COSPLAY MATSURI 2025

Exhibitor Manual

Cosplay.ph Management        3

Event Key Contacts        3

Exhibit Operations        4

Production Schedule        4

Deadline Checklist        5

Exhibitor Calendar        6

Exhibitor Information and Services        6

Service Contractor Contacts        6

Service Information        7

Booth Furnishings        7

Carpet        7

Event Logo Usage        7

Electrical        7

Exhibitor Set-Up        7

Freight and Logistics        9

Internet Access        9

Literature/Promotional Materials/Special Events        9

Ingress/Move-In and Egress/Move-Out Procedures        9

Ingress/Move-In        9

Arrival of Exhibitors        9

Venue Dress Code        9

Delivery of Materials        11

Egress/Move-Out        11

Event House Rules        11

Admission/Badges        11

Exhibitor Badges        12

Exhibitor Badge Access        12

Children/Age Policy        12

Pets/Animals Policy        12

Adult Content        12

Food and Beverage        13

Grey Market / Bootlegging        13

Product Tossing        13

Security Deposit        13

Security        14

Security Guidelines        14

Shoplifting and Probable Cause Policy        14

Shoplifting in Progress        15

Use of Exhibit Space        15

Distribution of Literature and Promotional Items        15

Demonstration and Promotional Activities        15

Line Management Policy        16

Selling/Exhibit Activities        16

Weapons Policy        16

Terms and Conditions        16

Exhibitor Portal        17

Cosplay.ph Management

Event Key Contacts

Exhibit Operations

Production Schedule

Deadline Checklist

Exhibitor Calendar

For more reminders, please visit the Exhibitor Reminder Google Calendar

Exhibitor Information and Services

Service Contractor Contacts

Service Information

Booth Furnishings

Booth equipment, services, and furnishings are available through Cityneon Philippines. Order forms for the services they provide should be completed and returned promptly to take advantage of the advance order prices when offered.

Carpet

Black/Grey carpeting will be provided for the exhibit booths. If the exhibitor requires a different colored carpet, you may place an order through the official booth contractor. Colors may vary.

Event Logo Usage

Logo usage guidelines are designed to assist you in using the event brand and assets, including but not limited to logo, content, and trademarks for any press coverage or when promoting your appearance, participation, or activity at the event. To make any use of our assets in a way that’s not covered by the guidelines, please contact the Marketing Team at marketing@cosplay.ph and include a visual mockup of the intended use.

Electrical

Cityneon Philippines is the official electrical service provider for the event. For special power requirements, you may place an order through the official booth contractor.

Exhibitor Set-Up

1. Booth Furnishings - Included in the basic exhibit booth package are the following:

If you wish to order additional booth furnishings, you may place an order through the official booth contractor.

2. Exhibitors and/or exhibitor staff wishing to enter the exhibition hall for set-up or tear-down only must obtain a “Contractor Pass” at the Show Management Office. Temporary badges are valid ONLY during ingress/move-in and egress/move-out, not during official exhibit hours.
3. No carpentry other than the assembly of prefabricated booths should be done inside the hall.
4. Major painting and varnishing inside the hall are not allowed. Retouching may be allowed using water-based paint.
5. The event will charge a Supervision and Responsibility Fee (SRF) of Php300.00 per SQM to exhibitors who will be employing outside booth contractors.

Freight and Logistics

The official shipping/freight and logistics partner is Airspeed International Corporation. Please refer to the Shipping Instructions for more details.

Internet Access

SMX Convention Center and PHILCOM are the official internet service providers. To request internet access, you may purchase here.

Any outside internet service provider must be approved by the Show Management Office and must be coordinated with SMX Event Services Group.

Literature/Promotional Materials/Special Events

Literature, promotional materials, special events, giveaway samples, and anything alike may only be distributed within the confines of your contracted booth space unless prior sponsorship arrangements have been made with Marketing Team and the Show Management.

Ingress/Move-In and Egress/Move-Out Procedures

Ingress/Move-In

Arrival of Exhibitors

• For safety reasons, organizers, exhibitors, and contractors should wear closed-toed shoes. Personnel wearing open-toed footwear-slippers, sandos and shorts will not be allowed entry.
• Wear your event I.D. at all times. Strictly No I.D, No Entry shall be enforced to the organizers, official contractor, exhibitors and subcontractors from ingress to egress
• Deliver items straight to the hall/function room inside your booth. Leaving items in the loading bay is prohibited. SMX and the organizer will not be liable for any loss or damage to your items.
• Items should not be dragged to avoid damage to the floor.
• Contractors/subcontractors should provide carpet protectors for booth/display set-up.
• Basement Parking opens from 6:00 am to 10:00 pm and will be available to vehicles who need to park before or after delivery of exhibit goods, subject to carpark fees. Carpark vertical clearance is 2.1 meters.

Venue Dress Code

Delivery of Materials

• All deliveries are strictly through the delivery bay. Deliveries through the main entrance are strictly prohibited.
• Delivery to the Function Rooms will be via the freight and car lifts located at the delivery bay.
• The basement parking and open parking are open to vehicles and small trucks.
• Please complete the Gate Pass (Ingress/Egress form) and have it signed by the authorized organizing personnel.

Egress/Move-Out

• Follow the official egress schedule. No one will be allowed to pull out any item from the hall or function room prior to the prescribed schedule.
• Pull-out of items will be through the delivery bay area only. No one will be allowed to bring items out through the main entrance and the pre-function lobby.
• Leaving items in the Hall / Function Room after the egress schedule is strictly not allowed. Items left at the venue will automatically be disposed of.
• Vehicles with a height below 2.1 meters may use the SMX basement parking.

Event House Rules

Admission/Badges

Show Management/Organizers shall have sole control over admission policies at all times.

Exhibitor/Contractor ID Badges

• Event Badge/s must be worn at all times during buildup/ingress and teardown/egress.
• Lost Badge/s will not be replaced and will be charged the price of an event ticket per ID.
• Event Badge/s are not exchangeable for cash.
• Event Badge/s are transferable on a PER DAY BASIS.
• The organizer reserves the right to retract the Badge should there be any non-compliance with the Exhibition rules and regulations.
• The badge holder is responsible for any risk, harm, or loss of property sustained while on the event premises and waives all rights to lay claim for damages resulting from any cause whatsoever before, during, or after the event.
• The organizer reserves the right to refuse admission at its sole discretion.

Exhibitor/Contractor ID Badge Access

• Event Badge/s does not guarantee admission to any special events that require additional ticketing. Exhibitor/s are required to purchase tickets for special events (i.e. Concert, Meet-and-Greet, etc.) at retail price.
• Event Badge/s does not grant access to restricted areas of the hall.
• Contractor ID Badge/s are limited during buildup/ingress and teardown/egress.

Children/Age Policy

At NO TIME and/or ANY circumstance will children under the age of eighteen (18) years of age be allowed on the show floor during ingress/egress and be part of the exhibit booth personnel.

Pets/Animals Policy

At NO TIME and/or ANY circumstance will pets/animals be allowed within the premises of the venue/event. Exceptions will be made for service animals assisting law enforcement personnel and individuals with disabilities. In such cases, the pet/animal owner assumes liability for any damages or injuries caused by the pet/animal and is responsible for meeting all associated sanitary requirements.

Adult Content

Adult Content is any item such as sexually explicit content, pornography or violence that is not generally thought to be appropriate for viewing by children or anyone under the age of 18.

Exhibitor/s are hereby instructed not to sell or distribute “adults only” materials and/or services to minors. “Adults only” materials must not be displayed within sight of minors or must be covered or obscured in such a way that is appropriate for public view.

Organizers, and/or the Show Management reserves the right to cease the selling of “adults only” goods and services and have the said goods be confiscated and ejected from the show floor.

Food and Beverage

• Cooking of any kind and by any means is strictly prohibited, unless with prior approval from SMX.
• For approved food concessionaires are required to have a carpet and a fire extinguisher.
• Bringing food and drinks purchased outside the building is not allowed. Meals should be taken outside or in designated dining areas provided by the organizer.
• SMX Bottled Water is available at the Events & Banquet Office.
• Packed meals for exhibitors are available from any of our accredited caterers.

Grey Market / Bootlegging

Grey Market / Bootlegging goods and counterfeit consumer goods are prohibited from the event. All exhibitors are encouraged to exhibit and/or sell licensed items and materials.

Grey market goods are items manufactured abroad and imported into the Philippines without the trademark holder’s consent. Counterfeit consumer goods are defined as items made without the trademark holder’s authorization.

As a convention that is starting to work directly with companies that license many titles and merchandise, grey market goods and counterfeits are considered a serious offense. Organizers, and/or the Show Management reserves the right to cease the selling of grey market goods and have the said goods be confiscated and ejected from the show floor.

To report the sale of grey market goods or counterfeits on the event show floor, please proceed to the Show Management Office on the show floor and PROVIDE proof (Legal Documentation) that you hold an exclusive license to produce or distribute the merchandise. 

Product Tossing

Product tossing is prohibited on the show floor. The safety and security of all attendees and exhibitors are a top priority of the Show Management and SMX Security.

Security Deposit

SECURITY DEPOSIT = PHP5000 (CASH)

• Security deposit is included in the exhibit package/s.
• Limited to Standard Exhibit, Food Exhibit, and All-Star-Avenue package/s.
• If the exhibitor incurs damage to the event including but not limited to tables, chairs, carpeting, etc., the security deposit will be forfeited and will be used for repairs.
• If the exhibitor incurs any violations or infractions to any of the event policies, the security deposit will be forfeited.
• If the exhibitor incurs no damage to the event or hasn’t incurred any violations of the event policies, the security deposit will be refunded as a bank deposit by the Organizers in 7-10 banking days after the refund form has been sent.

Security

• Security guards will be posted at the perimeter and inside the exhibit area during show hours.
• Show Management/Organizers strongly encourage you to take the proper steps to secure your property.
• Show Management/Organizers shall not be responsible for loss or damage to displays or goods belonging to Exhibitor, whether resulting from fire, storms, acts of God, air conditioning or heating failure, theft, pilferage, mysterious disappearance, bomb threats or other causes.

Security Guidelines

• Each exhibitor must take responsibility for the security of all items on his or her display. Show Management, facility personnel and security contractors try to guard against theft but the ultimate responsibility falls on the exhibitor.
• Never display one‐of‐a‐kind items or irreplaceable samples unless someone is present at all times to keep an eye on them. We recommend that you never leave valuables, such as a laptop computer, unattended at any time.
• Consider draping your exhibit with some sort of cloth at the close of each show day. This psychological deterrent makes it more difficult for people to handle merchandise or take note of what they would like to steal at a later time.

Shoplifting and Probable Cause Policy

Probable Cause is the legal justification for a store owner/traders/exhibitors or its employee(s) to detain, for investigation an individual(s) suspected of having unlawfully taken or attempting to take merchandise from the premises.

Some determining factors to keep in mind when deciding whether or not there is a “Probable Cause”:

• Was the individual seen taking the merchandise?
• Did the employee witness the act?
• Did the individual put the item back before leaving the establishment?

When Security or event staff is notified of a shoplifter they will respond to the location. When a representative or a proper authority arrives, they will begin to gather information. If the person in question has fled the area, a description will be gathered and a search may be conducted.

In the event, that the Security Staff of a Cosplay.ph representative locates the person in question, the witness or store owner/trader and/or exhibitor must respond to make a positive identification before the subject can be approached. The store owner/trader and/or exhibitor must decide if they want to have police involvement to officially press charges and do so by contacting local law enforcement (PNP). The store owner/trader and/or exhibitor or its employees must inform the suspect detained that they are being placed under private person arrest.

Shoplifting in Progress

A store owner/trader and/or exhibitor or its employees who desire to press charges on a suspect must make the call to the police. Security or an event representative may assist police over the phone to provide exact directions to the current location to expedite their response. In cases where the owner/trader and/or exhibitor or its employees are unable to contact the police because the suspect is either standing beside them, the detainment was made outside the store, or they are without the ability to call, then an event representative or Security will make the call to the police for the exhibitor upon their request.

Under no circumstance will Security Officers or an event representative arrest a trader/exhibitor for a crime of theft, fraud or forgery. This is the sole responsibility of the trader/exhibitor and its employee(s).

Use of Exhibit Space

The exhibitor agrees that his/her exhibit shall be admitted and shall remain from day to day in strict compliance with the established rules and show hours. Show Management reserves the right to reject, eject, or prohibit any exhibit in whole or in part, or exhibitor or his/her representatives with or without giving cause.

Distribution of Literature and Promotional Items

Booth personnel (exhibitors), including models, hostesses, and any other hired help are not allowed to distribute literature or promotional items of any kind outside the confines of the contracted exhibit space. The distribution of any items that interfere with the activities or obstructs access to neighboring booths, or impedes the flow of traffic in the aisles, is prohibited.

Demonstration and Promotional Activities

If an exhibitor is planning a demonstration, giveaway activity, or any other event that will attract large crowds and lines, they are required to provide a schedule of events to show management. Please send details of your booth activity to the Marketing Team at marketing@cosplay.ph.

The exhibitor is responsible for proper crowd control management and hiring Security to manage traffic and the crowd when needed. This is at the expense of the exhibitor.

Line Management Policy

All demonstrations, lines, and promotional activities must be confined to your contracted exhibit space and cannot exceed the aisles or impede and obstruct the flow of traffic. For the comfort and safety of persons watching your demonstration, you must account for staffing, crowd management, and maximum occupancy within the booth. In the instance that the exhibitor or sponsor has created an environment in which it has been deemed unsafe by Show Management, SMX Management, and/or the local government unit (PNP, BFP, etc.), then the exhibitor/sponsor must cease and desist immediately.

Selling/Exhibit Activities

• Exhibitors are allowed to sell and exhibit products on the show floor within the confines of the contracted booth space.
• No exhibitors are allowed to occupy either the aisle or the area of the adjacent booths. Show Management/Organizers reserve the right to confiscate items that may obstruct or occupy other booth areas.
• All exhibitors will be responsible for all kinds of transactions with their customers.
• Replenishment of goods may be made anytime but it will ONLY be allowed if exhibitors pass through a specified doorway going to the SMX back alley during event hours. All goods brought in and out are subject to security inspection by the Organizer. In no circumstance can goods be loaded into the hall through the SMX front entrance.
• The allowable maximum height is 2.5m (8ft) starting from the ground.

Weapons Policy

Please remember that the sale of weapons to minors is strictly prohibited. An ID check is mandatory and the buyer must be 18 years of age or older to purchase a weapon. After the sale, it must be packaged in a box and sealed. All vendors selling weapons must have clearly visible signs stating that any purchased weapon must remain in its sealed box while on convention grounds. Any attendee found with an unboxed weapon will be escorted back to the vendor they purchased it from to have it repackaged.

All kinds of weapons, whether for display and/or for selling, must obtain approval or a permit from the Show Management, Organizers, and SMX Management.

The Show Management, Organizers, and/or SMX Management reserves the right to remove any weapons that failed to obtain a prior approval/permit.

Terms and Conditions

Please review our Exhibit Terms and Conditions here.