongdong Hotel (across the street from the Lotte Hotel).
Train
There is an express train for Seoul station called AREX Incheon Airport Express. Premium train that goes nonstop between Incheon International Airport and Seoul Station which is approximately KRW 8,736.72 per person.
Package arrival date: From Friday 21st February in Tokyo / From Tuesday 25th February in Seoul. The venue is unable to store any items received before this date, as a result they may not be accepted.
Package preparation: Please bear in mind that you will have a maximum of 19 pre-scheduled meetings in each location when calculating the amount of promotional materials to send.
Shipping label: Please use this label on all packages so they are easily identifiable onsite.
Courier: Please contact a courier of your choice and remember to include a proforma invoice. Inspections of deliveries with incomplete documents can take up to four weeks.
Sustainable alternatives: To reduce the use of paper, you can also upload up to five documents, three videos and up to eight photos into your Marcom eSchedule PRO profile and make them available to agents prior to, during, and for four weeks after the event. Please also consider using local suppliers to cut down international shipping.
Wifi: Please be aware that although wifi will be provided, we recommend downloading your event materials, presentations and videos directly to your device for your meetings. This helps reduce GHG emissions and ensures the network traffic is not overloaded.
If you’d like to make an impression at your dedicated table here are some suggestions to help you stand out:
Please note that only organisations with a display table may bring a pull up banner. We are unable to facilitate any form of pull up banner in the meeting hall space. All branding must be kept to table top items only.
Share the event badges on your social media networks to spread the word and let everyone know you’re attending. Don’t forget to use the #ICEF hashtag and get involved! And if you’re a speaker or sponsor, please ask your account manager for your personalised social media badge.
*Not applicable to accompanying persons/guests
You will receive access to our online meeting scheduling tool, Marcom eSchedule PRO, approximately 5 weeks prior to the event, allowing you to send personalised meeting requests to targeted contacts based on source country or type of programme.
If you are using Marcom eSchedule PRO for the first time, we recommend that you visit the below links to make the most of the platform:
Scheduling meetings during the event
To make the most of your participation, meetings can be scheduled once the event has started, up to one hour before the requested meeting time.
We recommend that you leave Marcom eSchedule PRO open throughout the event and regularly refresh the page to keep an eye on the latest meeting requests that may come through.
Please note that you will not be provided with a printed copy of your schedule at the event.
If you’re looking to increase your brand visibility and heighten your networking potential, why not consider sponsorship opportunities?
Advertising at ICEF Japan – Korea Roadshow 2025 and other ICEF events helps build your brand, grow your business and provide significant international exposure. Visit our website to view the available sponsorship items or contact your account manager to build a customised package.
You will be able to collect your badge and welcome pack on Tuesday, February 25, from 08:30 at the ICEF hospitality and registration desk located in front of the Eminence Hall on the fifth floor of the Keio Plaza Hotel.
Please bring the badge you have collected in Tokyo with you to Seoul. You will require this to enter the event again.
If you are registered for Seoul only, You will be able to collect your badge and welcome pack on Thursday, February 27th from 08:30 at the ICEF hospitality and registration desk located in the Sapphire Ballroom Foyer (3rd floor).
As this is an invitation-only event, anyone not wearing a badge may not be admitted into the event area. Please also understand that for the same reason, we cannot allow non-registered family, friends or staff to enter the meeting hall.
If you change your representative at the event it is important you inform your account manager of this in advance before arriving, otherwise you may experience delays at registration.
Meeting tables and Display tables will be accessible as follows:
Tokyo: 8:30 am on Tuesday, February 25
Seoul: 8:30 am on Thursday, February 27
Each meeting table will be covered with a tablecloth, will have access to an electricity outlet and table signage will be provided.
Tuesday 25, February – Tokyo
Thursday 27, February – Seoul
Coffee, tea and water will be available throughout both roadshow days.
Please contact us should you have any special dietary requirements.
Dinner Reception Tokyo: Tuesday 25, February, from 19:30 to 21:30 in the Ohgi Room on the fourth floor of the Keio Plaza Hotel.
Dinner Reception Seoul: Thursday 27, February, from 19:30 to 21:30 in the Emerald Room on the second floor of the Lotte Hotel.
The dress code for both receptions is smart casual. Please note that participants not wearing their event badges will not be admitted. Please register your attendance by clicking the green “Yes, I will attend” button on your MySchedule page.
If you are attending as an accompanying person without a meeting schedule your attendance at both receptions will be automatically registered.
To ensure that we are able to provide the best experience for all attendees, we would like to draw your attention to two sections in our event terms and conditions. Section 11 specifically prohibits participants from organising any side event (be it hospitality, seminar, or tour), which entices attendees to leave during the programme. Should you wish to organise an event outside of programme times, where attendance is linked to the ICEF event, then ICEF must be notified in advance and approval must be received in writing.
Additionally, section 12 mandates that any event, seminar, party, reception or tour organised before or after an ICEF event, with the intention of attracting or inviting event attendees, must be applied for and authorised no less than three months in advance.
If you have any questions prior to the event, please do not hesitate to contact us by email to icef-japan-korea-providers@icef.com.
We look forward to welcoming you to Japan and Korea!
