Global Visitor &
Event Hosting

Before any logistical arrangements are made, it is essential to define the strategic purpose of the visit or event with precision. Clear, documented objectives will guide every subsequent decision and provide a benchmark against which success can be measured.

For events of significant scale or complexity, partnering with a reputable Destination Management Company (DMC) is strongly recommended. A local DMC provides invaluable on-the-ground expertise, established supplier relationships, and bilingual support, dramatically mitigating risks and unlocking exclusive opportunities that would otherwise be inaccessible.

Key Action: Immediately check the Ministry of Foreign Affairs of Japan (MOFA) website for the latest visa requirements for all participants. Initiate visa applications at least 3–4 months in advance to allow for processing time and any unexpected delays.

For business visits requiring a visa, the hosting company in Japan must prepare and provide the following documents:

• Letter of Invitation (招聘理由書, shōhei riyūsho): A formal letter explaining the purpose of the visit, the schedule, and the relationship between the host and the visitor.
• Letter of Guarantee (身元保証書, mimoto hoshōsho): A document in which the host company guarantees the visitor's conduct and financial responsibility during their stay.
• Schedule of Stay: A detailed day-by-day itinerary for the visitor's time in Japan.

These documents must be meticulously prepared, signed by an authorized company representative, and sent physically to the applicant for inclusion in their submission to the local Japanese embassy or consulate.

The choice of venue is one of the most consequential decisions in the planning process. It must align with the event's objectives, the profile of the attendees, and the desired atmosphere.

Booking Horizon: High-demand venues, especially during peak seasons (spring cherry blossoms in late March–April and autumn foliage in November), must be booked 9–12 months in advance.

Accommodation

Secure hotel room blocks near the event venue as early as possible. For VIP guests, select premium hotels that offer bilingual concierge services, high levels of security, and a proven track record of hosting international executives. Liaise directly with the hotel's event coordinator to arrange seamless check-in and pre-arranged welcome amenities in rooms.

Transportation Planning

• Airport Transfers: Arrange for private coaches or VIP meet-and-greet services at the airport. Professional airport concierge companies can escort guests through immigration and baggage claim, eliminating confusion and delays. For VIPs, a dedicated vehicle and driver should be arranged.
• Inter-City Travel: The Shinkansen (bullet train) is the most efficient and reliable method for traveling between major cities. Book reserved seats in the Green Car (first class) for VIP guests to ensure a comfortable and private journey.
• Local Travel: Provide guests with pre-loaded transportation cards (e.g., Suica or Pasmo) for convenient access to local trains and subways. For groups, chartering private coaches is often more efficient, secure, and comfortable.

Managing a complex event in Japan requires a network of reliable, vetted vendors. Key vendor categories include:

• Catering & F&B: Select caterers experienced in international events who can accommodate a wide range of dietary requirements.
• Professional Interpreters: For high-stakes meetings, hire certified simultaneous interpreters, not just bilingual staff. Provide them with all materials and a glossary of technical terms in advance.
• AV & Technical Production: Ensure the AV team has experience with hybrid events and simultaneous interpretation systems.
• Photography & Videography: Obtain explicit written consent from all attendees before any recording. Be aware that some Japanese executives may prefer not to be photographed.

Modern events demand robust, redundant technology infrastructure. Confirm the following with your venue and AV team:

• Dedicated, high-speed internet (not shared public networks) with a backup connection.
• Simultaneous interpretation systems with sufficient receiver units for all attendees.
• Hybrid meeting capabilities (cameras, microphones, streaming platforms) for remote participants.
• Reliable power supply with backup generators or UPS systems for critical equipment.

Clear, proactive communication with attendees reduces anxiety and sets expectations appropriately.

• T-4 Weeks: Send a comprehensive pre-arrival information pack covering the event agenda, accommodation details, transportation arrangements, and a guide to Japan.
• T-2 Weeks: Confirm final dietary requirements, accessibility needs, and any special requests.
• T-1 Week: Send a final reminder with all logistics, emergency contact numbers, and the on-site team's contact details.
• T-1 Day: Send a brief, friendly "We look forward to welcoming you tomorrow" message with the next day's specific schedule.

Cultural preparation is not solely the responsibility of the event planner. Every person who will interact with Japanese counterparts must be briefed.

The Business Card Exchange (Meishi Koukan)

This ritual is the cornerstone of any business introduction in Japan and must be treated with the utmost respect.

• Preparation: Invest in high-quality, bilingual business cards (English on one side, Japanese on the other). Ensure the Japanese translation is professionally reviewed for accuracy.
• The Exchange: Stand upright, hold your card with both hands, and present it to the most senior person first. The Japanese side should face the recipient, oriented so they can read it immediately.
• Receiving: Accept the other person's card with both hands. Take a moment to read it carefully, acknowledging their name and title. Place it respectfully on the table in front of you for the duration of the meeting.
• Strictly Avoid: Writing on a business card in front of the person, placing it in a back pocket, bending it, or treating it casually in any way.

Core Cultural Protocols Summary

A detailed Run-of-Show (RoS) document is the operational backbone of the event. It should be a living document, updated continuously, and shared with all team members and key vendors.

• A minute-by-minute timeline for each day of the event.
• Assigned roles and responsibilities for every task.
• Venue layout maps and room assignments.
• Contact information for every vendor, team member, and key stakeholder.
• A list of all equipment and materials, with their locations.

Conduct a full venue walk-through with the on-site team, AV crew, catering staff, and security at least 3–4 weeks before the event to identify and resolve any potential issues.

Food and hospitality are central to the Japanese business experience. Catering must be managed with exceptional care.

• Collect and document all dietary restrictions, allergies, and religious requirements (e.g., halal, kosher, vegetarian, vegan) from all attendees.
• Confirm these requirements with the caterer in writing at least two weeks before the event.
• Ensure all dishes are clearly labeled in both English and Japanese.
• Offer a thoughtful balance of Japanese cuisine (to provide an authentic experience) and international options (to accommodate all palates).
• For VIP dinners, consider a private kaiseki (traditional multi-course Japanese cuisine) experience, which is widely regarded as the pinnacle of Japanese culinary hospitality.

The arrival experience is the visitor's first direct impression of your organization's hospitality. It must be seamless, warm, and reassuring.

A senior representative from your company, or a professional meet-and-greet service, should be positioned at the airport arrivals gate well before the scheduled landing time. For VIP guests, this service should extend to a full escort through immigration, baggage claim, and customs. The representative should carry a clear, professionally printed sign bearing the visitor's name and your company logo.

For large groups, coordinate with the airport concierge service to manage the flow of multiple arrivals and ensure all guests are accounted for before proceeding to transportation.

A thoughtfully curated welcome packet demonstrates care and attention to detail that is immediately appreciated. It should be presented in a high-quality, branded folder or bag and contain:

• A beautifully printed, detailed itinerary in both English and Japanese, including dress codes for each event.
• A laminated emergency contact card with key information: bilingual host contact, driver's number, hotel concierge, and emergency services (Police: 110, Ambulance/Fire: 119).
• Pre-loaded transportation cards (Suica or Pasmo) with sufficient balance.
• A map of the local area highlighting the hotel, venue, and nearby amenities.
• A small, high-quality gift representative of your organization or the local region.
• A concise, professionally designed guide to local customs and etiquette.

The on-site team must operate with precision and proactivity. The following table outlines the key operational principles for event day management.

Shared meals are a cornerstone of relationship-building in Japanese business culture. The hosting organization is responsible for selecting appropriate venues and managing the dining experience with care.

• The Host Pays: When hosting a dinner, the host always pays. It is polite for the guest to make a token gesture of offering to pay, but the host should graciously and firmly insist.
• Seating: The most senior host is seated furthest from the door (kamiza), with the guest of honor beside them. Junior staff sit closest to the door.
• Toasting: The host initiates the first toast (kanpai). Pour drinks for your neighbors before pouring your own. It is considered impolite to pour your own drink.
• Cultural Experiences: Consider incorporating one well-executed cultural activity — such as a tea ceremony, a visit to a traditional craft workshop, or a private sake tasting — into the program.

• Thank-You Notes (On-rei): Send personalized, formal thank-you notes within 48 hours to all key participants, partners, and senior guests. An email is acceptable for speed, but a physical, hand-signed letter sent via post carries significantly more weight and demonstrates a level of sincerity that is deeply appreciated in Japanese culture.
• Delivery of Promised Materials: If any materials, reports, or follow-up items were promised during the event, deliver them promptly within the agreed timeframe.

Conduct a thorough internal de-briefing with your team and key vendors (DMC, interpreters, AV team) within one week of the event's conclusion.

The de-brief should systematically evaluate performance against the KPIs established in Phase 1. It should document what went well, what challenges arose, what was handled effectively, and what requires improvement. These learnings should be formally recorded in a post-event report and stored as institutional knowledge to inform future events.

Do not allow the relationship to go cold after the initial follow-up. In Japan, long-term, trust-based relationships (kankei) are the foundation of all business. Maintain contact through periodic, meaningful communication — sharing relevant industry news, referencing discussions from the visit, or extending invitations to future events. The goal is to transition from a transactional interaction to a genuine, enduring partnership.

Japan is one of the safest countries in the world, but it is situated in a geologically active region prone to earthquakes, tsunamis, and typhoons. A robust Business Continuity Plan (BCP) is not an optional consideration; it is a fundamental duty of care for the safety and well-being of your international visitors and staff.

In a crisis, clear, calm, and timely communication is the most critical operational tool available. Panic and misinformation can be as damaging as the crisis event itself.

• Establish a Central Command & Spokesperson: Before the event, designate a single, authoritative point of contact to manage all crisis communications. Only this person, or their designated backup, should issue official statements.
• Maintain a Live Communication Tree: Keep an up-to-date contact list for all participants, staff, and key vendors. Establish a clear protocol for who contacts whom and in what order.
• Use Redundant Communication Channels: Never rely on a single communication method. Use a combination of SMS, email, a dedicated messaging app (WhatsApp or Line), and direct phone calls.
• Provide Regular, Factual Updates: Issue updates at pre-determined intervals (e.g., every 30 minutes during an active crisis), even if there is no new substantive information.
• Communicate with Honesty and Clarity: Avoid speculation. Share only confirmed facts. Clearly state what is known, what is unknown, and what actions are being taken.

Each event location should have multiple, clearly marked, and easily accessible emergency kits. The following items should be included as a minimum:

• Comprehensive first-aid supplies (bandages, antiseptics, pain relievers, etc.)
• LED flashlights, spare batteries, and portable power banks for mobile devices
• A hand-crank or battery-powered AM/FM radio for receiving official emergency broadcasts
• Bottled water and high-energy, non-perishable food sufficient for at least 24 hours per person
• Hard copies of all critical documents (participant lists with emergency contacts, passport copies, itineraries)
• Emergency blankets, whistles, and dust/particulate masks