- Days
- 3
- Participants
- 500 to 1,500 participants
- Cities
- Okinawa
Objectives
- Bring an entire network or region together at a single site that can handle 1,500 people
- Deliver strategic messages in plenary, then break them down in multilingual workshops
- Mark the convention with a gala that stages Ryukyu culture
- Control the logistics of accommodation spread across several hotels with no rail link
Participant profile
Annual distributor conventions, sales network congresses, Asia-Pacific regional meetings and professional association events. An international, often multilingual audience, with a core of executives and speakers handled separately.
Day by day
- 1
Day 1
Day 1 — Arrivals, Naha pre-summit and welcome evening
- Arrivals in waves at Naha Airport: a dedicated welcome desk in the arrivals hall, shuttles to hotels in Naha (10 to 15 min) and in Ginowan and Chatan (40 to 45 min)
- Welcome and badge pick-up in the lobbies of Laguna Garden Hotel, Hilton Okinawa Chatan Resort, Southgate Hotel Okinawa and Loisir Hotel Naha
- 2:00 pm — Pre-summit for executives, speakers and key partners (300 to 700 people) in The Ball Room at Southgate Hotel Okinawa (590 m², 8.4 m ceiling, 783 theater-style)
- 6:30 pm — Standing welcome reception for all participants in the Tenpi ballroom and foyer at Loisir Hotel Naha (up to 1,420 people), with an Okinawan buffet and a sanshin trio
- In parallel — Dinner for speakers and the leadership team at Yotsutake Kume, with classical Ryukyu dance
Naha - 2
Day 2
Day 2 — Plenary, workshops and Ryukyu gala
- 7:45 am — Shuttles from hotels in Naha (about 30 to 40 min depending on traffic) and Chatan (about 15 min); guests at Laguna Garden Hotel walk to the center (8 min)
- 9:00 am — Opening plenary in the 1,709-seat theater at Okinawa Convention Center, with simultaneous interpretation in English, Japanese and Chinese
- 12:00 pm — Buffet lunch in the exhibition hall, set out in islands by country or division
- 1:30 pm — Parallel workshops in the conference building: Hall A1 (500 theater-style) and up to 13 rooms equipped for interpretation
- 5:30 pm — Return to the hotels to change
- 7:00 pm — Ryukyu gala in the 2,500 m² exhibition hall: entrance through a line of eisa dancers, classical dance in bingata costumes, awards, a buffet of local specialties and awamori; finale with kachashi, Okinawa's collective dance
- 10:00 pm — Continuous return shuttles until 11:30 pm
Okinawa sea - 3
Day 3
Day 3 — Closing sessions and departures
- 8:00 am — Check-out; luggage sent directly from each hotel to Naha Airport
- 9:00 am — Division sessions in the conference building, then a 45-minute closing plenary in the theater
- 12:00 pm — Boxed lunch or quick buffet at the center
- Afternoon — For late flights, a choice of: a team taiko workshop for 30 to 300 people, a visit to the Shuri district, or free time at Chatan's American Village
- From 1:30 pm — Shuttles to Naha Airport (about 40 min from Ginowan, with a buffer for traffic on Route 58)
三日目 · American Village, Chatan
Budget
From €1,700 per person, excluding flights
Indicative rate based on 1,000 participants in double rooms, 2 nights spread across Laguna Garden Hotel, Hilton Okinawa Chatan Resort, Southgate Hotel Okinawa, Loisir Hotel Naha and Okinawa Harborview Hotel. Included: hire of the theater, conference building and exhibition hall, AV and simultaneous interpretation in three languages, welcome reception, gala with show, lunches, shuttles, bilingual welcome team. Not included: flights, custom stage design, the pre-summit (quoted separately). Room blocks and the center are booked 12 to 18 months ahead; avoid Golden Week, July-August and the peak typhoon period from August to October.
Quick estimate
5001500
€1,700,000
i.e. €1,700 per person, excluding flights
Indicative estimate based on the per-person rate shown for this programme. The exact quote follows your brief.
Frequently asked questions
Does Okinawa have the hotel capacity for 1,500 participants?
Yes, provided the group is split. Laguna Garden Hotel (303 rooms) and Moon Ocean Ginowan (177 rooms) are within walking distance of the center, Hilton Okinawa Chatan Resort (346 rooms) is about 15 min away, and Naha's large hotels complete the block. We assign hotels by delegation to keep shuttles simple.
How do participants get around without a train?
By private coach only: Okinawa Convention Center is not served by the monorail. We plan rotations by hotel, with staggered departures to avoid Route 58 rush hours, and an on-site transport control desk.
Can the gala be seated for 1,000 people?
The 2,500 m² exhibition hall allows a seated dinner for around 1,000 with a stage; beyond that, we switch to a buffet-reception format with high tables and seating areas. For a smaller seated dinner, The Ball Room at Southgate Hotel Okinawa seats 440.
How far ahead should we book?
12 to 18 months for the center and room blocks, longer for spring or November dates, which are in high demand for congresses. An option can be placed as soon as the site inspection.
