ASSW 2027 Booth Exhibition Information

Arctic Science Summit Week 2027 will include an exhibition area at the Hakodate Salmon Marunama Arena. Companies, universities, research institutions, associations, NPOs, and other organizations that support the objectives of ASSW 2027 are invited to apply for booth exhibition space.

Submit a booth exhibition application ↗

Purpose of the Exhibition

ASSW 2027 will bring together researchers from around the world to exchange the latest information about Arctic research and promote collaboration among international research projects. It will be the first Arctic Science Summit Week held in Japan in 12 years, since 2015.

The exhibition area will introduce current initiatives across a broad range of fields, including the Arctic, the global environment, natural sciences, Indigenous cultures and societies, advanced technologies, business, educational outreach, international collaborative projects, and social contribution activities.

An estimated 600 participants are expected to attend in person. The exhibition is intended to foster new research collaboration, international partnerships, and business exchange.

Event Overview

Organizing Bodies

• Host: International Arctic Science Committee
• Co-host: Science Council of Japan
• Co-organizers: JAMSTEC, Hokkaido University, National Institute of Polar Research, Japan Consortium for Arctic Environmental Research, and Hakodate City
• Supported by: Ministry of Education, Culture, Sports, Science and Technology
• Booth coordination: ASSW 2027 Local Organizing Committee
• Accounting and secretariat: JAMSTEC

Exhibition Opening Hours

Exhibition Fee

The fee includes basic booth construction and the standard equipment listed below.

Standard Booth Configuration

Optional Equipment

After an application has been approved, exhibitors may submit a separate request through the event support provider for optional equipment such as additional panels, display stands, audiovisual equipment, or additional power outlets. Exhibitors will be responsible for the associated costs.

Exhibitor Benefits and Publicity

Official Website and Programme Listing

The name of each exhibiting organization and an overview of its exhibit will be included on a special booth exhibition page in the digital programme distributed through the ASSW 2027 official website.

Digital Signage

Promotional videos and introductory materials supplied by exhibitors will be shown continuously on large digital signage monitors at the entrance to the exhibition venue.

Exhibitor Passes

ASSW 2027 exhibitor passes will be issued for booth operations and venue entry.

Welcome Reception

Up to one representative from each exhibiting organization will be invited to the Welcome Reception beginning at 7:00 PM on Monday, 12 April 2027, in the Main Arena.

Booth Operation Requirements

• Booth staff and participants must comply with applicable laws, venue rules, and instructions from session chairs and venue staff.
• Obstructing visitor traffic, aggressive solicitation, excessive noise, hazardous materials, and subletting booths to third parties are prohibited.
• In accordance with the IASC Green Event Plan, exhibitors should avoid disposable plastic products and excessive promotional materials.
• Unauthorized use of the conference name or logo is prohibited.
• Exhibits and handouts must not infringe the copyrights, patents, or other intellectual property rights of third parties.
• Exhibitor staff do not need to remain at the booth throughout the entire ten-day event. Unattended panel displays and video playback are permitted.
• Exhibitors are responsible for protecting valuable products, computers, electronic equipment, and fragile exhibits against loss, theft, or damage.

Cancellation and Event Changes

• Once participation has been confirmed, cancellation or withdrawal due to the exhibitor’s circumstances will incur a fee equal to 100% of the exhibition fee.
• Exhibition fees already paid are non-refundable when an exhibitor cancels.
• If the entire event is cancelled in advance because of an organizer decision or fault, the exhibition fee already paid will be refunded in full. Travel and preparation expenses will not be reimbursed.
• If the event is shortened or changed because of unavoidable force majeure, including an earthquake, severe weather, or an infectious disease outbreak, exhibition fees will generally not be refunded.

Application and Selection

Applications must be submitted through the Booth Exhibition Application Form. After the deadline, the ASSW 2027 Local Organizing Committee will review the proposed exhibition and notify applicants of the decision.

Open the application form ↗

Selection Criteria

• Relevance to ASSW 2027: The proposal aligns with the purposes and themes of ASSW 2027, including Arctic research, the global environment, collaboration with Indigenous peoples and local communities, culture, and the arts.
• Appropriateness: The proposed content and organization demonstrate the dignity and social credibility appropriate for an international academic conference on Arctic research.
• Feasibility and safety: The exhibition plan is realistic and complies with venue safety standards and operating rules.

Preparation Schedule