Why Choose Japan for Your Event?

Japan is an excellent destination for hosting events due to its well-developed infrastructure, modern facilities, and cultural richness. Whether you are planning a corporate seminar, a cultural event, or a large-scale exhibition, Japan offers a variety of venues with outstanding services and accessibility.

 

Key Considerations for Event Planning in Japan

1. Venue Selection – Consider the size, location, and facilities available at the venue.
2. Accessibility – Ensure that the venue is easily accessible by public transportation.
3. Permits and Regulations – Some venues may require advance booking, special permits, or adherence to local regulations.
4. Cultural Sensitivity – Understanding Japanese business etiquette and customs is essential for smooth event execution.

Recommended Event Venues in Japan

Below are suggested venues categorized into three sizes—small, mid-sized, and large—for four major regions: Tokyo, Osaka, Fukuoka, and Hokkaido.

 

Tokyo Area

1. Small Venue: Happo-en

• Why it's good: A beautiful traditional Japanese garden setting, ideal for intimate corporate events or cultural gatherings.
• How to get there: 5-minute walk from Shirokanedai Station (Tokyo Metro Namboku Line and Toei Mita Line).

We also put a small list of the venues for Tokyo later on in this article.

 

2. Mid-Sized Venue: Tokyo International Forum

• Why it's good: Centrally located with multiple halls and conference rooms suitable for business meetings and mid-scale exhibitions.
• How to get there: Directly connected to Yurakucho Station (JR Yamanote Line) and a short walk from Tokyo Station.

3. Large Venue: Tokyo Big Sight

• Why it's good: Japan's largest convention center, ideal for trade shows and large-scale conferences.
• How to get there: 5-minute walk from Kokusai-Tenjijo Station (Rinkai Line) or Ariake Station (Yurikamome Line).

Osaka Area

1. Small Venue: Knowledge Capital Conference Rooms (Grand Front Osaka)

• Why it's good: Modern and fully-equipped meeting spaces for corporate seminars and networking events.
• How to get there: Direct access from Osaka Station (JR Line) and Umeda Station (Hankyu and Hanshin Lines).

2. Mid-Sized Venue: Osaka International Convention Center (Grand Cube Osaka)

• Why it's good: Offers mid-sized halls and rooms with state-of-the-art facilities.
• How to get there: 5-minute walk from Nakanoshima Station (Keihan Nakanoshima Line).

3. Large Venue: INTEX Osaka

• Why it's good: One of Japan’s largest exhibition centers, frequently used for international trade fairs and expos.
• How to get there: 5-minute walk from Nakafuto Station (Osaka Metro Chuo Line).

Fukuoka Area

1. Small Venue: ACROS Fukuoka

• Why it's good: Features an eco-friendly rooftop garden and small conference rooms for workshops and business meetings.
• How to get there: 5-minute walk from Tenjin Station (Fukuoka City Subway Airport Line).

2. Mid-Sized Venue: Marine Messe Fukuoka

• Why it's good: Suitable for concerts, sports events, and mid-sized exhibitions.
• How to get there: 15-minute walk from Gofukumachi Station (Fukuoka City Subway Hakozaki Line).

3. Large Venue: Fukuoka Kokusai Center

• Why it's good: A well-known venue for international conferences and sports competitions.
• How to get there: 15-minute walk from Nakasu-Kawabata Station (Fukuoka City Subway Hakozaki Line).

Hokkaido Area

1. Small Venue: Sapporo Convention Center (Small Meeting Rooms)

• Why it's good: Ideal for private seminars, small conferences, and networking events.
• How to get there: 8-minute walk from Higashi-Sapporo Station (Tozai Subway Line).

2. Mid-Sized Venue: Royton Sapporo Hotel Banquet Hall

• Why it's good: Elegant venue for mid-scale conferences, weddings, and networking events.
• How to get there: 10-minute walk from Odori Station (Sapporo Subway).

3. Large Venue: Sapporo Dome

• Why it's good: Perfect for large concerts, sports events, and international conferences.
• How to get there: 10-minute walk from Fukuzumi Station (Toho Subway Line).

Japan offers an array of event venues catering to different needs and sizes. Whether you seek a traditional setting in Tokyo, a modern business hub in Osaka, a vibrant cultural space in Fukuoka, or a spacious venue in Hokkaido, Japan’s accessibility and efficiency ensure a seamless event experience. With careful planning, your event in Japan can be a great success!

 

We also put the practical tips how to organize a successful event in Japan. For the experienced event organizer, this should be nothing new but if you are not familiar with the topic, we hope you find it useful.

 

Effective Promotion and Audience Engagement for Small-Scale Events

We organized several music live events in Tokyo and here are some learnings.

 

How do you promote it? 

For us, we are based in Japan and have great circle of friends and families so many of them will come (as long as it is a good gig) and the rest goes with the word of mouth.

 

Organizing a small-scale, independently hosted event requires strategic promotion to attract attendees. This article outlines four key methods to effectively announce and promote your event to ensure maximum visibility and participation.

 

1. Flyers (Promotional Image Materials)

Traditionally, event promotion relied heavily on printed flyers. Flyers effectively communicate essential event details, such as the event name, date, venue, ticket price, and performers while also visually reflecting the event’s concept. They can be distributed at live venues, record shops, cafes, and rental studios or inserted into event programs with the cooperation of organizers.

Although social media has reduced the necessity of printed flyers, they remain a viable promotional tool due to their affordability. For example, printing several thousand flyers costs around 5,000 JPY. If just three attendees, each paying a 2,000 JPY entry fee, are drawn to the event through these flyers, the cost is already justified.

However, the challenge lies in finding places to distribute printed materials. With fewer record shops and limited flyer display space at live venues, digital promotion has become more prominent. Despite this, flyers still serve as valuable promotional images, visually conveying event details while enhancing credibility and demonstrating the organizer’s commitment. 

 

2. Social Media Promotion

Given the decline in available physical flyer distribution points, social media platforms like Twitter, Instagram, Facebook, and LINE have become primary promotional channels.

Most users scroll quickly through their timelines, engaging only with visually compelling content. This makes flyer images, or any visually appealing promotional material, crucial in capturing attention.

Simply writing detailed event information in text form may not be effective if it does not first attract viewers. A well-designed flyer or image can act as an eye-catching gateway to your event details. Beyond grabbing attention, social media allows organizers to present additional event information, introduce performers, and build anticipation.

While having a dedicated event website is beneficial, driving traffic to it requires SEO knowledge and effort. Since only a small percentage of users will click through a link to an external website, it is advisable to ensure that all key event details are available directly on social media posts.

 

3. Venue Collaboration

For first-time event organizers, navigating the complexities of event planning can be overwhelming. Venues, however, can be a valuable resource for both guidance and promotional support.

Do not hesitate to ask the venue staff for advice or request promotional assistance. Many venues offer exposure through their website and social media, allow posters or flyers to be displayed on-site, and even assist with distributing promotional materials to their patrons.

Since organizers are paying for venue rental, they should not feel reluctant to ask for cooperation. If a venue is unwilling to support a beginner organizer, it may not be the best fit. It is advisable to confirm promotional possibilities and venue regulations in advance by informing them that it is your first event.

 

 

Successfully promoting a small-scale event requires a combination of traditional and digital strategies. Flyers, whether printed or digital, remain an effective promotional tool, while social media serves as the primary channel for outreach. Additionally, leveraging venue support can provide extra visibility and credibility. By strategically using these methods, independent organizers can maximize their event’s reach and attendance.

 

Why Choose Us for Your Event in Japan?

Japan is a highly competitive and culturally unique market. To make a lasting impact, your event must seamlessly blend global branding with local expertise. With over 20 years of experience, we specialize in creating immersive, high-profile events tailored for international brands. From product launches to VIP gatherings, we ensure flawless execution and maximum engagement, helping you navigate Japan’s business landscape with confidence.

For the music event in particular, we have the team of the sound engineer and setup staff we work with those run music events in Tokyo every month. To document the event, we also have the team of videographers. 

 

Our Event Management Services

1. Product Launches (Entertainment, Food, Motor Brands)

Strategic Planning

We craft a compelling launch strategy that aligns with your brand’s identity while resonating with Japanese audiences.

Venue & Logistics

We select and customize iconic venues that enhance your brand story, ensuring a premium event experience.

Local Partnerships & Promotion

We collaborate with top-tier media, influencers, and industry leaders to maximize visibility and market penetration.

 

2. Corporate Gatherings (Motor, Government)

Executive Summits & Networking Events

We curate high-level corporate events, ensuring a setting that fosters strategic relationships and meaningful discussions.

 

Tailored Venue Selection

From luxury conference halls to executive lounges, we provide venues that reflect professionalism and prestige.

 

Seamless Event Execution

We handle all logistical aspects, allowing your team to focus on key business engagements.

 

3. Cultural Showcases (Entertainment, Music Instrument Brands)

Authentic Integration

We design experiences that blend your brand with Japan’s rich cultural heritage, featuring traditional and modern artistic elements.

 

Exclusive Venues

We secure culturally significant locations, from historic theaters to renowned galleries, ensuring an immersive experience.

Curated Performances

For music and entertainment brands, we organize collaborations with top Japanese artists and performers.

 

4. Trade Shows and Expos (Motor, Food Brands)

Exhibition Design & Branding

We create eye-catching, interactive booths that highlight your product’s unique selling points.

Logistics & Market Engagement

We manage all aspects of your exhibition, from setup to media coordination, ensuring strong local traction.

 

5. Press and Media Events (Food, Government, Entertainment Brands)

Media Strategy & Outreach

We connect your brand with top Japanese media outlets, securing extensive coverage.

 

Engaging Press Conferences

We design compelling media events featuring product demos, executive Q&A sessions, and interactive elements.

 

6. VIP and Client Engagement Events (Motor, Music Instrument, Food Brands)

Luxury Brand Experiences

We create exclusive events that enhance brand prestige and strengthen client relationships.

 

Personalized Interaction

We ensure VIP attendees receive tailored experiences, from private product previews to high-end networking sessions.

 

7. Brand Activations and Pop-Up Experiences (Food, Entertainment, Motor Brands)

Immersive Consumer Engagement

We design interactive experiences that captivate your target audience and create lasting brand impressions.

 

Prime Location Selection

We secure high-traffic venues, from shopping districts to iconic public spaces, maximizing exposure.

 

8. Influencer and Celebrity Endorsement Events (Entertainment, Food Brands)

Strategic Partnerships

We collaborate with top Japanese influencers and celebrities to amplify your brand’s reach.

 

Social Media Integration

We ensure extensive online engagement through influencer-driven content and live event coverage.

 

9. Government and Diplomatic Events (Government, Motor Brands)

High-Level Coordination

We facilitate events involving embassies, trade organizations, and government bodies, ensuring smooth diplomatic engagement.

 

Protocol & Compliance

We navigate the complexities of official events, handling permits, security, and VIP management.

 

10. Corporate Social Responsibility (CSR) Events (All Industries)

Community Impact & Sustainability Initiatives

We help brands launch impactful CSR programs that resonate with Japanese communities and enhance corporate reputation.

 

Strategic Partnerships

We connect you with relevant non-profits and government agencies to drive meaningful engagement.

 

Many of you are thinking about Tokyo for the ideal venue so we put some more venue info here. 

 

Summary of Small and Mid-Sized Event Venues in Tokyo

Toshima Civic Center (豊島区民センター) - Toshima Ward

• Located in Ikebukuro, serving as the entrance to the "Hareza Ikebukuro" cultural district.
• Offers various rental spaces: large and small conference rooms, Japanese-style rooms, a kitchen, studios, a multipurpose hall, and a small hall.
• Equipped with stage, audio, video, and lighting facilities.
• Public amenities include a women-friendly restroom & makeup room, a parent-child relaxation spot, a café, an information center, and a ticket center.

Gotanda Cultural Center (五反田文化センター) - Shinagawa Ward

• One of five cultural centers in Shinagawa, supporting self-learning, cultural, and sports activities.
• Facilities: large, medium, and small conference rooms, a small hall, music room, Japanese-style room, and childcare room.
• Features a library, a planetarium, and accessibility equipment for the hearing impaired.
• Limited parking available (3 spaces).

Takanawa Civic Center (高輪区民センター) - Minato Ward

• Located directly connected to Shirokane-Takanawa Station.
• Includes an exhibition gallery, a 250-seat hall, and a soundproof music studio.
• Designed to facilitate community exchange and self-directed activities.

Nihonbashi Social Education Center (日本橋社会教育会館) - Chuo Ward

• Conveniently located near Ningyocho and Suitengumae stations.
• Features: conference rooms, a small hall, stage, lighting, and audio equipment.
• Offers a childcare room and kitchen space for cooking classes.
• Popular venue due to its accessibility.

Waseda Hoshien Seminar House (早稲田奉仕園セミナーハウス) - Shinjuku Ward

• A historic site with a 100-year-old Scott Hall, designated as a Tokyo cultural property.
• Suitable for job fairs, corporate training, lectures, language classes, and concerts.
• Facilities: conference rooms, a small hall, music and rehearsal rooms, and a reception space.
• Available for filming and photography.

Ota Civic Hall (大田区民ホールアプリコ) - Ota Ward

• Established as a regional cultural hub for artistic and cultural activities.
• Offers large and small halls, exhibition rooms, and music rooms.

YCC Yoyogi Hachiman Community Center (YCC 代々木八幡コミュニティセンター) - Shibuya Ward

• Includes a small hall, studio, and Japanese-style rooms.
• Unique amenities: a relaxation room and a public bath for residents over 60.

Toyosu Cultural Center (豊洲文化センター) - Koto Ward

• A multi-purpose venue for discussions and community activities.
• Includes conference rooms, a small hall, reception space, tea room, and music room.

Shinobazu Street Interaction Hall (不忍通りふれあい館) - Bunkyo Ward

• Features a creative workshop, exhibition area, and professional audio-visual equipment.
• Provides a pottery kiln and an electric potter’s wheel.

Chofu City Cultural Center (調布市文化会館たづくり) - Chofu City

• A comprehensive cultural complex featuring a central library, a community FM station, a restaurant, and various learning spaces.
• Facilities: small to large conference rooms, halls, a reception area, rehearsal rooms, and a music room.
• Large parking capacity (147 spaces).

 

These venues offer a variety of spaces suitable for cultural activities, business meetups, and social gatherings across different areas of Tokyo.

 

Let’s Bring Your Brand to Japan

With our deep industry knowledge, local network, and commitment to excellence, we are your ideal partner for executing successful events in Japan. Whether launching a new product, hosting an executive summit, or organizing a high-profile activation, we ensure a seamless and impactful experience. Let us make your brand stand out in Japan’s dynamic market.