Demonstrations

Exhibitor demonstrations must not interfere with normal traffic flow or infringe on neighboring exhibits. Demonstrations are not permitted outside the exhibitor’s assigned space.

Facility Regulations

Exhibitors are required to comply with all facility regulations regarding the design, installation, operation, and dismantling of their exhibit stands. A complete description of electrical, fire, labor, and property regulations will be provided in the Exhibitor Manual, which will be updated at a later date.

Please also review the Osaka International Convention Center (OICC) facility information, safety measures and other guidance.

OICC Usage Guide

Food and Beverage Distribution

Exhibitors wishing to serve or distribute any food or beverages from their assigned exhibit space must notify the venue and, in principle, use the designated catering company. Additional fees will apply to those bringing in outside catering. Further information will be provided in the Exhibitor Manual, to be distributed at a later date.

No Smoking

Smoking is prohibited in all public areas of the venue.

Promotional Items

A promotional item approval form which will be included in the Exhibitor Manual must be submitted to the Sponsorship Secretariat of SCA/HPCAsia 2026.

Exhibitors wishing to use the official conference logo on their promotional materials must submit a sample, photo, or written description of each item to SCA/HPCAsia 2026 for prior approval.

The conference official logo is available from here

Relocation

SCA/HPCAsia 2026 reserves the right to relocate exhibitors. If it becomes necessary to relocate an exhibitor after a specific space has been assigned, SCA/HPCAsia will notify the exhibitor. Every effort will be made to reassign the exhibitor to a comparable space.

Restriction of Exhibits

SCA/HPCAsia 2026 reserves the right to:

• (a) reject any application to exhibit at the SCA/HPCAsia 2026 for any reason;
• (b) prohibit, restrict, or require modification of any exhibit for any reason; and
• (c) evict or bar any exhibitor whose exhibit, materials, or conduct is deemed objectionable for any reason.

Violation of any regulations by the exhibitor, their employees, or agents will result in the forfeiture of the right to occupy the space, and all fees paid will be retained by SCA/HPCAsia 2026.

Upon evidence of such a violation, SCA/HPCAsia 2026 may enter and take possession of the space occupied by the exhibitor, removing all persons and goods at the exhibitor’s risk. The exhibitor shall be responsible for any expenses or damages incurred by SCA/HPCAsia 2026 as a result.

Merchandise Sales

Selling merchandise is prohibited at SCA/HPCAsia 2026.

Liability

The exhibitor shall be fully responsible for any and all damage to property owned by the venue, its owners, or managers, resulting from any act or omission by the exhibitor. The exhibitor agrees to defend, indemnify, and hold harmless SCA/HPCAsia 2026, along with its owners, managers, officers, directors, agents, employees, subsidiaries, and affiliates, from any claims, damages, or charges arising from the exhibitor’s use of the property.

This liability includes, but is not limited to, all losses, costs, damages, or expenses resulting from any accident, bodily injury, or other incident involving any person (including the exhibitor, their agents, employees, or business invitees) that occurs as a result of the exhibitor’s occupancy or use of the exhibition premises, the venue, or any part thereof.

In addition, the exhibitor should acknowledge that SCA/HPCAsia 2026, the venue, and all related service providers do not insure the exhibitor’s property. It is the sole responsibility of the exhibitor to obtain appropriate insurance, including business interruption and property damage coverage, for any potential loss.

Cancellation or Closure of Exhibition

The exhibition may be cancelled or closed at the discretion of the organizers if it becomes impossible or impractical to hold the event due to natural disasters or other force majeure circumstances. In such cases, the organizers shall not be liable for any loss or damage incurred by the exhibitor, and sponsorship fees may not be refunded.