{"id":4372,"date":"2020-03-13T08:34:02","date_gmt":"2020-03-13T13:34:02","guid":{"rendered":"https:\/\/idea-intl.com\/exhibits\/?p=4372"},"modified":"2022-06-01T10:52:47","modified_gmt":"2022-06-01T15:52:47","slug":"business-event-management-in-japan-dont-try-this-yourself","status":"publish","type":"post","link":"https:\/\/idea-intl.com\/exhibits\/event-management-jp\/business-event-management-in-japan-dont-try-this-yourself\/","title":{"rendered":"Business Event Management in Japan: Don’t try this Yourself!"},"content":{"rendered":"\n
\"What
In Japan, precision is the watchword for event management. <\/figcaption><\/figure>\n\n\n\n

In a post on her weekly industry\nblog, Fridays with Joan, industry guru Joan Eisenstodt makes a good point. To\nparaphrase, she tells us that selling an event to a company kicks off the\nbeginning of the entire event management process. And while salespeople get the\nhurrahs, the real work\u2014and the reason a company will be hired again\u2014rests with\nevent management.<\/p>\n\n\n\n

She wasn’t talking about Japan, but\nbusiness events in Japan make this piece of wisdom seem like an understatement.\nPlanning and executing an event in Japan is not for the timid or for anyone who\nwants a 9 to 5 job.<\/p>\n\n\n\n

What makes business event planning\nin Japan so demanding? And why are there relatively few companies who can\ndeliver on their promises?<\/p>\n\n\n\n

There is no such thing as\nlast-minute in Japan<\/strong><\/p>\n\n\n\n

The first thing anyone planning an\nevent should know is that a last-minute event in Japan is next to impossible.\nMost events are scheduled at least two years out. There is no complicated\nreason for this: the simple fact is that there are not that many venues in\nJapan for business events. Very few indoor venues can accommodate over 1,000\npeople, and most of the popular places are more in the 400 people or less\nrange. For clarification, we are talking about museums,\naquariums,\nrestaurants (like the Hard Rock), clubs,\nand hotels. <\/p>\n\n\n\n

Outdoor venues like gardens or smaller versions of big spaces\u2014such as the Shinyokohama Youth Baseball Field, Yokohama Japan\u2014can host more people, but generally, tent structures need to be erected. And with the tents come a host of considerations that event managers need to consider. You’re wondering what they are? Let’s start with flooring, plumbing, air conditioning, and landscaping. The structures must be certified to withstand the vagaries of the weather in Japan, which might mean earthquakes and typhoons. A risk assessment must be part of the event manager’s toolbox. And although Japan doesn’t have requirements similar to ADA in the US, wheelchair accessibility is preferred.<\/p>\n\n\n\n

Details, details, details<\/strong><\/p>\n\n\n\n

If, as Mies van der Rohe told us, “God\nis in the details,” then God has a permanent residence in Japan where precision\nis the watchword for event management. Most companies planning an event want a\ncomplete build-out including lights, walls, furniture, power, WIFI, graphics,\nand a project manager on site before, during, and after the event. That project\nmanager, by the way, needs to be multilingual, depending on what the client\nspecifies (in addition to Japanese).<\/p>\n\n\n\n

The event manager needs to provide transportation\nof all properties, loading in and out, and of course, drawings and renderings\nof the entire project. The preference is for materials sourced in Japan with\nmulti-use components.<\/p>\n\n\n\n

Be in the Room Where it Happens<\/strong><\/p>\n\n\n\n

Speaking of before, during, and\nafter, the event management team is expected to participate in all conferences and\nmeetings during the planning, execution, and follow-up phase. In Japan, it\ntruly takes a village to organize an event. There is the corporate client, the\nvenue management team, the local bureaus that oversee construction projects,\nand assorted legal minds who mandate what can or can’t be done. <\/p>\n\n\n\n

There are stringent rules not only\nfor each venue but for each city, and city officials are part of the planning\nmeetings. For example, if an event manager suggests projection mapping on a\nbuilding outside the event, they will not necessarily get approval for that\nillumination. All things considered, and based on our experience, they probably\nwon’t. <\/p>\n\n\n\n

Safety is primary in Japan, and\nsafety inspectors are strict with enforcement. An inch off the plan can mean\nthat you move an entire wall. Although these issues are covered in the multiple\nmeetings the team attends, human error can occur, and when it does, safety\ninspectors catch the mistake and make sure it is corrected.<\/p>\n\n\n\n

Play by the Rules<\/strong><\/p>\n\n\n\n

Now a word about how the event venues\noperate, particularly those we mentioned earlier, such as hotels. Their\ninternal event teams have a unique system for specifying vendors. Although\nevent management companies have the responsibility for any number of\ndeliverables, as we mentioned above, there are preferred vendors for these\nitems and services. In other words, all the provisions for the event must be\nsourced through the venue’s preferred vendors. Seriously\u2014it is not worth trying\nto buck the system even though you could possibly save money by using other partners.\n<\/p>\n\n\n\n

A real challenge in event design\nbeyond the logistics is accommodating the cultural preferences of non-Japanese\nclient companies. Most companies can provide their campaign assets with no\nproblem even if some translation is required. However, the sticky part comes\nwhen a non-Japanese client asks for an “iconic” Japanese look and\nfeel as well as “traditional” Japanese materials. Some event managers\nmay find themselves delivering on stereotypes or repurposing every day Japanese\nculture for the event. Think conveyor belt sushi bars providing something other\nthan sushi, vending machines, which are ubiquitous in Japan, or arcade games\u2014all\nadapted for specific promotional purposes. <\/p>\n\n\n\n

Once again, what this demonstrates is\nthat working with a local company used to managing events despite these\nrestrictions and minefields is not only essential but saves money, time, and\nheadaches. Knowing how the world of business event management operates in Japan\nis critical if you are offering an event that your customers will remember, one\nthat will promote loyalty, one they will talk about for years to come.<\/p>\n\n\n\n

Is an event in your future? Contact us at Idea International<\/a> ASAP!<\/p>\n","protected":false},"excerpt":{"rendered":"

In a post on her weekly industry blog, Fridays with Joan, industry guru Joan Eisenstodt makes a good point. To paraphrase, she tells us that selling an event to a company kicks off the beginning of the entire event management process. And while salespeople get the hurrahs, the real work\u2014and the reason a company will be hired again\u2014rests with event management. She wasn’t talking about Japan, but business events in Japan make this piece of wisdom seem like an understatement. Planning and executing an event in Japan is not for the timid or for anyone who wants a 9 to 5 job. What makes business event planning in Japan so demanding? And why are there relatively few companies who can deliver on their promises? There is no such thing as last-minute in Japan The first thing anyone planning an event should know is that a last-minute event in Japan is next to impossible. Most events are scheduled at least two years out. There is no complicated reason for this: the simple fact is that there are not that many venues in Japan for business events. Very few indoor venues can accommodate over 1,000 people, and most of the popular places […]<\/p>\n","protected":false},"author":1,"featured_media":4368,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"mc4wp_mailchimp_campaign":[],"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[59,459],"tags":[],"class_list":["post-4372","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-59","category-event-management-jp"],"yoast_head":"\nBusiness Event Management in Japan | Event Management Japan<\/title>\n<meta name=\"description\" content=\"Business Event Management in Japan - knowing how the world of business event management operates in Japan is critical for a sucessful business event.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/idea-intl.com\/exhibits\/event-management-jp\/business-event-management-in-japan-dont-try-this-yourself\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Business Event Management in Japan | Event Management Japan\" \/>\n<meta property=\"og:description\" content=\"Business Event Management in Japan - 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