Featured Side Event
at IVS2025

Examples from 2024

Hosting a side event is easy—just 3 steps!

• ①：Decide your theme, number of participants, and location

• ②：Submit your plan via the Official Side Event Application Form

• ③：Create your event page on the official IVS2025 app “4S” starting early May

FAQ

• Can we hold an official side event outside of July 2–4?

  Yes, side events held before the IVS main event will be recognized as Pre-Side Events, and those held after will be recognized as After-Side Events. You are welcome to schedule your event at any time that suits you.

• Does the event have to be held in Kyoto?

  No, it does not have to be in Kyoto. Hosting Pre-Events in Tokyo or Osaka is also highly encouraged.

• How should I attract attendees?

  Start by inviting friends and acquaintances to gather at least 10 people. From there, IVS participants will naturally start to join.

• Which social media platform works best?

  X (formerly Twitter) is the most effective platform. If you're concerned about overwhelming your personal account, we recommend creating a dedicated account for the event.

• How should I decide the event timing to avoid overlapping with the main event?

  We suggest planning around the main event schedule, which is expected to run from 11:00 to 18:00 during all three days.
  
  Recommended time slots include:
  ・Evening events targeting the afterparty crowd (20:00–22:00)
  ・Pre-party events the night before (Tuesday, July 1)
  ・Early morning activities (popular options include shrine visits, running meetups, and breakfast sessions)

• Which area should I choose for the venue?

  We recommend choosing a location close to major hotels and easily accessible to other side events.
  The Sanjo-Karasuma, Shijo-Kawaramachi, and Gion areas are particularly lively and convenient.

• Is it a good idea to cluster similar events nearby?

  Absolutely. Coordinating with other organizers to hold related events close together is encouraged.
  Also, Kyoto Prefecture has informed us that venues are broadly available except for major temples like Kiyomizudera and Kinkakuji, so feel free to inquire if you wish to reserve a specific site.

• What budget range should I expect?

  Typically, you can expect to spend between 100,000 to 200,000 yen, mainly covering venue rental and food/beverage costs.
  For simple meetups, offering drinks only is perfectly acceptable.
  Some events also charge an attendance fee to cover costs.

• How should I choose the right venue?

  Venue selection should match the concept of your event:
  
  Open Meetups (large-scale):
  Ideal for 100–300 people, held in rented restaurants or hotel banquet halls.
  
  Closed Dining Events (small-scale):
  Best for up to 20 people, requiring private dining rooms (platforms like Ikyu are recommended).

• Any tips for creating event banners?

  Clearly highlight the following three points on your banner:
  ①：Date, time, and venue
  ②：Access information (nearest station or directions from Miyakomesse)
  ③：Speaker photos or a strong event theme tagline

• What should I watch out for during event operations?

  Reception areas tend to get crowded, so we recommend assigning more staff than you think necessary.
  Also, if you can gather participants’ contact information beforehand and assist with networking during the event, it will significantly boost satisfaction levels.

Regarding Side Event Organization