[RFP] CES 2026 Sector-focused Side Event

Nov 07, 2025

GENERAL INFORMATION

1.      Subject: CES Sector-focused Side Event

2.      Term of Contract: The contract start date to January 31st, 2026

3.      Closing Date for Application: 15:00 (PST) on Nov 12th, 2025

4.      Content of Contract: As indicated in Application Guidelines (Attachment 1)


INSTRUCTIONS TO APPLICANTS

  1. Qualification Requirement
    1. Prospective candidate(s) engaged in the project must satisfy conditions stated in the Application Guidelines (Attachment 1)
    2. Established organizational structure and capabilities to manage and complete the project properly
    3. Ability to adhere to JETRO’s directions and communicate effectively
    4. Knowledge of handling confidential and/or personal information
    5. Experience and network in the AR/VR/XR industry field
    6. Ability to advise and communicate with startups and global companies in Japan and the US
    7. Compliance with applicable laws and regulations
    8. Disclosure of involvement in similar government-funded projects

  2. Preparation of Application
    No oral, telephone, or facsimile will be accepted. All costs of preparation shall be borne by the Applicants.
    In addition, the proposal document or presentation submitted by the applicant should include the following:
    1. Project Implementation
      1. Objective: To enhance media visibility and expand coverage of Japanese startups at CES 2026 (January 6–9, Las Vegas).

      2. Event Format:
        1. Networking Reception Event Date: 5th or 6th January 2026
        2. Place/Venue: In the vicinity of The Venetian Expo, near the Japan Pavilion at CES 2026
        3. Attendees: Targeting around 50-70 (investors, corporate executives, potential customers, and media from the US and Western countries in the entertainment content and AR/VR/XR industries)
        4. Participants: Around 5-7 startups from Japan in the entertainment content and AR/VR/XR industries
        5. Assign a minimum of two individuals to coordinate and participate in the event

      3. Program & Support:
        1. Event planning & Coordination: venue sourcing, booking and payment, branding, F&B, registration, staff coordination, and other logistics related to event management
        2. Audience outreach: coordinate outreach with JETRO and Japanese startup
        3. On-site execution: venue management, people management, facilitation
        4. Post-event report: attendee list, feedback survey, recommendations for future programs

      4. Reporting:
        1. Attendance report (number and type of participants, lead quality)
        2. Event photography
        3. Media coverage summary including any articles or posts
        4. Final report with insights, feedback, and recommendations

    2. Experience and Capabilities of the Organization
      1. Experience with similar engagement events
      2. Network and outreach capabilities
      3. System to manage personal/confidential information
      4. Case studies of successful similar collaborations

    3. Project Implementation Skills of Assigned Personnel
      1. Profiles of each project personnel
      2. Experience in event management and networking engagement
      3. Strong industry connections and relevant networks

  3. Delivery of Application
    All Application and proposal document (see below) shall be sent to the following email address by 15:00 (PST) on Nov 12th, 2025
  4. Required to Submit
    Application Form
    Proposal document or PowerPoint presentation

    Attn: Mr. Will Ferguson, Mr. Ken Yoshida
    E-mail: will_ferguson@jetro.go.jp, ken_yoshida@jetro.go.jp
    CC: sfc_staff08@jetro.go.jp
  5. Language of Application
    English

  6. Evaluation of Application
    1st evaluation
    Screening of Application documents by JETRO San Francisco
    2nd evaluation
    Zoom Presentation
    (Please include your scheduled availability for an interview after the application deadline). The call will include staff from JETRO San Francisco as well as JETRO Tokyo organizers. The detailed schedule for the presentation will be notified to the companies who pass the 1st evaluation.
  7. Number of Partners
    We intend to select 1 partner for this event.
  8. Announcement of Tender
    Tender will be announced to bidders by email. Given the nature of the bidding process, JETRO will refrain from providing feedback on the results.

  9. Contact
    Attn: Mr. Will Ferguson, Mr. Ken Yoshida
    E-mail: will_ferguson@jetro.go.jp, ken_yoshida@jetro.go.jp

APPLICATION ATTACHMENTS: