Welcome to the Sponsor Manual

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Also available in Japanese

Hello and Konnichiwa!

We hope you find this page helpful. If anything is missing or if you have any questions, please don’t hesitate to reach out — we’re here to support you. We’re committed to helping you have a productive and impactful experience at WCN.

⚠️ This manual was sent out to main contacts as listed on the booking form. Main contacts are responsible for sharing this resource with the wider congress team.

Exhibition booth numbers have been updated to make the hall easier for delegates to navigate on-site. Please check your new booth number here.

Venue

The Pacifico Yokohama venue address is 1-1-1 Minatomirai, Nishi-ku, Yokohama, Kanagawa 220-0012, Japan.

It’s located in the Minato Mirai 21 district of Yokohama.

 

Congress dates

The main dates are March 28 – 31, 2026.

March 28: Courses will run from 8:30 a.m. to 1:15 p.m. The Opening Plenary begins at 2:00 p.m., followed by sessions running until 4:45 p.m. A Welcome Reception will take place in the exhibition hall immediately afterward.

March 29–30: Sessions and the exhibition will be open and running throughout the day.

March 31: Sessions take place in the morning.

Accommodation

We’ve partnered with a service to help you book hotels for your stay in Yokohama, with discounted rates arranged at several hotels. You can filter options by price, star rating, and distance from the venue.

The available booking dates start with check-in on March 24th, with nights available through the portal up to check-out on April 1st. You can select single or double occupancy rooms, all including breakfast. The portal includes photos, star ratings, and website links for each hotel. You can book up to 5 rooms per hotel. If you need to reserve a larger block, please contact them via email: wcn26hotels@gmtc.com.au

View portal

Here are the participating hotels:

  • APA Hotel & Resort Yokohama Bay Tower
  • Far East Village Hotel Yokohama
  • Hilton Yokohama
  • Hyatt Regency Yokohama
  • InterContinental Yokohama Grand
  • Navios Yokohama
  • Rose Hotel Yokohama
  • The Westin Yokohama
  • The Yokohama Bay Hotel Tokyu

 

Mark the date – FAQ help sessions

The ISN team will host two online FAQ Hour sessions for industry supporters to ask questions and receive key information from congress organizers:

  • November 19 from 1-2 pm CET for general information
  • January 15 from 1-2 pm CET for last minute questions

Attendees are encouraged to review materials and prepare questions in advance. Sessions will be recorded and shared in the manual. Invitations will be sent to main contacts in September.

 

Airport & airlines

Tokyo Haneda Airport (HND) is approximately 20 km from the venue and is the most convenient option for access to Pacifico Yokohama.

  • By train: Take the Keikyu Line from Haneda Airport to Yokohama Station (approx. 25 minutes), then transfer to the Minatomirai Line to reach the venue.

  • By shuttle bus: The Keikyu Airport Limousine provides direct service to the InterContinental Yokohama Grand (adjacent to the congress venue), taking around 40 minutes.

  • By taxi/car: The journey takes about 20 minutes, depending on traffic.

Narita International Airport (NRT) is about 95 km from the venue. While farther away, it remains a common entry point due to its wide range of international flights.

  • By train: The JR Narita Express travels directly to Yokohama Station in approximately 90 minutes.

  • By shuttle bus: The Airport Limousine Bus offers direct service to the InterContinental Yokohama Grand (within the congress venue) and takes about 2 hours.

  • By taxi/car: Travel time is approximately 90 minutes, depending on traffic conditions.

In addition, the congress organizers have arranged special flight discounts for WCN delegates with selected airline groups.

  • Lufthansa Group Airlines: Access discounted fares directly through this portal (valid for travel up to one week before and after the congress dates).
  • All Nippon Airways (ANA): Discounts are available for group bookings by contacting group.bru@ana.co.jp.

 

Passport and visas

Please consult the official website of the Ministry of Foreign Affairs of Japan for visa requirements and view the list of countries that do not need a visa. Should you need a visa to enter Japan, please carefully read this page.

Social media

The official congress hashtag is #ISNWCN.

Follow WCN on ISN’s official social media channels and engage with us on:

              

Media pack

We have assembled a collection of frequently used promotional congress visuals in multiple formats and sizes as a media pack to support your messaging.

We encourage you to share your congress participation on social media. Feel free to modify the visuals for your purposes, provided you adhere to the guidelines. For proper usage of the WCN’26 promotional materials, please refer to the guidelines linked below. Please note that the WCN logo should never be used with product advertising but only to advertise your presence at the congress.

Media pack       Exhibiting email footer      Symposium email footer

Promotional Guidelines

 

Electricity and outlets

Voltage: 100V (lower than most countries)

Plug type: Type A (two flat pins – same as the US, but voltage is different)

If you’re coming from Europe or other regions, bring an adapter.

Some electronics may need a voltage converter, especially for devices with heating elements (like hair dryers).

 

Language

Japanese is the national language.

English is not widely spoken, especially outside major cities or tourist zones.

Business hotels and large train stations often have English signage.

 

Currency and payments

Currency: Japanese Yen (JPY/¥). It is easy to obtain local currency in the airport at the money exchange counter. Please note that you’ll need to provide ID when changing money.

ATMs: Not all ATMs accept foreign cards. Use 7-Eleven, FamilyMart, Lawson, or Japan Post ATMs – they usually do.

Using your card: While using your card to make payments is mostly fine in Yokohama, many restaurants, taxis, and local shops still prefer or only accept cash.

IC Cards: Consider getting a Suica or Pasmo prepaid card. It is quite straightforward to add these to Apple Wallet and link your normal payment card. The Suica/Pasmo are widely accepted for transport and even small purchases (like vending machines and convenience stores).

 

Weather in March

The season is early spring — cherry blossoms start blooming late March. The weather is cool and crisp. There is a chance of rain in March.

Average high: 13°C / 55°F

Average low: 5°C / 41°F

Transportation

The public transport and train system are excellent — clean, punctual, and extensive. Your regular phone map apps such as Google Maps and Apple Maps are very clear in providing directions in English. You can find information here.

Quick overview of badges

Full congress

Access

This provides access to scientific program sessions, courses*, all industry symposia and the exhibition & posters area. If exhibiting, this includes extended access to the exhibition.

Display

First name and surname + country

Fees for additional tickets

$550 until January 14, 2026

$750 until February 25, 2026

View

Symposium-only pass

Access

This only provides access to one specific symposium room only during symposium and rehearsal slot. These access’ are intended for use only by the company or for speakers who may not wish to register to the full congress to give their presentation.

Display

Company name + symposium slot

Fees for additional tickets

It is not possible to purchase additional passes.

Exhibitor

Access

This provides access to the exhibition hall during the official opening hours and the extended access. It does not provide access to sessions or courses.

Display

Company name + country

Fees for additional tickets

$80 until March 20 (online)

$100 on-site

*more information about the courses below.

 

Deadlines

We encourage you to finalize your registration prior to your arrival in Yokohama. Please see below the key deadlines for the groups.

Full congress:

  • Until February 25, 2026: Purchase additional tickets at the special reduced group rate.
  • By March 6, 2026: Submit the names of your group members in the registration portal. After this date, all empty tickets will be cancelled (no refunds will be processed). 
  • March 20, 2026: Online registration closes (temporarily). After this date, additional badges can be purchased on-site at a higher fee. 
  • March 27, 2026: Group badge pick-up appointments.

Exhibitor: 

  • By March 20, 2026: Purchase additional exhibitor badges at $80. After this date the online registration closes. Additional exhibitor badges can be purchased on-site at a higher fee of $100.   
  • March 27, 2026: Group badge pick-up appointments.

 

Complimentary registrations

Based on the items included in your package, your organization may qualify for complimentary badges, as detailed below.

Exhibitor badges for companies with:

  • Up to 9m² booth → 2 exhibitor badges
  • 10 – 18m² booth → 3 exhibitor badges
  • 19 – 27m² booth → 6 exhibitor badges
  • 28 – 36m² booth → 8 exhibitor badges
  • 48m² booth and above → 10 exhibitor badges
  • Spotlight Stage session → 2 exhibitor badges

Full-congress:

  • Platinum supporters → 5 full-congress badges
  • Gold supporters → 4 full-congress badges
  • Silver supporters → 3 full-congress badges

Symposium only:

  • Per symposium booked → Five (5) passes are provided for each symposium booked. If you have two symposia booked, you will receive 10.

Additional badges

Exhibitor badges → It is possible to purchase additional exhibitor badges for your team. The price is $80 online before March 20, or $100 on-site.

It is possible to add full congress badges to your group: $550 online before January 14, or $750 online until February 25.

 

Courses

Courses take place on March 28, 2026.  Your full congress badge includes courses (except for the Interventional Nephrology course which requires separate registration and can be purchased for $165)

 

How can I view and make changes to registrations?

Organizations can efficiently oversee their registration group through the congress registration portal. Here, you can:

  • View your current complimentary badges
  • Order additional paid badges
  • Provide names for full-congress badges
  • Review and download invoices

You will receive a link to the registration portal from registrationswcn@theisn.org once your registration group has been created. Please note that if you log into the registration portal before receiving this email you will not see anything – please wait for the email before logging into your account. 

 

How do I access the registration portal?

Your registration group will be automatically created shortly after the registration team processes your booking form.

When you submitted this form, you appointed a primary contact person responsible for managing the congress registration tasks. Please note that:

  • The registration group leader and main company contact can be different people.
  • The group leader will receive all communications related to your group registration. It will be the group leader responsibility to share information with the group members, ensure the correct registration of the group members and distribute the badges.
  • Please ensure that you use the created industry group for all registration of your company staff. This registration group is exclusively for your staff. If you would like to invite non-staff members, please create a separate registration group.

 

When can I collect our badges?

You must collect your badges as a group. It is not possible to collect individually. The group leaders will be contacted in January to schedule a time/date for the collection. Group leaders must provide ID proof when collecting.

We kindly ask that group leaders distribute badges away from the registration area in order to avoid crowding.

 

Crowd management and overcrowding

For safety reasons the organizer will monitor the number of people coming into the exhibition hall and might limit access in case of overcrowding.

 

Questions

Should you have any questions about registration, please contact directly the registration team at registrationswcn@theisn.org indicating your registration number (if already received) or your company name.

Important Notice: Please be aware that the symposia times have been adjusted by 5–10 minutes. This change follows a review of the program to allow for a 5-minute walking time between sessions, helping to ensure strong attendance and a smooth transition of delegates from room to room.

Overview of the process

  • Step 1 (between now – December): Decide on your program. Invite and confirm availability of your speakers and moderators.
  • Step 2 (no later than December 10, 2025): Submit program for approval.
  • Step 3 (after December 18, 2025): Feedback on your program will be provided. You will receive an email to inform you that your program is fully approved, or to share any feedback from the review. In most cases, adjustments are not usually requested.
  • Step 4 (starting January): The promotional phase will commence. ISN will upload your program to the website and initiate email and social media communications to promote your session.

How to submit your program in December

Submission is made via the online form. Please submit one form per session. Ensure to check the availability of your speakers before submitting your program. Please do not send information by email/excel.

Submit your program

Please note, any submissions received after the deadline will not receive feedback until end of January, due to the seasonal break. Please take care to ensure you submit your programs on time, in order to be included in the planned promotions starting early 2026.

Information required for submission

The form will request the following details. We’ve provided them here in list format so you can begin gathering the necessary information to complete the form.

Session information

  • Date
  • Time
  • Room
  • Session theme (please refer to picture below)
  • Session title (max 25 words)
  • Session description (max 200 words)
  • Learning objectives

Chair(s)

  • First name
  • Last name
  • Country
  • Email

Speaker(s)

  • Presentation title
  • First name
  • Last name
  • Country
  • Email
  • Duration (in minutes)

We kindly ask that, in line with the ISN Position Statement on Diversity, industry sessions are diverse from a gender, ethnicity and cultural perspective.

 

Themes

The entire congress scientific program is organized around four key themes. In your submission, please select the key theme that best aligns with the focus of your industry session:

More information about the review

Provided that you submit on time, your programs are reviewed between December 10 – 17 by:
  1. ISN HQ – to verify that there are no scheduling conflicts or duplicate speaker bookings.
After this period, you will receive an email to inform you that your program is fully approved, or to share any feedback from the review. In most cases, adjustments are not usually requested.

 

Changing your program after approval

We understand that last-minute changes may occur. Should any changes arise, please contact us promptly so we can update our records and ensure your program is displayed correctly. If the change involves a significant alteration to the overall program, such as a shift in the topic, it will require an additional round of approval by the Congress Organizing Committee (COC).

What is included in the package?

Please see below a list of the aspects included in each symposium booking:

  • Rental of the room and standard set up
  • Standard AV equipment and technician support
  • Display of your program flyer in the symposia e-book online
  • Display of your program flyer on digital screens in exhibition hall (symposia station)
  • Use of the speaker preparation room
  • Use of congress logo on invitations and promotional documents
  • Session recorded and made available with open-access on-demand for 12 months
  • Five (5) symposium-only passes to access your symposium
  • Catering is included for lunch symposia
  • Live translation available in 60+ languages

 

How is the room set-up?

All rooms are set in theater style. Each symposium room is equipped with the following AV items:

  • 1 x wired microphone on podium
  • 1 x comfort 15-inch monitor with timer + presentation for presenter view
  • 1 x speaker lectern
  • 2 x speaker tables
  • 3 x chairs
  • 2 x desk microphones
  • 2 x standing microphones (for Q&A)
  • 1 x camera
  • 2 x projectors
  • 2 x front projection screens

Floorplan

  • 1 x wired microphone on podium
  • 1 x comfort 15-inch monitor with timer + presentation for presenter view
  • 1 x speaker lectern
  • 2 x speaker tables
  • 4 x chairs
  • 2 x desk microphones
  • 4 x standing microphones (for Q&A)
  • 1 x camera
  • 2 x projectors
  • 2 x front projection screens

Floorplan

  • 1 x wired microphone on podium
  • 1 x comfort 15-inch monitor with timer + presentation for presenter view
  • 1 x speaker lectern
  • 2 x speaker tables
  • 4 x chairs
  • 2 x desk microphones
  • 2 x standing microphones (for Q&A)
  • 1 x camera
  • 2 x projectors
  • 2 x front projection screens

Floorplan

  • 1 x wired microphone on podium
  • 1 x comfort 15-inch monitor with timer + presentation for presenter view
  • 1 x speaker lectern
  • 2 x speaker tables
  • 4 x chairs
  • 2 x desk microphones
  • 2 x standing microphones (for Q&A)
  • 1 x camera
  • 2 x projectors
  • 2 x front projection screens

Floorplan

  • 1 x wired microphone on podium
  • 1 x comfort 15-inch monitor with timer + presentation for presenter view
  • 1 x speaker lectern
  • 2 x speaker tables
  • 4 x chairs
  • 2 x desk microphones
  • 4 x standing microphones (for Q&A)
  • 1 x camera
  • 2 x projectors
  • 2 x front projection screens

Floorplan

  • 1 x wired microphone on podium
  • 1 x comfort 15-inch monitor with timer + presentation for presenter view
  • 1 x speaker lectern
  • 2 x speaker tables
  • 4 x chairs
  • 2 x desk microphones
  • 2 x standing microphones (for Q&A)
  • 1 x camera
  • 2 x projectors
  • 2 x front projection screens

Floorplan

Technicians will be present in the room, but no temporary staff is available and must be booked separately if needed. Due to a strict schedule, equipment and AV cannot be adapted or alternative equipment hired. Additionally, adding personal branding to session room chairs is not permitted.

 

Schedule

You may find the most up-to-date schedule here.

  • Breakfast slots: 8:10 – 9:10 am – on March 31: 8 – 9 am
  • Lunch slots: 12:50 – 1:50 pm
  • Afternoon slots: 5 – 6 pm

The slots are 60 minutes long. We recommend a structure of 45 minutes of presentations followed by 10-15 minutes of Q&A.

 

Access to the room

Companies can access the symposium room 10-15 minutes prior for setup and rehearsal, with technical staff available only during that time. Adherence to assigned start and end times is mandatory, with no extensions permitted. The room must be vacated and cleaned up immediately after the symposium ends. Please note that although we ask WCN faculty to maintain the schedule, sessions can sometimes run late. We appreciate your understanding. It is possible to book a longer rehearsal; please refer to ‘Add-ons’ section.

 

Catering

Lunch slot (12:50-1:50 pm) → Catering is included in the package and arranged by ISN. Boxed lunches will be distributed to delegates entering your symposium room. This service starts 15-minutes prior to the assigned session time. Vegetarian and vegan options are provided automatically.

Breakfast and afternoon slots → Catering is not included in the package. It can be booked on additionally through Medical ToYou at supportwcn26@mtoyou.jp before January 30. Please find below a menu with the different options. Please take note of any service and VAT charges. Please note that it is not possible to use another supplier.

Catering form

 

Language and translations

The official congress language is English, but presentations in other languages are allowed if slides are in English and clearly indicated in promotional materials. The ISN offers live AI translation for sessions in over 50 languages. To ensure accuracy, submit a preliminary list of key terms relevant to your session e.g. trial names, molecules, doctors, medical terms etc… A complete session glossary will be requested via email in January 2026. For any questions, contact rblondel@theisn.org.

 

Recording

All symposia are recorded and made available with open-access on-demand on the ISN Academy within 48 hours after taking place. Recordings are available on the ISN Academy for 12 months. If you wish to conduct compliance checks before the upload, please notify us in advance. ISN can generate a report with total views for each symposium; if you are interested please reach out to the team.

Companies may request a copy of the recording for internal use only. Companies are not allowed to post or share recordings outside of their organization. Requests should be emailed to rblondel@theisn.org after the congress.

 

Faculty

There is a maximum of five faculty allowed per symposium.

 

What is not included

  • Faculty registration 
  • Faculty travel
  • Faculty hotel

Please note that ISN does not handle or arrange registration, accommodation, or travel for speakers participating in industry sessions. Faculty members involved in any industry session are not eligible for the WCN faculty travel policy. Congress organizers will not reimburse flights or accommodation for faculty if they are involved in an industry session. Faculty are fully informed of this in the invitations and are reminded at several points prior to the congress.

It is the responsibility of companies to ensure that their moderators and speakers are properly registered for the congress. Each company is allocated five symposium-only passes for employees or speakers who prefer not to register fully for the congress but wish to present.

Promoting your symposium

Industry symposia are commercially-supported educational activities held during WCN. Therefore, the sponsoring company needs to ensure that all publications referring to their symposium mention: ‘Official WCN’26 sponsored session‘ to avoid any confusion with the official WCN’26 program.

Please be aware that it is prohibited to use specific product information in artwork/promotions displayed outside of the exhibition hall. This regulation extends to all advertising and sponsorship opportunities. Photos, graphics, or brand names of products must not be used outside of the exhibition hall. Specifically, in the scientific session rooms. All of the sponsorships and advertising opportunities available from the congress organizers are compliant. Companies may refer to pipelines, disease state awareness campaigns and/or invite delegates to visit your booth for more information about specific treatments.

Given the global scope of the IFPMA Code, companies are expected to use the IFPMA Code as the minimum standard. The EFPIA and PhRMA Codes reflect the principles and rules of the IFPMA Code.

Description →

Companies should provide a brochure flyer that promotes your session. It will be placed in the:

1. Symposia program e-book

2. Looped on the digital screen in the exhibition hall (‘symposia station’) promoting all symposia.

This is all organized by ISN and included in your package.

Specifications →

Size: A4 (210mm W x 297mm H)

Orientation: Vertical/Portrait

Format: PDF

Deadline →

January 20, 2026 via email to rblondel@theisn.org

Description →

Companies should provide high-resolution square pictures of their faculty for listing in the app and scientific program.

This is all organized by ISN and included in your package.

Specifications →

Size: square

Format: JPEG

Deadline →

January 20, 2026 via email to rblondel@theisn.org

Description →

In the congress app, which is available to all delegates, symposia sessions will be listed (see image below). All companies have the option to provide a banner image for their session page. This is optional; if no banner is provided, the page will default to the WCN branding, similar to the other scientific sessions.

This is all organized by ISN and included in your package.

Specifications →

Size: 1200 W x 600 H px

Orientation: Landscape

Format: JPEG

Deadline →

January 20, 2026 via email to rblondel@theisn.org

All symposia organized at WCN will be listed on the following platforms:

  • Congress Website (starting January): Title, time/date, faculty, and presentations

  • Social Media (scheduled for February): A collective post featuring the titles, date/time, and company logo, linking to the congress website page with full details

  • Email (scheduled for February): A collective post featuring the titles, date/time, and company logo, linking to the congress website page with full details

  • Pocket Program (on-site): Title and time/date

  • Slides (on-site): Title and time/dates

This process is automated by ISN and is included in your package. No additional information is required from you for this.

Companies are authorized to bring one (1) self-standing roll up banner to be placed outside the symposium room. Companies are requested to place the roll up banner themselves 30 minutes before the symposium and dismantle immediately after the symposium ends. The specifications of the banner should be no larger than standard 85cm W x 2m H roll-up banner.

Companies are permitted to promote their symposium at their own booth, in public areas of the venue 90 minutes prior to the session until the end of the session (max. two staff promoting per symposium). For morning sessions, promotion at the booth and in public areas is allowed starting on the afternoon coffee break of the day prior.

Add-ons

We suggest booking additional advertising to effectively promote your industry session for maximum delegate attendance. Below are some selected options for your consideration:

  • Congress Website   Fee: $5,000   Ref code: #CW
  • Congress Email   Fee: $5,000    Ref code: #CE
  • Push Notification   Fee: $7,000     Ref code: #PN
  • Social Media post    Fee: $7,000     Ref code: #SM
  • Extra Material on App    Fee: $1,500   Ref code: #EMA
  • Enhanced Promotional Package   Fee: $15,000    Ref code: #EPP

For more information on each, and to view the full selection of advertising options, please consult the industry prospectus or speak with your ISN contact.

Order form

Brand Your Room

All lecterns will have WCN branding by default. It is possible to customize the lectern with your own company branding. Each symposium room will be provided with one (1) speaker lectern. Please place your order via the booking form before January 20, 2026. The artwork is due by January 20.

The specifications are: 1080×1920 pxl. The file should be submitted in PDF format. Please leave 1/3 empty space at the top of your artwork; this is where the speaker’s name will be projected by the congress AV team.

Fee: $500 USD

Order form

Lead Retrieval

This year, badge scanning will be easier than ever – your scanners will be accessible directly from your mobile devices or tablets. When booking this additional service, you will receive 5 user accesses to the badge-scanning software, allowing your team to scan badges through the congress platform on their own devices. This offers more flexibility than relying on a single physical scanner shared between locations/teams. Up to 5 team members (or temporary staff, if hired) can log in simultaneously from any internet-connected device.

During the registration process, delegates opt in to share registration information when they allow their badge to be scanned. We handle all shared data in full compliance with GDPR regulations.

How it works

  1. Provide us with the email address will be used to set up the shared access (up to 5 simultaneously).
  2. Arrange your devices (personal phones or dedicated tablets/iPads on-site; these are not included).
  3. Onsite, your team can log in via THIS LINK (available in January). On the dashboard, go to Lead Retrieval and click Scan a Lead.
  4. Scan the delegates badges. The information collected includes: full name, email, affiliation, position, title, organization/institution, and country.
  5. To view your list in real time, all scanned leads will appear under My Scanned Leads on the dashboard. You can download the list as an Excel (.csv) file. If you need help converting .csv to .xlsx, please see this instructional video.
Fee: $1,000 USD

Order form

Please review the example below before the congress.

     

While ISN allows livestreaming, in-person chairs and speakers are highly recommended. Contact rblondel@theisn.org if any speakers need streaming.

It is possible to add on the option of livestreaming industry symposia to an online audience. Following conditions apply:

  • Open-access for HCPs
  • Congress registration not required
  • To access viewers must provide:
    • name
    • country
    •  confirmation of HCP status

Companies choosing this paid option will have their symposium streamed from the venue to a webpage on www.theisn.org/wcn via Vimeo. Companies receive a URL link for communications, also available on the congress website with industry symposia programs.

ISN generate viewer reports for companies, including total and unique views and country breakdowns, delivered after the symposium. Companies can request additional custom fields in the pop-up, compliant with GDPR (Deadline: January 20), but we recommend limiting required fields for convenience. Tracking livestream duration is not possible. The booking deadline is January 20, 2026.

Fee: $6,000 USD

Order form

As standard, microphones on stands will be available in each room for Q&A. Depending on your preferences, we are sharing below some additional Q&A options. All adaptions must be booked and organized no later than January 20, 2026. Requests must be emailed to rblondel@theisn.org. For any non-standard options, we strongly recommend companies organize a rehearsal slot for practice to ensure smooth running during the day.

  • Handheld mics: It is possible to order handheld mics, if preferred. You may wish to also organize temporary staff to manage the mics as there are no staff in the room by default.
  • Online Q&A: Companies may provide ISN with all details of their chosen Q&A system (QR code, link…) to be embedded in their sessions’ screen.
  • Polling devices: Companies may rent polling devices with ISN.
  • Evaluation forms: ISN can support with sending evaluation forms to all delegates.
Fee: $2,000 USD

Order form

Companies have the option to reserve rehearsal slots for their sessions. Rehearsals offer valuable benefits, including the opportunity to:

  • Visit the room ahead of time
  • Review the technical setup
  • Ask questions to the technical team
  • Test any non-standard AV systems
  • Conduct a brief run-through of presentations and slides with your faculty

During the rehearsal, a technician and an ISN staff member will be present in the room. If companies wish to have faculty attend, they are responsible for extending the invitations. Please note that a limited number of rehearsal slots will be available on Sunday, March 29 and Monday, March 30, allocated on a first-come, first-served basis. If you have booked this service, we will reach out directly with your allocated slot. The booking deadline is January 20, 2025. Check availabilities with rblondel@theisn.org.

Please note that if you are a platinum level supporter you have a complimentary rehearsal slot in your package – please read ‘Platinum, gold and silver’ section of this manual for more details.

Fee: $1,000 USD

FULLY BOOKED

Temporary staff are available to hire for industry symposia.

Staff can be hired independently or through Medical ToYou at supportwcn26@mtoyou.jp

  • Each staff is hired per 4-hour shift (this is a minimum working time)
  • Staff will speak Japanese and basic English
  • Dress-code for temporary staff is a white shirt/blouse with a black or dark blue jacket and trousers/skirt.
  • The booking deadline is January 30, 2025.
  • Companies are responsible for managing the necessary access for temporary staff they hire. All staff inside the room must wear a valid badge. 

A maximum of two guiding staff can direct attendees to your session starting 60 minutes prior, but must stay in main areas or your booth without disturbing scientific sessions.

Additional guidelines for promoting staff: A maximum number of two (2) guiding staff are allowed in the congress center to direct people to your industry session by holding signs, starting from 60-minutes prior to your assigned session. They must stay in the main areas or at your booth (with valid badge) but must not distribute in any congress session.

Fee: 16,500 JPY per staff / per 4-hours

Order form

Exhibition booth numbers have been updated to make the hall easier for delegates to navigate on-site. Please check your new booth number below.

Exhibition hours

Saturday, March 28    3:30 – 7 pm (Welcome reception from 5 – 7 pm)
Sunday, March 29       10:30 am – 6:30 pm
Monday, March 30      10:30 am – 6:30 pm
Tuesday, March 31       Closed

 

Location

Hall B, Pacifico Yokohama Exhibition Hall.

The exhibition hall is situated in a building adjacent to the conference center. It is approximately 250m / 5-minute walk.

Pacifico Yokohama Floorplan

 

Schedule overview

The Pacifico venue restricts vehicle access (with a valid vehicle pass) for construction and breakdown at designated times daily.

 

Details of the phases

Permitted activities:

This phase is dedicated to the construction of custom-built booths. It includes the assembly of the structure and fundamental setup. All necessary building materials must be delivered to the site to construct the booth framework.

Large or heavy exhibits requiring special equipment, such as crane trucks, should plan to start construction in this phase. These needs will be taken into account when organizing carrying-in times. Please fill in Form 3 if you have large and heavy items. This will help the exhibition management company plan vehicle entry.

Once booth plans have been received and reviewed, a detailed carrying-in schedule for exhibitors will be prepared by exhibition management. This schedule is designed to all contractors and any required machinery can move in smoothly without too much congestion. The finalized schedule will be announced here.

By the end of this phase, the stand structures should be largely completed. Exhibitors may then begin decorating, painting, and installing graphics and electrical components.

Please ensure that passageways in the exhibition hall remain clear of packing materials, construction debris or waste. Please pack and unpack items inside your booth; do not block the aisles or disturb other exhibitors. 

During building and dismantling periods, all working staff must wear appropriate PPE including helmets, gloves and safety shoes. Staff working at heights are required to wear a rated full-body harness, which must anchored to a suitable anchor point.

Please note: vehicles are permitted to enter the venue only between 9a.m. and 5p.m., and must display valid vehicle passes at all times.

Who may access:

✅ Access:

  • Contractors
  • Staff of exhibiting companies with custom-built booths – must be wearing exhibitor badges at all times and are required to wear appropriate personal protective equipment (PPE), including a helmet and high-visibility safety jacket.

❌ No access:

  • Delegates
  • Staff of exhibiting companies with shell scheme booths (as booths will not yet be ready to inspect)

Permitted activities:

The structural setup of custom-built booths should be largely completed in the previous phase. In this phase, exhibitors should be focusing on decorating, painting, and installing graphics and electrical components.

It is also recommended that any specific displays or equipment be installed at this stage.

Simultaneously, exhibition management will be constructing the shell scheme booths. Once these structures are in place, printed wall artwork will be installed.

Exhibitors may inspect their custom-built booths to ensure completion by the end of the day, provided that correct PPE is followed. Please coordinate with your contractor and avoid staying in the hall longer than necessary. You may be asked to step away if required. Please respect other exhibitors and maintain safety during ongoing construction activities.

Please ensure that passageways in the exhibition hall remain clear of packing materials, construction debris or waste. Please pack and unpack items inside your booth; do not block the aisles or disturb other exhibitors. 

During building and dismantling periods, all working staff must wear appropriate PPE including helmets, gloves and safety shoes. Staff working at heights are required to wear a rated full-body harness, which must anchored to a suitable anchor point.

Please note: vehicles are permitted to enter the venue only between 9a.m. and 5p.m., and must display valid vehicle passes at all times.

 

Who may access:

✅ Access:

  • Contractors
  • Staff of exhibiting companies with custom-built booths – must be wearing exhibitor badges at all times and are required to wear appropriate personal protective equipment (PPE), including a helmet and high-visibility safety jacket. Please note that the WCN registration where you will be picking up your exhibitor badges will only open at 2 pm that day.

❌ No access:

  • Delegates
  • Staff of exhibiting companies with shell scheme booths (as booths will not yet be ready to inspect)

Permitted activities:

This day is dedicated to final adjustments to your stand, such as installing graphics, placing furniture, completing lighting installations, and setting up catering supplies. It is also the ideal time to bring in any printed materials, such as brochures.

Please note:

  • Construction and painting are strictly prohibited on this day.

  • Heavy displays or equipment should not be brought in, to protect the flooring. These items must be set up the day before.

  • No vehicles are permitted to enter the hall.

Shell scheme exhibitors are encouraged to arrive early to inspect their booths. Any changes or issues should be reported to the on-site helpdesk so they can be addressed before the show opens.

Exhibitors are welcome to use this time for internal stand walkthroughs or demonstrations with their teams. Please ensure all staff members have collected and are wearing their exhibitor badges.

Between 12p.m. and 3p.m. the organizers will carry out aisle cleaning in preparation for the event opening. Exhibitors are responsible for disposing of any waste generated during their setup.

Who may access:

✅ Access:

  • Contractors
  • Staff of exhibiting companies wearing exhibitor badges

❌ No access:

  • Delegates

Permitted activities:

We kindly ask that exhibitors ensure their booths are staffed as consistently as possible during the designated show hours. It is mandatory to staff booths during the scheduled program breaks throughout the day, as this is a key opportunity to welcome attendees, demonstrate products or services, distribute promotional materials, and engage in one-on-one conversations with healthcare professionals. All booth activities must remain professional, non-disruptive, and fully compliant with the medical advertising and ethical standards outlined in the sponsor manual.

Exhibitors will have access to the exhibition hall 30 minutes before and after each showtime phase to prepare or tidy their booths.

To gain entry, security will check badges at the entrance doors. You must present either an exhibitor badge or a full-congress badge that is part of your company’s group registration. Please note: if your full-congress badge was arranged separately and is not linked to your company’s registration, security will not be able to verify your affiliation, and you will be denied access to the hall.

Who may access:

✅ Access:

  • Delegates (Full congress badges)
  • Exhibitor badges

❌ No access:

  • Contractors

Permitted activities:

We kindly encourage all exhibitors to use this time to debrief with your team, tidy your stand, and begin preparing for the official dismantling scheduled for the following day. This includes packing up smaller items, organizing materials, and removing any personal or portable equipment where possible.

Please remember that vehicle access to the venue is strictly prohibited after 5p.m. daily (and thus not allowed on March 30). As such, the first evening of breakdown should be focused on light packing only, handled entirely by your on-site team. No heavy machinery or contractor support will be permitted during this time. The use of forklifts, pallet jacks, or crane trucks is reserved for the final official breakdown day, when full dismantling and removal of large structures or equipment will take place under controlled conditions.

Exhibitors must restore the space and all provided items to a pristine condition.

Please ensure that passageways in the exhibition hall remain clear of packing materials, construction debris or waste. Please pack and unpack items inside your booth; do not block the aisles or disturb other exhibitors. 

During building and dismantling periods, all working staff must wear appropriate PPE including helmets, gloves and safety shoes. Staff working at heights are required to wear a rated full-body harness, which must anchored to a suitable anchor point.

We appreciate your cooperation in ensuring a safe and organized breakdown process for all participants.

Who may access:

✅ Access:

  • Staff of exhibiting companies with custom-built booths – must be wearing exhibitor badges at all times and are required to wear appropriate personal protective equipment (PPE), including a helmet and high-visibility safety jacket.
  • Contractors

❌ No access:

  • Delegates (Full congress badges)

Download PDF printable version of this exhibition schedule

 

Loading area / Vehicle access

Vehicles may access the loading area through the route shown below. Please proceed to gate 4 and 5 for unloading. The dimension of the gates are 7 meters wide by 4.5 meters high.

A vehicle pass is required for entry into the loading area. Place this pass on the windshield of your vehicle. Please download the pass that applies to you from the link provided below. Important: parking on the road is strictly prohibited.

Vehicle pass

To ensure smooth move-in/out phase, please move your vehicle promptly after loading and unloading. Please follow the directions of security guards and exhibition management company staff.

To effectively manage vehicle access, it is essential to know how exhibitors plan to transport their items (e.g., hand carry, courier, vehicle, or large display delivery). You will be prompted to provide this information when you complete form 3 ‘Exhibit details’.

Map of loading area           How to enter and exit Hall B

 

Specific information for exhibitors with shell scheme packages

Each 3m x 3m booth is equipped with the following items:

Wall Panels

2.7m high

Off white

Aisle booths: 9 panels

Corner booths: 6 panels

It is possible to customize your shell scheme walls with branding for an additional fee. Please check items A-18 on page 4 of form 7: Booth decoration.

Fascia Board

White background with company name (in text only) in black font. Corner booths will have 2 fascia boards.

The fascia will include the text from the ‘company field’ that you submitted in the original booking form when reserving your space.

The fascia board measures 1200W x 300H meters. It is possible to display your company logo instead of text for an additional fee; please contact WCN26@murayama.co.jp before January 20.

Venue Flooring

Carpet is not included. It is possible to order this via form 7.

1 x Reception Counter

Additional furniture, appliances, decorative items, and branding options can be ordered via form 7.  

2 x Folding Chair

1 x Trash Can

1 x LED Stick

30W

Electric Supply

100V / 1KW

Your shell scheme package comes with basic electricity provisions. If you plan to order/use appliances on your booth that require more than 1KW of power, please ensure you request extra power supply as well. Power will be supplied during the hours of active build-up and show times . If you require overnight power (refrigerators etc.), please ensure to book this.

1 x Power Strip

Including 2 power outlets

 

Depending on where your booth is located (aisle or corner) and the number of units ordered, the design of your shell scheme booth may differ slightly. Please find below renders of the possible formats.

9m² aisle booth             9m² corner booth           18m² aisle booth             18m² corner booth

 

No unofficial decorations or panel artwork should be attached directly to the wall panels. Panels cannot be perforated or painted. Any costs incurred for replacing panels damaged during the dismantling of each stand will be the responsibility of the exhibitor, and these charges will be communicated promptly. When occupying their space, exhibitors are required to inform the exhibition management company of any pre-existing damage to both the panels and the floor at the time of taking possession of their designated area.

Specific information for exhibitors with custom booths

Exhibitors who opted for customized booth will be given exhibition floor space only, without wall partition, basic furniture, electricity and other utilities. Exhibitors are responsible for designing and constructing their own booths.

We are happy to recommend Murayama as the preferred choice for booth builder company. If you would like to reach out to them to organize your custom booth, please send your request to WCN26@murayama.co.jp.

Exhibitors may appoint their own contractors for booth building/design. Exhibitors are responsible for making sure all contractors have read this manual before starting their work.

It is mandatory for custom-built exhibitors to work with Murayama on primary electricity supply. Please see information under ‘Additional orders’ > ‘Electricity’.

Companies must submit your customized design to rblondel@theisn.org by January 20, 2026. All elements below must be provided in the same email. Plans must include the following:

  • Architecture dimensional drawing in scale 1:50 including plan, section, perspectives and views with all their dimensions specifying the material to be used, lighting and any aspects that facilitate the reading of the booth
  • Risk assessment, to include fire hazards and method statement
  • Booth number + company name
  • Name of booth contractor and contact details (if using your own i.e. not Murayama)

Exhibitors will receive feedback on their booth design after January 20 and can be asked to modify their design based on the congress guidelines. If a guideline violation is found during build-up and/or showtimes, exhibitors will be asked to modify it on-site.

Please consider the following important aspects when designing your booth:

The congress organizers are committed to making WCN accessible for everyone. For booths with a floor height of 2 cm or higher, please ensure that your booth design includes an access ramp for both pedestrians and wheelchair users, or that the floor features an angled ramp edge. The ramp must adhere to the following criteria:

  • It should not exceed 10 meters in length or have a rise greater than 500 mm.
  • It must have a minimum unobstructed width of 1.5 meters.
  • The surface should be slip-resistant, particularly when wet.

Exhibitors are not allowed to place any display materials or exhibits, nor extend their stand structures and fittings, beyond their contracted boundary.

  1. Each booth needs to have its own wall panel and it is not permitted to use the neighboring booth’s panel.
  2. No element of the booth can exceed the limits of the space, both in plan and height.
  3. Island booths are not allowed to construct full solid wall in all sides.
  4. Booth fronts: it is allowed to close with opaque panels up to 50% of each front that looks towards corridors of common circulation (as long as they include photographs, showcases, logos, etc.) This rule also applies to opaque elements that are removed from the front up to 1.0m.

Walls that connect to adjacent booths must be exactly 2.7 meters in height. They cannot be any lower or higher to prevent unfinished sections from being visible.

Exhibitors with booths measuring 18 m² or larger may build internal features and walls within their allocated space up to a maximum height of 4 meters. These internal features must be 1 meters away from any walls. All decorations must not exceed 4 meters including lighting and signage. However, all walls adjoining neighboring booths must still maintain the standard height of 2.7 meters.

Exhibitors with booths measuring 9 m² or below 18 m² are allowed to build at a maximum height of 2.7 meters. They can build a slim booth gate up to 3 meters for their fascia sign. This gate must not exceed 3 meters in height including lighting and signage and should not be thicker than 30 centimeters.

Rigging is possible in consultation with the exhibition management company Murayama and the venue Pacifico Yokohama.

Please place your request via form 6 by December 12, 2025. Murayama will provide an answer by January 20, 2026 at latest.

Congresses often generate significant waste, emissions, and resource use in a short time. ISN is working on reducing WCN’s environmental impact. By embedding sustainable practices into how we plan, build, and deliver our congress, we can dramatically reduce that footprint. Therefore we strongly encourage exhibitors to consider the below:

  • Design booth elements to be recyclable or reusable for future events
  • Avoid PVC and plastic, use recycled or biodegradable materials instead
  • Source materials and production locally
  • Use lightweight booth materials to reduce transport emissions
  • Use LED lighting instead of traditional bulbs

Please keep to a minimum the processing of decorations within the exhibit hall. Make efforts to reduce, reuse, and recycle waste materials and improve working efficiency.

  • For the exhibition please make sure to use plywood, fiberboard, curtains, cloth, cloth blinds drapes, blackout curtains, floor matting, and construction sheets that are fire-resistant.
  • Please sew or paste on a fire security label on items that have been fireproofed and make said label clearly legible and easy to see.
  • Please use fireproof material if applying a coating to the surface of plywood, except if the entire surface is being covered.
  • Non-combustible material as defined in the Building Standard Law of Japan Article 2 Number 9, along with semi-non-combustible material and incombustible material as defined in the Construction Order of the Building Standard Law of Japan Article 1 Numbers 5 and 6 will be considered fireproof and can be used. Flammable materials fireproofed work at the exhibition site will not be allowed.
  • For plywood or veneer, please use materials that have been fireproofed by immersion processing, are labeled with a legally certified red “fireproofed” label, and have 5 red lines on the drawn inてto the back surface.
  • Plastic products, such as styrofoam, urethane, and acrylics cannot be used as they are difficult to fireproof. If using special or unique decoration materials, please confirm with the Secretariat in advance.
  • When placing a sign that faces an adjacent booth, please make sure that the sign does not cause any confusion to the visitors as to which booth the sign is for. The organizer or Secretariat ma you to change how the sign is placed if they feel that it is not appropriately place.
  • When setting up your booth please do not use tape or chalk that will leave marks behind when removed. In addition please do not use chalk that will leave marks behind when marking off the areas for booths.

Exhibitors requiring anchor bolts must submit their request to Murayama by completing form 4 by January 20, 2026.

  • Only anchor bolts supplied by the venue are permitted.
  • A fee of 2,000 yen (tax excluded) will be applied for each bolt.

Please note that the use or installation of anchor bolts without prior notification is against Pacifico Yokohama’s policy. Exhibitors who fail to provide advance notice will incur a fine.

Please do not remove the anchor yourself after use. If the anchor head is above the floor, please cut it with your own
sander to keep the floor level. Exhibitors will bear the cost of any damages.

  • Please decide on a supervisor to manage the installation process and set up a structure to ensure safety management.
  • Make sure that works in high places, setting up scaffolding, and crane operation are conducted by a qualified person.
  • When installing and removing booths please do not use equipment which generates fire or sparks at the venue. If you must use this kind of equipment, be sure to have a fire extinguisher at hand while working.
  • Smoking is prohibited in the hall. Please ensure that workers smoke only in the designated areas. In addition, please do not enter unauthorized areas.
  • If there is an accident when performing work, please contact Murayama.
  • Please take the appropriate precautions if there is the possibility of damaging the facility or for leaks.
  • Please install and mount booths items so that they do not collapse or fall in the case of an earthquake.

The following is prohibited:

  • Work or construction applied directly to floors, walls, and ceilings is prohibited, including the following acts.
    ◇ Use of nails and tacks
    ◇ Digging, chipping, cutting, and gas welding
    ◇ The directly applying paint
    ◇ Applying materials with glues or adhesives
    ◇ Direct use of a cutter knife
    ◇ Wrapping wire or string around pillars
    ◇ Using signboards as supporters
    ◇ Taping objects directly to the venue
    ◇ All other acts which could cause damage to the facilities
  • Sanding without a vacuum cleaner is not allowed

Optional additional orders

Supplier →

Murayama

Details →

There is large range of furniture and appliances available to choose from. These options are mainly to customize and improve your shell scheme unit, but they can also be ordered for custom booths. You can find the menus and pricing details in form 7.

Booking form →

Form 7

Deadline to book →

January 20, 2026

Fees →

Please see form for the full catalogue.

Supplier →

Medical ToYou

Details →

You can find the menus and pricing details in the catering form. Should you need additional menu options, please contact supportwcn26@mtoyou.jp.

Booking form →

Form 9

Deadline to book →

January 30, 2026

Fees →

Listed in booking form. Please take note of any service and VAT charges.

Further information →

Coffee services will be provided to the delegates in the exhibition hall during breaks in the scientific program.

Although it is possible to select a different caterer and have external catering, it is generally discouraged because of the lengthy approval process. If you prefer this option, you must obtain permission from the Health and Safety Department of the venue. Permission requests are managed by the congress’ logistical partner, Medical ToYou, for a fee. Please reach out to supportwcn26@mtoyou.jp. Please note that it is prohibited to give out food that was not ordered through the official catering partner or that did not receive the above mentioned permission.

Supplier →

Murayama

Details →

You can order carpet cleaning and/or waste disposal to be arranged for March 28 and 29 after the exhibition has closed.

Booking form →

Form 5

Deadline to book →

January 20, 2026

Fees →

Carpet cleaning is 3,000 Yen for two cleans in total. Waste disposal is 1,000 Yen per 70l garbage bag.

Further information →

  • The congress organizer has scheduled general cleaning for the aisles in the exhibition areas after the exhibition closes from 7pm onwards. The cleaning team will not service individual booths at standard.
  • The cleaning crew will receive the necessary access badges from the congress organizers, so no registration purchase is required.

Supplier →

Murayama

Details →

All primary-side main line construction in the exhibition must be managed exclusively by Murayama. Exhibitors can arrange secondary-side constructruction on their own or contact Murayama. If exhibitors appoint their own electrician to carry out secondary-side construction they must fill in the form to provide their details.

Exhibitors that require more electricity than included in the package must order this.

Power will be supplied during the following hours:

  • March 27th (Fri) noon – 9pm
  • March 28th (Sat) 8am – 8pm
  • March 29th (Sun) 10am – 8pm
  • March 30th (Mon) 10am – 8pm

If you require overnight power (refrigerators etc.), please ensure to book this.

The general standard for illumination levels from the ceiling lighting in the exhibition hall is 500 lux.

An electrician will be available within the Murayama team for maintenance during the event. Please contact them in a prompt manner if there are any electrical related accidents in your booth.

Booking form →

Form 2

If you do not apply by this deadline it will not be possible to supply electricity, as it will be too late to be included in the electrical requirements plan.

Deadline to book →

January 20, 2026

Fees →

￥16,000 per kW

Supplier →

ISN

Details →

This year, badge scanning will be easier than ever – your scanners will be accessible directly from your mobile devices or tablets. When booking this additional service, you will receive 5 user accesses to the badge-scanning software, allowing your team to scan badges through the congress platform on their own devices. This offers more flexibility than relying on a single physical scanner shared between locations/teams. Up to 5 team members (or temporary staff, if hired) can log in simultaneously from any internet-connected device.

During the registration process, delegates opt in to share registration information when they allow their badge to be scanned. We handle all shared data in full compliance with GDPR regulations

How it works

  1. Provide us with the email address will be used to set up the shared access (up to 5 simultaneously).
  2. Arrange your devices (personal phones or dedicated tablets/iPads on-site; these are not included).
  3. Onsite, your team can log in via THIS LINK (available in January). On the dashboard, go to Lead Retrieval and click Scan a Lead.
  4. Scan the delegates badges. The information collected includes: full name, email, affiliation, position, title, organization/institution, and country.
  5. To view your list in real time, all scanned leads will appear under My Scanned Leads on the dashboard. You can download the list as an Excel (.csv) file. If you need help converting .csv to .xlsx, please see this instructional video.

Booking form →

Form 8

Deadline to book →

January 20, 2026

Fees →

$1,000 for a license with up to five devices (e.g., phone, iPad)

Further information →

Here are step-by-step instructions:

Supplier →

Kristal Logistics

Details →

If you need to ship materials to the congress, it is strongly recommended to use the official global supplier, Kristal, who works in partnership with local company Ishikawa-gumi. The company has a conveniently located warehouse near the airport and has experience in collaborating with the congress venue.

View Shipping Guidelines

All shipments and deliveries should be coordinated with Kristal. Please refrain from arranging any shipments to the location without prior consultation. Advance shipments to the venue are not allowed before the move-in date. Goods must arrive at the following dates: 

  • Yokohama Port: March 9 – if your shipment contains medical items deadline of arrival is February 23.
  • Narita Airport: March 17 – if your shipment contains medical items deadline of arrival is March 2.

All exhibitors will be contacted by Kristal to fill out this Stand contractor form. This form is mandatory, please sign it and return it by January 15, 2026.

Form 11

Booking form →

Form 10  Handling Fees

Deadline to book →

December 12, 2025

Fees →

To request a quote, please contact maria@kristal-logistics.com.

Further information →

Important: The importation of medical supplies is prohibited in Japan unless your company possesses the necessary official importer licenses. We encourage companies with Japanese branches to utilize this channel for their shipments. For companies without a local branch, the congress’ logistics partner, Medical ToYou, can assist with shipment documentation. Please submit your request to: supportwcn26@mtoyou.jp. All requests must be received before December 10, 2025. Medical ToYou will forward the necessary documents/forms to companies upon request. 

Please note that the support from Medical ToYou is only open to companies that do not have a branch or counterpart company in Japan.

Supplier →

Murayama

Details →

For activities requiring high bandwidth, we recommend arranging a dedicated Wi-Fi connection. Please contact Murayama for a special quote.

Deadline to book →

December 12, 2025

Fees →

To request a quote, please contact WCN26@murayama.co.jp.

Further information →

Although general internet access will be provided for delegates at WCN’26, the organizers cannot ensure reliability for your specific booth needs due to the high number of simultaneous logins. To avoid any connectivity issues, we strongly advise securing your own connection (tethering, pocket Wi-Fi etc).

Safety regulations

Please appoint a person responsible for managing the progress of the entire construction work and establish a comprehensive safety management system. Please note the following safety regulations:

The exhibitor should take care to prevent accidents when moving in and out, displaying, demonstrating, or removing exhibition items. Murayama reserves the right to restrict or suspend the above mentioned activities performed by the exhibitor if they decide that it is necessary to do so for accident prevention. The exhibitor shall be held responsible for any accidents or damages caused by its actions.

For safety reasons the organizer will monitor the number of people coming into the exhibition hall and may limit access in case of overcrowding.

The carrying of following dangerous objects is prohibited:

  • Carrying in flammable gas (high pressure gasses, such as liquid petroleum gas, acetylene, and hydrogen)
  • Carrying in dangerous objects that fall under category 1-6 (gasoline, kerosene, machine oil, heavy fuel oil, animals and plants based oil)
  • Carrying in dangerous goods (semi-dangerous objects, explosives, large quantities of matches or candles)
  • Carrying in oil that is contained within machinery (compressors, vehicles, etc.)
  • Carrying in machinery or equipment that generates a bad smell or a lot of smoke

The use of dangerous substances is prohibited. The organizer reserves the right to prohibit the use of any equipment, machinery, or flammable materials if deemed hazardous or excessively noisy.

Equipment which uses fuel to generate sparks or flames or items which have combustible parts openly exposed (i.e. electrical heaters, stove burners, electrical stoves, alcohol lamps, candles…) is prohibited.

The essential access routes, marked by no-stopping signs, and the movement zones for the emergency  evacuation/services must be always kept clear. Vehicles and objects parked or deposited on the emergency exit routes and safety areas will be towed immediately.

The emergency exit routes must be always kept clear. Exhibitors are not permitted to store their empty cartons or packing materials behind or between booths. In an emergency, the exhibition aisles are used as emergency exit routes. Areas in front of emergency exits and the crossings of the hall aisles must be always kept free. The hall aisles must not be used for setting up assembly locations or for setting up machines (e.g. workbenches, etc.). Sprinklers, fire alarms, fire extinguishing equipment, trigger points for smoke extractors, smoke alarms, fire curtains, closure devices for the hall entrances and other safety equipment, the corresponding signs as well as the green emergency exit signs must be accessible, and visible at all times; they may not be obstructed or built over.

  1. Always wear a helmet when working (tighten the chin string).
    • Workers without a helmet are prohibited.
    • This does not include the case of displaying products without construction.
  2. Wear safety bands when working at elevated locations (when working at elevated locations using rolling tower/scaffold or X lift, etc.)
    • When working at elevated locations, always wear a helmet and safety belt. Safety belts should be firmly hooked to the handrails or the rolling towers and X-lifts.
    • Always wear a helmet when near construction performed at elevated locations.
    • Do not perform parallel operations below the work area (no entry) during work at elevation.
    • Take measures to prevent tools, etc., from falling.
    • Movement with a person on it is prohibited.
  3. Construction using ladders
    • Be sure that the ladder is fully open and secure the anti-opening bracket.
    • Working on top step is prohibited.
    • Moving places while on the ladders is prohibited.
  4. Operation of forklifts, aerial work vehicles (crane vehicles, unic vehicles), etc.
    • Only vehicles with valid qualifications in Japan should be used. Be sure to avoid contact accidents when moving or lifting.
  5. Confirmation of safety in accordance with fire service-related laws and regulations
    • Due to fire regulations, exhibitors are prohibited from placing tables, chairs and other equipment between their booth and the wall of the venue.
    • In the event that materials are placed there, be aware that the organizers will move or remove the equipment.
    • Use decorative materials that have flame-proof properties and have flame-proof labeling (flameproof label) attached to them.
    • Ensure that the installations and structures are properly prevented from falling.
    • In order to prevent accidents, properly cover any wiring and piping that may be placed in escape passages and the traffic lines of visitors.
    • Do not accumulate decorative materials, etc. in the vicinity that may interfere with the use of emergency exits and firefighting equipment.
  6. Construction area
    • As many of the aisles are 3.0m and very narrow, work should be performed within the boundaries of each exhibitor’s booth. It is prohibited to leave materials in the aisles or other exhibitor’s booth space.
    • The same rules apply for move-out as well.
    • Be sure to keep the work area organized, arranged and clean.
  7. Electrical work
    • Anyone conducting electrical work should carry the necessary license according to the Electrical Engineer Law.
    • Be sure to perform a megger check (insulation resistance measurement) before the start of providing electricity.
    • When energizing, perform operation after confirming safety sufficiently.
    • Contact Murayama immediately if you need to move the primary power supply position (switch
      installation). Acts such as removing the temporary trunk cable by the exhibitor is prohibited.
    • Be aware that wiring, such as electricity, may inevitably pass along the walls or along the passages in the booth.
    • Protrusion of lighting equipment into aisles is prohibited.
    • Lights illuminating the company name (Length under 30 cm) is an exception to the above.
    • If the electrical drum cord is rolled while in use, it may cause deterioration of the insulation of the wire and electric power and be the source of a fire. Be sure to pull out all the cords before use.

Damages

The ISN shall not be held liable for any damages resulting from issues related to light installations, electricity, drainage, and similar matters. They also bear no responsibility for any interruptions in these services caused by external factors that may impact the exhibition’s progress. Furthermore, any damage incurred to the venue, its structures, shell scheme stalls, or the disposal of booth construction waste left on-site after the event will lead to penalties for the exhibitor or contractor for any violations of the organizer’s or venue’s regulations.

Giveaways

Gadgets that are distributed to participants should be professional in nature and should not exceed a maximum value of $10 USD per item. Sharp, pointy or dangerous objects are not allowed. The organizer reserves the right to request invoices of giveaways at any time.

Please consider giving away reusable, sustainable and plastic-free swag. Good ideas include: world travel chargers, fun custom socks, custom fanny pack…

 

Provide details for the congress app

Exhibitors will be listed in the congress app. Please send by December 16, 2025 your company bio, social media handles, website link, banner (optional) for listing on the congress app to rblondel@theisn.org. All companies have the option to provide a banner image for their exhibitor page (to be placed behind their square logo). This is optional; if no banner is provided, the page will default to the company logo. The specification for the banner are:

Size: 1200 H x 600 W px

Orientation: Landscape

Format: JPEG

   

 

Rules around promotion

Exhibitors are not allowed to place stickers, signs or posters anywhere in the halls other than within their own stand and on paid advertising poster sites and billboards. Likewise, exhibitors’ representatives may not distribute brochures, invitations, etc. outside of their booth boundaries including along the gangways or near the entrances/exits.

 

Booth presentations

These are permitted provided the following guidelines are followed. Exhibitors who intend to provide demonstrations or make presentations during the exhibition must strictly follow rules & regulations below:

  1. Such demonstration and presentation do not interfere with the conduct of business of other exhibitors in terms of sound, nor cause any smoke or fumes.
  2. In case of use of loudspeaker for demonstration / presentation in your booth, any loudspeaker must face on to exhibitor’s stand only and maximum volume is 70 decibel my measured from distance of 3 metres away from the booth.

 

Noise limits

All exhibitors must be considerate of their noise levels for neighboring booths in the exhibition hall (max sound level may not exceed 85dB when measured 1 meter from stand). Activity or equipment that is considered to generate excessive noise or flashing lights is not allowed. Exhibitors must follow the relevant licensing provisions for use of music and TV on their stands.

 

Recording / Photography

Exhibitors wishing to film or record within their booth must obtain prior approval from ISN by contacting rblondel@theisn.org. Exhibitors are responsible for ensuring that any photograph or filming complies with data protection regulations, including avoiding the capture of identifiable attendees without lawful basis. ISN’s lawful basis for official event recording is its legitimate interest in promoting educational and scientific activities.

Exhibitors must ensure their photographers and camera crews have the necessary access badges and adhere to all ISN filming guidelines. 

 

Map

Posters are positioned around the perimeter of the exhibition hall. Please note that booth numbers will be updated closer to the congress to be in numerical order. We will confirm your final booth number before the end of November.

Overview of all forms

Please submit the forms relevant to your booking. Please note that these orders can only go through the official suppliers provided below (except for catering). The deadline to order and return address are listed on top of each form.

 

Form 1: Contractors

January 20, 2026

Custom-built exhibitors → Mandatory

Shell scheme exhibitors → Please complete only if you’ve hired an external contractor for decoration.
Form 2: Electricity

January 20, 2026

Custom-built exhibitors → Mandatory

Shell scheme exhibitors → Please complete this form if you require more than 2kW of electricity for heavy appliances, whether brought independently or ordered through Murayama.
Form 3: Exhibit details

January 20, 2026

Custom-built exhibitors → Optional

Shell scheme exhibitors → Optional
Exhibitors with large items are required to fill in this form. This will help is plan vehicle entry.
Form 4: Anchor bolts

January 20, 2026

Custom-built exhibitors → Please complete this form only if anchor bolts are required in your build.

Shell scheme exhibitors → Not required.

Form 5: Cleaning

January 20, 2026

Custom-built exhibitors → Optional

Shell scheme exhibitors → Optional

Form 6: Rigging

December 12, 2026

Custom-built exhibitors → Please complete this form only if you plan for rigging in your design.

Shell scheme exhibitors → Not required

Form 7A-D: Booth decoration

January 20, 2026

Custom-built exhibitors → Optional

Shell scheme exhibitors → Optional

The form is split into four parts:

Form 7A: Items to customize your shell scheme booth

Form 7B: Furniture, plants and AV

Form 7C: Electrical items

Form 7D: Carpet

Form 8: Lead retrieval

January 20, 2026

Custom-built exhibitors → Optional

Shell scheme exhibitors → Optional

Form 9: Catering

January 30, 2026

Custom-built exhibitors → Optional

Shell scheme exhibitors → Optional

Form 10: Shipping/Storage

December 12, 2025

Custom-built exhibitors → Optional

Shell scheme exhibitors → Optional

Form 11: Stand Contractor Kristal

January 15, 2026

Custom-built exhibitors → Mandatory

Shell scheme exhibitors → Mandatory

Meeting rooms

Please click below to drop down the capacity, location and size of each meeting room.

Room Floor Capacity Size Location  
316 3 20 PAX 63m² Conference center
317 3 20 PAX 63m² Conference center
318 3 20 PAX 63m² Conference center
421 4 24 PAX 69m² Conference center
422 4 24 PAX 69m² Conference center
423 4 24 PAX 69m² Conference center
424 4 24 PAX 69m² Conference center
511 5 24 PAX 71m² Conference center
512 5 24 PAX 71m² Conference center
513 5 20 PAX 59m² Conference center
514 5 20 PAX 59m² Conference center
Office BM1 Ground floor 10 PAX 54m² Exhibition hall
Office BM2 Ground floor 10 PAX 38m² Exhibition hall
Office BM3 Ground floor 10 PAX 30m² Exhibition hall
Office BM4 Ground floor 10 PAX 54m² Exhibition hall
Office BM5 Ground floor 10 PAX 54m² Exhibition hall
Office BM6 Ground floor 10 PAX 38m² Exhibition hall
Office BM7 Ground floor 10 PAX 30m² Exhibition hall
Office BM8 Ground floor 10 PAX 54m² Exhibition hall

Access

The rental rates cover 8 am to 5 pm for the full congress duration from March 28-31, 2026.

One key per room will be available for collection starting March 27 at 4 p.m. in room 223 on level 2 of the convention center. Keys should be returned to the same room on March 31 by 6 p.m. Please confirm the name, email, and phone number of the individual picking up the keys by February 10, sending the details to rblondel@theisn.org.

 

  • BM1 – BM2, please enter through the doors on the right-hand side of Hall B’s first door.
  • BM3 – BM4, please enter through the doors on the left-hand side of Hall B’s first door.
  • BM5-BM6, please enter through the doors on the right-hand side of Hall B’s second door.
  • BM7-BM8, please enter through the doors on the left-hand side of Hall B’s second door.
  • Please note that the BM offices are only accessible by stairs. 
  • To access convention center meeting rooms please follow the onsite signage

 

Map

Please refer to the venue floorplan below to view the location of the meeting spaces.

 

Pacifico Yokohama Floorplan

Meeting rooms 316-318 are located on floor 3 in the conference center.

Meeting rooms 421-424 are located on floor 4 in the conference center.

Meeting rooms 511-514 are located on floor 5 in the conference center.

Exhibitor offices are situated in the exhibition hall, specifically Hall B of Pacifico Yokohama. The stairs leading to the rooms can be found on either side of the Hall B entrance.

 

Banner

Companies are allowed to place one (1) roll-up banner outside of their meeting room door showing ‘Company name/logo – Meeting room’ to help guests locate the room easily. Banner must be free of any branding or product advertising.

 

What is available in the room?

Each of the meeting rooms are set-up in the following way:

  • Boardroom set-up (Exhibitor offices) or Hollow Square set-up (Meeting rooms)
  • Screen/projector
  • Water will be available on table

 

Welcome desk

If you would like to set up a small welcome or reception desk outside your meeting room, this is permitted. However, please ensure that the desk does not obstruct any hallways and that the footprint is kept to a minimum.

Please note that any furniture or additional items must be booked and paid for separately.

 

Security

Companies take full responsibility at all times for the security of their meeting rooms and the personal and/or venues items in them. Occupants may only leave belongings overnight if consecutive days are booked, at their own risk.

 

Catering

It is possible to organize additional catering for your meeting room. The designated catering partner for the congress is the Medical ToYou. Please find below a menu with the different options. Please organize your catering needs before January 30, 2026. The form must be returned to supportwcn26@mtoyou.jp.

Catering menu

 

Although it is possible to select a different caterer and have external catering, it is generally discouraged because of the lengthy approval process. If you prefer this option, you must obtain permission from the Health and Safety Department of the venue. Permission requests are managed by the congress’ logistical partner, Medical ToYou, for a fee. Please reach out to supportwcn26@mtoyou.jp.

Restrictions

The following guidelines and policies are applied during WCN:

  • Companies are not permitted to organize unofficial industry symposia or similar corporate-organized events that are open to general congress participants to attend, either on or off-site.
  • WCN logo/branding may not be used in ancillary events.
  • Small meetings may take place in parallel with congress sessions provided they do not convene large groups of people and are limited in time (no full- day meetings are allowed).
  • Meetings may only be attended by invited participants and may not be open to the general congress participants.

 

Roundtable

If you have booked the roundtable option, we will be in touch directly to communicate the steps and deadlines.

Kidney Studio

The Kidney Studio is located in the Conference Center in the foyer of floor 2 (‘Tea room’ on floorplan). Your team has complete access to the studio for recording your own audio and video content, which can includes interviews with KOLs, discussions with leadership teams, podcasts on various topics, and much more. The equipment will be ready for use in a private room. The package includes receiving a copy of your recordings from the technician. The logistics for interviews will be organized by the sponsor, and an English-speaking technician will be present in the room. A member of staff will be there to open and lock the door at the designated times. If you need to lock the room in between those times, please reach out to a member of staff on-site.

Please see below a list of equipment:

  • 4 x Tabletop microphones stand
  • 4 x Wired handheld microphones
  • 1 x Digital audio mixer
  • 1 x Power speakers (PA system with built-in amplifier)
  • 1 x PXW-Z150 camera
  • 1 x Camera accessories: tripod, media cards, cables, adapters
  • 1 x recording equipment: Blackmagic Hyper Deck (or similar)
  • 1 x Camera operator
  • 1 x Recording staff
  • 4.5 x 1.9 meters branded panel

Overview of the process

  • Step 1 (between now – December): Decide on your program. Invite and confirm availability of your speakers and moderators.
  • Step 2 (no later than December 10, 2025): Submit program for approval.
  • Step 3 (after December 18, 2025): Feedback on your program will be provided. You will receive an email to inform you that your program is fully approved, or to share any feedback from the review. In most cases, adjustments are not usually requested.
  • Step 4 (starting January): The promotional phase will commence. ISN will upload your program to the website.

How to submit your program in December

Submission is made via the online form. Please submit one form per session. Ensure to check the availability of your speakers before submitting your program. Please do not send information by email/excel.

 

Submit your program here

 

Please note, any submissions received after the deadline will not receive feedback until end of January, due to the seasonal break. Please take care to ensure you submit your programs on time, in order to be uploaded to the website in good time.

Information required for submission

The form will request the following details. We’ve provided them here in list format so you can begin gathering the necessary information to complete the form.

Session information

  • Date
  • Time
  • Spotlight 1 or 2
  • Session title (max 25 words)
  • Session description (max 200 words)

Chair(s)

  • First name
  • Last name
  • Country
  • Email

Speaker(s)

  • Presentation title
  • First name
  • Last name
  • Country
  • Email
  • Duration (in minutes)

We kindly ask that, in line with the ISN Position Statement on Diversity, industry sessions are diverse from a gender, ethnicity and cultural perspective.

 

More information about the review

Provided that you submit on time, your programs are reviewed between December 10 – 17 by:
  1. ISN HQ – to verify that there are no scheduling conflicts or duplicate speaker bookings.
After this period, you will receive an email to inform you that your program is fully approved, or to share any feedback from the review. In most cases, adjustments are not usually requested.

 

Changing your program after approval

We understand that last-minute changes may occur. Should any changes arise, please contact us promptly so we can update our records and ensure your program is displayed correctly. If the change involves a significant alteration to the overall program, such as a shift in the topic, it will require an additional round of approval by the Committee of Chairs (COC).

What is included in the package?

Please see below a list of the aspects included in each symposium booking:

  • 30-minute presentation slot
  • Stage, AV and screen available to use
  • Full spotlight stage schedule promoted via email and social media before, during and post-congress
  • Your program details displayed on the congress app, congress website and signage in the venue
  • Two (2) exhibitor badges for your staff and faculty to access

How is the area set-up?

The stages are located in the exhibition hall (Hall B) and are equipped with the following:

Spotlight Stage 2

  • Mini stage

  • Speakers

  • 3 stools for presenters

  • Laptop for presentations

  • 2-3 microphones

  • Large screen

  • Casual seating 50-60 capacity

Spotlight Stage 1

  • Mini stage

  • Speakers

  • 3 stools for presenters

  • Laptop for presentations

  • 2-3 microphones

  • Screen

  • Casual seating 30-40 capacity

Please note that these set-ups are drafts and subject to changes.

A technician will be present in the area, but no temporary staff are available and must be booked separately if needed. Due to a strict schedule, equipment and AV cannot be adapted or alternative equipment hired. Additionally, adding personal branding to session room chairs is not permitted.

Regular Wi-Fi is available which will be sufficient for normal usage, but not for downloading heavy files or streaming. Technical support staff includes an audio operator, IT operator and English-speaking area support. ISN staff will also be available onsite to support. These photos provide an example of the area in previous congresses (as reference; actual set-up may differ).

 

Schedule

The complete schedule will be available on the congress website in January.

In addition to sessions hosted by various companies, the ISN will present engaging talks on the Spotlight Stages, covering a range of topics throughout the day. The opening hours for the stages follow exhibition’s hours.

Companies must strictly follow the specified start and end times of their reserved slots, as extensions beyond the allocated timings are not permitted under any circumstances.

 

Access to the area

Please advise your staff and speakers to arrive at least 20 minutes prior to the start of your session. Faculty may be coming from previous engagements and may not be familiar with the location of the Spotlight Stage, so it’s important to allow sufficient time for them to get settled.

 

Promotion

The sessions on the Spotlight Stage are published and promoted on the congress app, congress website and signage in the venue. Please reach out for information on booking additional promotion. 

Spotlight Stage sessions are commercially-supported educational activities held during WCN. Therefore, the sponsoring company needs to ensure that all publications referring to their session mention: ‘Official WCN’26 sponsored session‘ to avoid any confusion with the official scientific program.

 

Faculty

There is a maximum of three faculty allowed per spotlight.

 

What is not included

  • Faculty registration 
  • Faculty travel
  • Faculty hotel

Please note that ISN does not handle or arrange registration, accommodation, or travel for speakers participating in industry sessions. Faculty members involved in any industry session are not eligible for the WCN faculty travel policy. Congress organizers will not reimburse flights or accommodation for faculty if they are involved in an industry session. Faculty are fully informed of this in the invitations and are reminded at several points prior to the congress.

It is the responsibility of companies to ensure that their moderators and speakers are properly registered for the congress. Each company is allocated two exhibition-only passes for employees or speakers who prefer not to register fully for the congress but wish to present.

Guidelines

Please be aware that it is prohibited to use specific product information in artwork/promotions displayed outside of the exhibition hall. This regulation extends to all advertising and sponsorship opportunities. Photos, graphics, or brand names of products must not be used outside of the exhibition hall. Specifically, in the scientific session rooms. All of the sponsorships and advertising opportunities available from the congress organizers are compliant. Companies may refer to pipelines, disease state awareness campaigns and/or invite delegates to visit your booth for more information about specific treatments.

Specifically for Japan, it is strongly recommended that in the exhibition hall, you should note if the product is not available or approved in Japan.

Given the global scope of the IFPMA Code, companies are expected to use the IFPMA Code as the minimum standard. The EFPIA and PhRMA Codes reflect the principles and rules of the IFPMA Code.

Dos and Don’ts: Pharmaceutical Promotion Outside Exhibition Hall in Japan

Dos:

  • ✅ Use company branding (company logo, corporate colors)
  • ✅ Provide general corporate information, disease state awareness or educational content not tied to a specific product.
  • ✅ Direct attendees to your booth for product-specific information.

Don’ts:

  • ❌ Display product images, logos, or packaging of prescription drugs.
  • ❌ Include any promotional claims about a prescription product (efficacy, dosing, safety).
  • ❌ Distribute flyers, brochures, or giveaways that mention a prescription product name or brand outside of the exhibition hall.

 

Congress Venue

Description →

These are existing column structures throughout various levels in the conference center which can be wrapped. Your visual should be provided to ISN who will take care of printing and installation/removal.

 

Specifications →

Column

Floor

Ref code

Specifications

Example

#1

1F

CW1A

3590 W x 1800 H mm

View

#2

1F

CW1B

3470 W x 1800 H mm

View

#3

1F

CW1A

3470 W x 1800 H mm

View

#4

1F

CW1B

3470 W x 1800 H mm

View

#15

3F

CW3A

3160 W x 1800 H mm

View

#16

3F

CW3A

3160 W x 1800 H mm

View

#18

3F

CW3B

3160 W x 1800 H mm

View

#19

3F

CW3B

3160 W x 1800 H mm

View

#30

4F

CW4

3160 W x 1780 H mm

View

#31

4F

CW4

3155 W x 1780 H mm

View

#32

5F

CW5

3155 W x 1800 H mm

View

#33

5F

CW5

3155 W x 1780 H mm

View

Format →

Adobe Illustrator CC

Deadline to provide →

January 20, 2026

Extra information →

  • Allow a 100 mm margin on the left and right sides for overlap and arrange the design accordingly
  • All fonts must be converted to outlines
  • All image data must be at least 150 dpi at full size
  • An area of roughly 100mm from the edge overlaps and is not visible from the front (See diagram below)

Reference →

Each column’s location has a unique reference. Please see the third column of the table above.

 

Due to the numerous promotional choices available, each option is designated with a unique reference code. Please use these codes when submitting artwork (e.g. Column Wrap_CW1A_Company name)

Description →

In the conference center, the escalators connecting level 1F (cloakroom and main hall) to level 2F (registration area) feature branding opportunities. There are two escalators next to each other – one going up and one going in the down direction. Each escalator offers 14 sheets for your branding. There is no congress branding shared.

 

Specifications →

540Wx 540H mm

Each escalator will have 14 branded vinyl squares. You can provide a total of 28 different square designs (14 for the escalator going up and 14 for the escalator going down) or have the same design for all.

Example

 

Format →

Adobe Illustrator (.AI)

 

Deadline to provide →

January 20, 2026

Reference →

ESC-CC

Due to the numerous promotional choices available, each option is designated with a unique reference code. Please use these codes when submitting artwork (e.g. Escalator Cling_ESC-CC_Company name)

Description →

In the exhibition building, the 15m side glass panels of the escalators taking delegates coming from sessions to the exhibition hall. Each escalator has a total of 18 square sheets with your branding. There is no congress branding shared.

 

Specifications →

540Wx 540H mm

Each escalator will have 18 branded vinyl squares. You can provide a total of 36 different square designs  (18 for the escalator going up and 18 for the escalator going down) or have the same design for all.

Example

Format →

Adobe Illustrator (.AI)

Deadline to provide →

January 20, 2026

Reference →

ESC-EH

Due to the numerous promotional choices available, each option is designated with a unique reference code. Please use these codes when submitting artwork (e.g. Escalator Cling_ESC-EH_Company name)

Description →

A total of 12 flags will be displayed as delegates arrive at the main registration area for WCN’26, coming from both their hotels and the exhibition hall. Six of these flags will feature the congress branding, while the remaining six will showcase your branding.

 

Specifications →

500W × 750H mm

Example

 

Format →

Please provide in both Adobe Illustrator (.AI) CC and PDF (for preview/checking purposes). It is recommended to use a file transfer service as email has limitations.

 

Deadline to provide →

December 1, 2025

 

Extra information →

  • The printing method is inkjet
  • The material is a light-blocking tarpaulin
  • Please ensure that no text or logos are placed in the upper section of the design (marked as “Pole pocket sewing”) or in the small triangular area (“Grommet”), as these areas will be used to attach the flag to the poles and will not be visible once installed
  • If you’d like to provide physical samples of other materials using the same branding palette at the time of submission, the venue will make every effort to ensure the printed colours of the flags match as closely as possible.

Reference →

FL

Due to the numerous promotional choices available, each option is designated with a unique reference code. Please use these codes when submitting artwork (e.g. Flags_FL_Company name)

Description →

Large banner dropping down from ceiling above the escalators by the entrance of the Exhibition Hall. This banner will be above the escalators going up.

 

Specifications →

1,100W x 4,100H mm

Example

 

Format →

Adobe Illustrator (.AI)

 

Deadline to provide →

January 20, 2026

 

Extra information →

  • Please ensure that no text or logos are placed in the top 60mm and bottom 60mm of the design. Metal bars will be inserted here to hold the banner straight, and this part of the design will not be visible once installed

 

Reference →

ESCB

Due to the numerous promotional choices available, each option is designated with a unique reference code. Please use these codes when submitting artwork (e.g. Hanging Banner_ESCB_Company name)

Description →

The mini program book will share key details on WCN for delegates. Your full-page ad printed in the pocket program (Separate from scientific program information) distributed to all registered participants.

 

Specifications →

A5 paper size

Portrait

148W x 210H

Example

 

Format →

ID or AI compatible PDF

 

Deadline to provide →

January 20, 2026

 

Reference →

PP

 

Due to the numerous promotional choices available, each option is designated with a unique reference code. Please use these codes when submitting artwork (e.g. Pocket Program_PP_Company name)

Description →

The mini program book will share key details on WCN for delegates. Your half-page ad printed in the pocket program (Separate from scientific program information) distributed to all registered participants.

 

Specifications →

105 H x 148 W millimeters

Landscape

Example

 

Format  →

ID or AI compatible PDF

 

Deadline to provide →

January 20, 2026

 

Reference →

PPH

 

Due to the numerous promotional choices available, each option is designated with a unique reference code. Please use these codes when submitting artwork (e.g. Pocket Program_PPH_Company name)

Description →

A large wall mural is located in Queen’s Square Mall, which delegates will pass by on foot when arriving from nearby hotels and the metro as they head toward the main venue. This area is anticipated to serve as a primary entrance for WCN. The walls are highly visible, making it an ideal location.

 

Specifications →

Full design: 6,200W × 4,960H mm

Visible design area: 6,200 W x 4,700 H mm

Example

 

Format →

Adobe Illustrator (.AI)

 

Extra information →

  • The printing method is ‘sublimation printing’
  • The material is twill
  • There is one square per booking (in total, there will be 5 different designs next to one another)
  • This space is in a public space next to the venue
  • Please avoid placing any logos or text according to the following:
    • The left and right edges of the design will have a folded and reinforced edges
    • The top and bottom edges of 150mm each will have a folded sleeve finish

Deadline to provide →

December 1, 2025

 

Reference →

QWD

 

Due to the numerous promotional choices available, each option is designated with a unique reference code. Please use these codes when submitting artwork (e.g. Wall Display_QWD_Company name)

Description →

Place your own roll-up banner/standee in designated promotional area at the entrance of the exhibition hall.

 

Specifications →

A single standard roll-up banner which is typically around 90cm wide and 2m tall.

 

Format →

The sponsor is responsible for printing the roll-up banner and bringing to the congress. You will need to submit a copy of the design to the congress organizers for approval before you send it for production. You can share it by email in whichever format is easiest – PDF, png etc.

 

Drop-off / Collection instructions →

Your team is required to drop off your banner at the Sponsor Desk located in the Exhibition Hall between 10am – 12pm on Saturday, March 28.

At the end of the congress, your team must collect the banner between 1:30 – 2:30pm on Tuesday, March 31.

Please note: Any uncollected banners will be discarded. Additionally, a disposal fee will be invoiced to your organization if the banner is not retrieved. The congress organizers will not be responsible for storing or returning any materials left behind.

We appreciate your cooperation in following these procedures.

 

Deadline to provide →

February 27, 2025

 

Reference →

RB

 

Due to the numerous promotional choices available, each option is designated with a unique reference code. Please use these codes when submitting artwork (e.g. Roll-up Banner_RB_Company name)

Online

Description →

Place a banner on your choice of high-traffic sub-pages of the WCN website. Benefit from extended visibility as banners are seen in the months leading up to the congress until closing of the website – ideal option to promote your symposium. On each page, no more than three ads will loop at a 3-second pace. Sponsor may choose sub-page as long as separate from scientific program information.

 

Specifications →

300W x 300H px

Example

 

Format  →

PNG

 

Extra information →

  • You may also share a URL link and your banner will be hyperlinked.
  • Please note that designs will be uploaded as soon as we receive. For best visibility we recommend you to provide your design at the earliest.
  • When submitting, you will need to inform us which page you would like your banner placed on the congress website www.theisn.org/wcn. It is not allowed to be placed on webpages containing scientific program information. Ads are limited to 3 per page. It will be based on first come, first serve. We will inform you if your choice is not available and make a suggestion for an alternative.

 

Deadline to provide →

February 27, 2026

 

Reference →

CW

 

Due to the numerous promotional choices available, each option is designated with a unique reference code. Please use these codes when submitting artwork (e.g. Congress Website_CW_Company name)

Description →

Place your linked banner in daily congress emails sent virtually to all registered delegates of kidney professionals around the world. Space is limited to two per daily newsletter.

 

Specifications →

190W x 600H px

Portrait

Example

 

Format  →

JPEG or PNG

 

Extra information →

The congress team will reach out to you to notify you of the schedule of email. The schedule will also be updated and displayed here in due time.

 

Deadline to provide →

February 27, 2026

 

Reference →

DCE

 

Due to the numerous promotional choices available, each option is designated with a unique reference code. Please use these codes when submitting artwork (e.g. Congress Email_DCE_Company name)

Description →

Schedule a message that will be sent as a push notification to all delegate who are using the congress app.

 

Specifications →

Notification subject: Maximum 75 characters

Notification content: Maximum 200 characters (We recommend less characters is optimal for best attention). Basic styling formats can be set including: bold/italic/underline, bullet points, links and emojis.

Date/time: You will need to let us know the date and hour you’d like the push notification to be sent. A maximum of one push notification per hour is permitted on a first come, first serve basis.

Example

 

Format  →

Please send the content either direct by email or in a word attachment.

 

Deadline to provide →

February 27, 2026

 

Reference →

PN

 

Due to the numerous promotional choices available, each option is designated with a unique reference code. Please use these codes when submitting artwork (e.g. Push Notification_PN_Company name)

Congress Hotels

Description →

Customize the envelope of the congress hotel key cards with your branding. Cards are distributed at the WCN official hotels. Production and distribution costs are included in the support fee.

 

Specifications →

3.5 inches x 2.5 inches (8.9 cm x 6.4 cm)

Double-sided

Portrait is best, but landscape is also possible.

Please leave a white space in your design for hotels to write guest name/room number.

Example

 

Format  →

AI or AI compatible PDF

 

Deadline to provide →

December 1, 2025

 

Reference →

HRK

 

Due to the numerous promotional choices available, each option is designated with a unique reference code. Please use these codes when submitting artwork (e.g. Hotel Room Key_HRK_Company name)

Description →

Customize hotel key cards with your branding. Cards are distributed at the WCN official hotels. Production and distribution costs are included in the support fee.

 

Specifications →

A5 paper size

Single-sided

148W x 210H mm

 

Format  →

PDF with crop marks

 

Deadline to provide →

January 20, 2026

 

Reference →

HWC

 

Due to the numerous promotional choices available, each option is designated with a unique reference code. Please use these codes when submitting artwork (e.g. Hotel Welcome Cards_HWC_Company name)

Logo-only

If you have booked one of the sponsorship packages listed below, the only requirement is to submit your high-resolution logo to the congress organizers via email.

Once received, we will handle the placement of your logo according to the specifications and deliverables outlined in your sponsorship package.

  • Badminton Court
  • Delegate Bag
  • Film Event
  • Seating Cubes
  • Live Session Translations
  • Kidney Studio
  • Travel Grant Program
  • Wi-Fi
  • Work Pods

Sponsorships that require additional information

If you have booked one of the sponsorship packages listed below, we need some additional information from you. Please click on each item to view the specific submission requirements and corresponding deadlines.

Description →

Attendees will have access to navigate the scientific program and access essential information through the congress app to enhance their congress experience. The fee encompass the option to schedule a personalized notification, feature your logo on the app, and include it in all communications and signage leading up and throughout the congress. This is a sole support option.

 

Specifications →

1. Homepage banner

Multiple sizes of the same design must be provided to ensure compatibility across different phone models (e.g., Android, Apple, etc.).

  • Square format: 1,080 W x 1,080 H px
  • Rectangle format: 1,920 W x 480 H px

2. Intro screen:

Only one size needs to be submitted.

1,080 W x 1920 H px

3. Push notification

Notification subject: Maximum 75 characters

Notification content: Maximum 200 characters (We recommend less characters is optimal for best attention). Basic styling formats can be set including: bold/italic/underline, bullet points, links and emojis.

Date/time: You will need to let us know the date and hour you’d like the push notification to be sent. A maximum of one push notification per hour is permitted on a first come, first serve basis.

Example

 

Format →

Please submit the intro screen and homepage banner in PNG format.

Please send the push notification content either direct by email or in a word attachment.

Deadline to provide →

January 20, 2026

Description →

Swollen legs and feet are symptoms of kidney disease, and tight socks can leave marks on swollen skin. ISN-branded socks designed for comfort and health can raise awareness while offering a practical product. Why socks? Everyday item with high visibility. It is an opportunity for your organization to align with a health-focused cause. Please note that production and shipping costs are not included; the sponsor is responsible for sourcing and delivering the items.

 

Specifications →

  • The sponsor is responsible for producing the items, and coordinating the shipment to the congress venue. It is mandatory to liaise with the official shipment company Kristal and ISN, as we will need to discuss and advise on quantities and arrangements before shipping anything.
  • The socks can be designed to your preferences.
  • The ISN will take care of distributing the socks to delegates at the congress.
  • The sponsor may also request to distribute part of the shipment at their own booth.

Deadline to provide →

The shipment must arrive at the venue no later than March 26, 2026.

Description →

In between sessions, coffee breaks will be scheduled for delegates in the exhibition hall. This sponsorship allows your company to brand paper tea and coffee cups used during the break and the opportunity to place a roll-up banner in the tea and coffee break area. Sponsor will be acknowledged in relevant communications.

Specifications →

A single standard roll-up banner which is typically around 90cm wide and 2m tall.

 

Format →

The congress organizer will take care of the branded cups.

The sponsor is responsible for printing the three roll-up banners and bringing to the congress. You will need to submit a copy of the design to the congress organizers for approval before you send it for production. You can share it by email in whichever format is easiest – PDF, png etc.

 

Drop-off / Collection instructions →

Your team is required to drop off your banners at the Sponsor Desk located in the Exhibition Hall between 10am – 12pm on Saturday, March 28.

At the end of the congress, your team must collect the banner between 1:30 – 2:30pm on Tuesday, March 31.

Please note: Any uncollected banners will be discarded. Additionally, a disposal fee will be invoiced to your organization if the banner is not retrieved. The congress organizers will not be responsible for storing or returning any materials left behind.

We appreciate your cooperation in following these procedures.

 

Description →

Connect with attendees in a more personal way by sponsoring the delegate passport game. The delegate passport includes several designated areas within the congress where delegates must visit to collect stamps, ultimately filling their WCN passport. This approach not only enhances the conference experience for attendees but also deepens your engagement with the conference brand and its participants. As a sponsor, your booth will serve as the initial stop on the passport journey.

Format →

Your booth will be featured as one of the official stops on the Delegate Passport game.

The congress organizers will provide an A4 plexiglass sign that you can display at your booth to indicate your participation in the activity. This will help delegates easily identify your booth as part of the game.

In addition, you will receive a unique ink stamp, which delegates must have stamped on their passport to confirm they have visited your booth and completed an extra visit as part of the game.

 

Drop-off / Collection instructions →

To collect your stamp and sign, please visit the Sponsor Desk located in the Exhibition Hall between 10am – 12pm on Saturday, March 28.

At the end of the congress, you may leave the stamp and sign on your booth.

 

Description →

Participants will have the opportunity to enjoy a unique momentum from Japan, allowing them to showcase it throughout the venue and take it home after the congress, thereby prolonging its visibility and sponsorship. The ISN will distribute hand fans near the registration area. Support will be recognized both prior to the congress and during the WCN, where ISN will promote this service. Please note that production and shipping costs are not included; the sponsor is responsible for sourcing and delivering the items.

 

Specifications →

  • The sponsor is responsible for producing the items, and coordinating the shipment to the congress venue. It is mandatory to liaise with the official shipment company Kristal and ISN, as we will need to discuss and advise on quantities and arrangements before shipping anything.
  • The fans can be designed to your preferences.
  • The ISN will take care of distributing the fans to delegates at the congress.
  • The sponsor may also request to distribute part of the shipment at their own booth.

Deadline to provide →

The shipment must arrive at the venue no later than March 26, 2026.

Description →

This sponsorship allows you to distribute branded mini hand sanitizers to delegates in a main area of the congress. Join us in our mission to create a safer, healthier environment for all attendees and leave a lasting impression with your branded giveaway. Please note that production and shipping costs are not included; the sponsor is responsible for sourcing and delivering the items.

 

Specifications →

  • The sponsor is responsible for producing the items, and coordinating the shipment to the congress venue. It is mandatory to liaise with the official shipment company Kristal and ISN, as we will need to discuss and advise on quantities and arrangements before shipping anything.
  • The hand sanitizers can be designed to your preferences.
  • The ISN will take care of distributing the hand sanitizers to delegates at the congress.
  • The sponsor may also request to distribute part of the shipment at their own booth.

Deadline to provide →

The shipment must arrive at the venue no later than March 26, 2026.

Description →

Water bottles are a sustainable alternative to single-use plastic cups. The ISN will supply reusable water bottles for delegates to utilize and refill throughout the congress. This sponsorship offers enduring brand exposure as delegates continue to use the bottles after the congress, making it a convenient method to enhance brand visibility without the need to manage the service independently. Production and shipping costs are not included. Sponsor is responsible for sourcing and delivery.

 

Specifications →

  • The sponsor is responsible for producing the items, and coordinating the shipment to the congress venue. It is mandatory to liaise with the official shipment company Kristal and ISN, as we will need to discuss and advise on quantities and arrangements before shipping anything.
  • The water bottles can be designed to your preferences.
  • The ISN will take care of distributing the water bottles to delegates at the congress.
  • The sponsor may also request to distribute part of the shipment at their own booth.

Deadline to provide →

The shipment must arrive at the venue no later than March 26, 2026.

Description →

The welcome reception is one of the highlights of the congress celebrating the start of WCN. The reception takes place after the opening ceremony in the exhibition hall and gives all delegates the opportunity to meet and network. Have your brand seen during this highly-attended event. Sponsors may place own roll-up banners at each entrance (3) with catering stations branded during the event.

Specifications →

A single standard roll-up banner which is typically around 90cm wide and 2m tall.

 

Format →

The welcome reception will take place in the exhibition hall on March 30 from 5 – 6:30pm. You can provide two (2) roll-up banners to be placed in the entrance of the exhibition hall.

The sponsor is responsible for printing the two roll-up banners and bringing to the congress. You will need to submit a copy of the design to the congress organizers for approval before you send it for production. You can share it by email in whichever format is easiest – PDF, png etc.

 

Drop-off / Collection instructions →

Your team is required to drop off your banners at the Sponsor Desk located in the Exhibition Hall between 10am – 12pm on Saturday, March 28.

At the end of the congress, your team must collect the banner between 1:30 – 2:30pm on Tuesday, March 31.

Please note: Any uncollected banners will be discarded. Additionally, a disposal fee will be invoiced to your organization if the banner is not retrieved. The congress organizers will not be responsible for storing or returning any materials left behind.

We appreciate your cooperation in following these procedures.

 

Description →

WCN is a key opportunity for the young nephrologist members of ISN to meet and network with their cohort. The ISN organizes a social for the cohort to have the chance to connect outside of congress and make long-lasting connections. As sponsor, companies have the opportunity to provide roll-up banner to be displayed during the gathering and logo in thank you cards on tables.

Specifications →

A single standard roll-up banner which is typically around 90cm wide and 2m tall.

 

Format →

You can provide two (2) roll-up banners to be placed at the social.

The sponsor is responsible for printing the two roll-up banners and bringing to the congress. You will need to submit a copy of the design to the congress organizers for approval before you send it for production. You can share it by email in whichever format is easiest – PDF, png etc.

 

Drop-off / Collection instructions →

Your team is required to drop off your banners at the Sponsor Desk located in the Exhibition Hall between 10am – 12pm on Saturday, March 28.

At the end of the congress, your team must collect the banner between 1:30 – 2:30pm on Tuesday, March 31.

Please note: Any uncollected banners will be discarded. Additionally, a disposal fee will be invoiced to your organization if the banner is not retrieved. The congress organizers will not be responsible for storing or returning any materials left behind.

We appreciate your cooperation in following these procedures.

 

Description →

Delegates can relax and network in the zen room during breaks between sessions. The zen room will showcase your company logo, and sponsors can include a QR code for delegates to access their materials. The ISN will organize wellness activities in the room at various times during the congress days. This sponsorship also allows for distributing printed hand-outs in the lounge. Sponsors will receive recognition in pre-congress communications, on-site signage and in the pocket program.

Specifications →

Handouts sized A5 or similar.

 

Format →

You may provide printed handouts/brochures to be placed at the Zen Room location for delegates. The sponsor is responsible for printing the materials and bringing to the congress. You will need to submit a copy of the design to the congress organizers for approval before you send it for production. You can share it by email in whichever format is easiest – PDF, png etc.

 

You may either:

A. Bring them yourself to the congress (See Drop-off / Collection instructions below)

B. Arrange delivery to the congress (See Delivery instructions below)

 

Drop-off / Collection instructions →

Your team is required to drop off your items at the Sponsor Desk located in the Exhibition Hall between 10am – 12pm on Saturday, March 28.

Please note: Any uncollected banners will be discarded. The congress organizers will not be responsible for storing or returning any materials left behind.

We appreciate your cooperation in following these procedures.

 

Delivery instructions →

The sponsor is responsible for producing the items, and coordinating the shipment to the congress venue. It is mandatory to liaise with the official shipment company Kristal and ISN, as we will need to discuss and advise on quantities and arrangements before shipping anything.

The shipment must arrive at the venue no later than March 26, 2026.

Platinum Supporter

If your total WCN’26 sponsorship amount reaches $110,000 USD you are recognized as platinum supporter. Included in this acknowledgment are the following benefits:

Registrations have been automatically added to your registration group. For more information please visit the Registration section of this manual.

The President’s Gathering will take place on Sunday March 29 from 8-11pm. Please submit your attendees’ name and email address to rblondel@theisn.org by November 25.

Invitations and practical details will be sent out by president@theisn.org please check your spam folder.

Your booth will be highlighted on the online exhibition floorplan and on signage onsite by placing a star next to it.

In the congress app your booth will have a larger listing than other booths. For this purpose please provide to rblondel@theisn.org before January 20 a JPEG 1200x600px image.

Included in your package is the opportunity to provide one congress website ad. Please provide the following design rblondel@theisn.org before February 27, 2026:

Specs: 300W x 300H px
possibility to provide link

Format: PNG

Example

Please note that designs will be uploaded upon reception; for enhanced visibility we advise you to provide your design at the earliest. When submitting please let us know on which page you would like to see your design (separate from the scientific program information). Ads are limited to 3 rotating per page.

Platinum supporters have the opportunity to provide PDF files and/or video URLs to include in their company profile on the congress app under ‘resources’ tab. Please send these materials to rblondel@theisn.org before January 20.

If not organized upon booking, please contact rblondel@theisn.org before January 20 to specify when you would like to use your complimentary rehearsal slot.

Included in your package is one dedicated email promotion that ISN will sent on behalf of sponsor to all WCN registered delegates.

Please provide at minimum:

250 max words for main body text

190 x 600 px vertical banner visual

Feel free to send anything extra you want to add to your email, ISN will try to accommodate.

No specific product advertising allowed.

Dates allocation:

  • Otsuka: March 20 – please provide materials by March 6
  • Bayer: March 13 – please provide materials by February 28
  • Boehringer Ingelheim: March 6 – please provide materials by February 20
  • Vera Therapeutics: February 27 – please provide materials by February 13
  • AstraZeneca: February 20 – please provide materials by February 6
  • Vantive: February 13 – please provide materials by January 30
  • Novartis: February 6 – please provide materials by January 23

Design submission: at least two weeks before your allocated date via email to rblondel@Theisn.org

Example

All premium supporters will be prioritized and listed at the top in the exhibition and industry sessions within the congress app.

Please contact cdebra@theisn.org before January 29 for more details.

Gold Supporter

If your total WCN’26 sponsorship amount reaches $95,000 USD you are recognized as gold supporter. Included in this acknowledgment are the following benefits:

Registrations have been automatically added to your registration group. For more information please visit the Registration section of this manual.

The President’s Gathering will take place on Sunday March 29 from 8-11pm. Please submit your attendees’ name and email address to rblondel@theisn.org by November 25.

Invitations and practical details will be sent out by president@theisn.org please check your spam folder.

Gold supporters have the opportunity to provide PDF files and/or video URLs to include in their company profile on the congress app. Please send these materials to rblondel@theisn.org before January 20.

All premium supporters will be prioritized and listed at the top in the exhibition and industry sessions within the congress app.

Silver Supporter

If your total WCN’26 sponsorship amount reaches $80,000 USD you are recognized as gold supporter. Included in this acknowledgment are the following benefits:

Registrations have been automatically added to your registration group. For more information please visit the Registration section of this manual.

All premium supporters will be prioritized and listed at the top in the exhibition and industry sessions within the congress app.

Contacts

General Support

Romane Blondel

Coordinator, International Society of Nephrology (ISN)

✉️ rblondel@theisn.org

Registration Support

✉️ registrationswcn@theisn.org

Please include your registration group number for quicker responses.

Exhibition Management

Murayama Inc.

🏢 KRC Build. 9F, 18 Nihonodori, Naka-ku, Yokohama 231-0021 Japan

📞 +81 45 201 8961 (JST 10:00 – 17:00)

✉️ WCN26@murayama.co.jp

Catering and Logistics

Medical ToYou

🏢 3-14 Izumi-cho, Atsugi-shi, Kanagawa 243-0013 Japan

📞+81-46-220-1705

✉️ supportwcn26@mtoyou.jp

Shipping and Material Handling

Kristal Logistics

🏢 Brucargo Building 734, 1830 Mechelen, Belgium

📞+32 (0) 2 751 46 80

✉️ maria@kristal-logistics.com

Quick resources

Important dates

This is intended as a quick reference only – be sure to review the full manual for all deadlines and detailed information.

  • FAQ webinars scheduled
    November 19 | January 15
  • Programs due for industry sessions
    December 10
  • Exhibitors submit company details for app listing
    December 16
  • Major deadline for many sponsorship and advertising submissions
    January 20
  • All custom booth designs submitted
    January 20
  • Catering organized
    January 30
  • Registrations should be all final
    March 20
  • Exhibition build up begins
    March 25

Please be aware that scam/phishing emails may attempt to contact you outside of our official email @theisn.org and official partners @kristal-logistics.com, @mtoyou.jp, @murayama.co.jp. Always verify the sender’s email address and contact us directly in case you have any doubts.