Japan convention planning in Tokyo, Osaka, Kyoto and Fukuoka

Up to roughly 300 to 400 participants, a large conference hotel is often the simplest option: plenary in the ballroom, breakouts on the same floor, accommodation and catering under one roof. Beyond that, or when an exhibition is involved, a convention center offers more flexibility.

• Conference hotel: simpler logistics, integrated catering, fewer transfers
• Convention center: large plenaries, exhibition areas, an institutional image
• Hybrid: plenary at the convention center, accommodation and dinners in nearby hotels

Exact capacities depend on the setup and are confirmed with each venue.

• Tokyo: Tokyo International Forum in Yurakucho, walking distance from Tokyo Station and Marunouchi; Tokyo Big Sight in Ariake on the bay. Nearby: Makuhari Messe (Chiba) and Pacifico Yokohama.
• Kyoto: ICC Kyoto in the north of the city, served by the Karasuma subway line; Miyakomesse in the Okazaki district.
• Osaka: Grand Cube Osaka on Nakanoshima island; INTEX Osaka for trade shows.
• Fukuoka: the Fukuoka Convention Center complex, including Fukuoka International Congress Center and Marine Messe Fukuoka, near Hakata Port.
• Okinawa: Okinawa Convention Center in Ginowan, on the west coast north of Naha.

Few hotels can house 250 to 500 participants on the same dates, especially in spring and fall. We build an accommodation plan across two to four hotels near the venue, with categories suited to each profile: business hotels for delegates, conference or luxury hotels for executives and speakers.

• Negotiated room blocks with clear release dates
• Centralized, continuously updated rooming lists
• Timed shuttles between hotels and the convention venue
• Hospitality desk in the main hotel

We coordinate Japanese AV suppliers for staging, screens, sound, lighting and recording, as well as simultaneous interpretation with booths and receivers.

• Floor plans and rehearsals scheduled around the venue's access times, which are often strict
• Trilingual signage and badges
• Participant registration and accreditation management
• Show caller and project manager present throughout

Japanese convention centers apply precise rules for set-up, safety and load-out; we build them into the timeline from the start.

For 500 people, every move is planned: number of coaches, pick-up points, staggered times to avoid waiting. Arrivals at Haneda, Narita or KIX often spread over two days, with a permanent welcome desk.

Large-group dinners are usually held in hotel ballrooms or event venues. We can also split participants across several restaurants in the same district for a dine-around evening, in groups of 20 to 40.