What we ask for in the brief
A precise brief allows a useful reply from the very first exchange. If some details are not yet decided, simply give a range.
- Event type: meeting, incentive, convention, executive trip, roadshow
- Number and profile of participants (executives, sales teams, clients, partners)
- Dates or target period, and length
- Preferred cities: Tokyo, Kyoto, Osaka, Fukuoka, Okinawa
- Indicative budget per person or overall
- Hotel level: business, conference, luxury, ryokan, resort
- Needs for restaurants, activities, meeting rooms, interpreters
- Working language and participants' language
A form built into the page, with no pop-up
On this page, the brief form is displayed directly. On other pages of the site, it unrolls at the bottom of the page when you click “Open the event brief”, so you keep the context of your visit in view, such as a hotel or program you were browsing, which is passed on to us with your request.
Your data is used only to answer your request and prepare a proposal. It is never sold or used for unsolicited mailings.
What happens after you send your brief
- Within 48 business hours: a project manager replies, confirms their understanding of the project and asks the relevant questions.
- Scoping call: a call or video meeting of about 30 minutes to clarify objectives, constraints and priorities.
- First proposal: program concept, selection of hotels and venues, budget in indicative ranges.
- Options: with your approval, we place options with hotels and venues, with their expiry dates.
- Refinement up to the final version, followed by contract and production kick-off.
Recommended lead times
The earlier the brief arrives, the wider the choice of hotels, venues and restaurants.
- Board meeting or committee of 10 to 30 people: 2 to 4 months
- Meeting of 30 to 100 people: 3 to 6 months
- Incentive of 50 to 200 people: 6 to 9 months
- Convention of 200 to 500 participants: 9 to 12 months
For spring (late March to May) and fall (October to early December), add a few months. Short-notice requests are still possible: just mention it in your brief.