Undeniable success of the event my company Japan Travel KK organised in Kyoto from 29 June to 02 July 2024 for 300 male & female entrepreneurs and their families! I believe that we convinced our distinguished & friendly guests that Japan is wonderful, even a world-class host for vegan & vegetarian businesspeople. Proud of our accomplishments, I am confident that we can handle even bigger events, crafting extraordinary MICE (Meetings, Incentives, Conferences, and Exhibitions) experiences in Japan. My only heart pinch is that a banquet venue was not cruelty-free (dolphin show).

This wasn’t a run-of-the-mill event. The volume of attendees, coupled with their needs and the dynamic nature of Indian business culture often necessitating big and/or last-minute adjustments presented a stimulating challenge, demanding exceptional flexibility from our team. Our industry can expect more events like this as India tops world GDPs (now 5th, forecasted 4th from 2025) and as Japan-India get closer amid strategic challenges (beyond long-lasting successful ventures such as Tata Hitachi since 1961 and an iconic Japan-backed bullet train in India). I hope our company will contribute to much related satisfaction and many related successes.

Our CEO spearheaded the organisation over 9 months. My help notably built on my experience as a MICE attendee (e.g. speaker at international conferences), MICE organiser (e.g. tourism chair for SUI international conference), and interpreter/guide for Indian VIPs/engineers/businesspeople. Unexpectedly, it was also my first time taking care of a wheelchair user.

I’m grateful for this opportunity, and wish to add special thanks to my trilingual acquaintance Nicolas Chauvat for accepting to help as a guide when one was unavailable at the last minute (and he did a great job). Learn more below.

Kyoto Retreat: Requirements & Services

Our client asked us to prepare a 3-day retreat in Kyoto for ±300 mostly-Indian entrepreneurs with relatives, welcoming some at trains, lodging everybody in a big hotel, organising 3 banquets, and proposing group tours for 2 days of cultural immersion and unforgettable memories. We had to feature Indian & Japanese cuisines including, without restricting anybody, meals suitable for dietary restrictions ranging from no-beef-no-pork to ovo-lacto vegetarian and even vegan, some gluten-free.

The first day, we welcomed many families at 2 designated exits of Kyoto station (high-speed vs slower trains), providing clear directions or even accompanying to a subway/taxi. The easy-to-access hotel offered a tranquil escape (a deer delightfully surprised me during my site inspection) and fueled guests with Indian breakfasts and takeaway coffee.

The first evening started with a vibrant welcome party featuring a kagami-biraki traditional Japanese ceremony during which VIPs used mallets to break open a cask of celebration saké, which was distributed to all guests in masu wood cups. This immersive experience was followed by an “astounding” (according to a guest) Japanese & Indian dinner with furin bowl-shaped wind chimes on a terrace, a captivating performance by a maiko (apprentice geisha), and a dolphin show at Kyoto Aquarium.

The second evening offered a contrasting yet equally impactful experience, starting with a singing performance synchronised with the dramatic opening of the doors at a top hotel. The awards ceremony featured wall-size displays, a distinguished guest speaker, and sword demonstrations. Recognizing the particular importance of that evening, we also provided babysitting services.

The final evening concluded with networking and a lively closing party at the hotel. An electrifying taiko drumming activity & performance gathered guests and Japanese female drummers in a rhythmic celebration. A Bollywood DJ further enlivened the atmosphere, with guests singing & dancing. The infectious energy was palpable, with some guests even searching for their misplaced shoes at closing time – a testament to the sheer enjoyment of the evening!

Beyond, the second & third days were dedicated to exploration. We guided simultaneous tours allowing guests to delve into Kyoto through the lens of their preferences. Popular themes included culinary explorations, saké brewing, religious landmarks, bamboo groves, kimono walks, and rickshaw rides. Those seeking awe beyond Kyoto could even witness a 15m-high Buddha in Nara.

As this was the rainy season, we provided umbrellas decorated with the logo of the group.

Behind The Scenes

9 months earlier, the India-Japan cultural gap already seemed the main challenge. Interactions with Kyoto, unsurprisingly less flexible than Osaka or Nagoya, were like a marathon for some colleagues. Last-minute changes on site made work for others like a sprint in uncharted territory. I’m very grateful to all the stakeholders for their extreme patience, and to my colleagues for their graciousness under pressure on site.

Preparatory work included inspection trips and waves of emails/calls. To timely react to last-minute requests and off-script happenings, our CEO and 7 bilingual staff came from Tokyo for the 3 days of the retreat, 3 preceding days, and 1 following day. Besides, a remote team supported us & guests online 24/7, including an emergency channel.

My colleagues carefully sourced local caterers for Japanese & Indian food. Although common here, Indian restaurants often adapt to Japanese tastes and may thus disappoint Indian guests: diversity, spiciness, types of ingredients… As for Japanese caterers, they rarely have exquisite, delicious vegetarian & vegan dishes. Astonished compliments from guests confirmed that the caterers excelled and that my colleagues’ efforts were meaningful. Anecdotally, lengthy negotiations with the hotel were needed to add Indian breakfasts…

For 300 guests, some simple tasks became extremely time-consuming and/or complex. Late changes sometimes required meetings, staff reassignment, and sleep cuts. For example:

• Keeping track of communications.
• Creating paper folders combining generic & personalised information.
• Sourcing & wrapping similar well-preserved reasonably-priced antique gifts for all the families.
• Timing buses with limited space to park.
• Designing human flows around food.
• Fulfilling sudden requests to provide specific drinks/snacks (think volume, weight, fragility).

Tasks you may not think about:

• Finding trusted bilingual babysitters (Kyoto lacks a recommended provider on the contrary to Nagoya). Note: Successful, no incident.
• Showing performers how to enter a specific room without being noticed (without distracting from whatever is happening just before their turn), and going to pick them up at the right time.
• Managing audio-video systems (e.g. digital fireworks when an award is given).
• Following weather alerts. Nearby prefectures were hit by floods and torrential rains; we luckily only had to adapt a tour to Nara.
• Debriefing. It’s always good to finish on a positive note, and we enjoyed reading excerpts of heartwarming messages received by our CEO from guests 🙂
• Reorganising tours to ensure that guests could enjoy their favourite themes despite unbalanced wishes, with subgroups pleasing families and fulfilling all dietary restrictions.

Focus: My Main Duties & Beyond

Before the retreat, my main duties were to validate/revise the tours, and checking the aquarium venue, ensuring that all the critical elements were taken into account especially related to transportation and the potential impact of rain and heat. Accordingly, I did a 4-day inspection trip in Kyoto (+ 1 day just before the retreat). My knowledge/experience as a group guide in Kyoto sped up things and helped create a checklist. For example, walk time from bus parking lots, number of restrooms plus Japanese vs Western style, shop size, male vs female rooms to put kimono on, sitting width inside rickshaws, and traffic jams at specific spots.

During the retreat, I managed the greeting of guests at Kyoto Station. Consequently, I did an inspection visit to check the main exits, the path to the local tourist information centre, subway and taxis, tested the information staff in English, and localised and tested the elevators (surprisingly few, small and slow – not great with big suitcases & strollers). Afterwards, I created a detailed document with photos & videos downloadable via a QR code. On Day 1, a colleague and I welcomed the guests at different exits for 7 hours.

On Day 2, I guided a 1-day kimono tour including a rickshaw ride. On Day 3, I assisted a guide with another group during a 1-day sake tour including the visit of a brewery and museum. I was glad to see several guests contribute to the local economy further by buying bottles of local nihonshu/sake to bring home. The guests enjoyed the tours despite the heat & humidity, which proved a bit too high for only one.

Every evening, I also notably accompanied the guests to the banquets and helped colleagues until everybody was back to the hotel.

Beyond that, I answered the questions of many guests wondering what to do during their extra days in Japan after the retreat (day trips, hidden gems, temple stays with meditation), or wondering about their next trip to Japan. In some cases, we discussed business trips related to startups and investment opportunities (unsurprisingly with questions about AI & fintech), and I leveraged insights gained while guiding investors previously (our multi-entrepreneur CEO organises such trips). Feeling this increased interest in Japan was extremely rewarding, especially just a year before Expo 2025.

This was physically very demanding due to the long hours, heat and humidity (I was soaked after the kimono tour – my 7-hour welcome at an open-air exit of Kyoto station was drier but still at 29-30 degrees). Short nights were cut further by the need to wash & dry clothes after midnight. Supplements helped especially considering that this was 10 days of business trip for me (3-day on-site preparations for the retreat + 3-day retreat + ½ day on site to say goodbye to guests + 2½ days of unrelated meetings before in Nagoya & Osaka + 1 unrelated day after in Kamakura for a photo project).

Strengths Of Japan Travel KK

At Japan Travel KK, we offer a comprehensive suite of services to craft a truly unforgettable experience for esteemed attendees while orchestrating intricate requests. From meticulous venue selection and itinerary planning to multilingual staffing and cultural sensitivity training, we handle every detail with unwavering dedication.

In the case of this retreat, we recognized that clear communication and a profound understanding of Indian customs were paramount to success. I suspect that Japan’s biggest travel agencies would not have been able to deliver due to lack of flexibility and cultural understanding (two of our top strengths). The diverse knowledge/backgrounds, positive mind and hard work of our team/staff were also crucial especially due to significant “last minute” requests. Another proof that hiring top staff, then nurturing and keeping them is important.

More visible than several colleagues as I welcomed & guided guests, I received heartwarming thanks & compliments on site on behalf of our team. Our CEO also received similar online messages. All these suggest that the guests were highly satisfied, and that the retreat appeared very smooth.

I can’t speak for our guests but I believe that:

• The retreat provided a truly immersive experience of Japanese culture, allowing guests to explore ancient temples, witness traditional performances, and savour authentic cuisine. Guests left with a deeper appreciation for Japan’s rich history and vibrant traditions.
• The retreat fostered a strong sense of camaraderie among the attendees. Networking opportunities during the banquets and tours allowed entrepreneurs to connect, share ideas, and potentially forge valuable business partnerships.
• The retreat showcased the capabilities of Japan Travel KK to a large audience of Indian business leaders. Participants left impressed by the company’s professionalism, flexibility, and commitment to exceeding expectations.
• The trip offered attendees a chance to step outside their comfort zones and explore a new culture. Immersing themselves in a different way of life broadened their perspectives and sparked personal growth.
• From the excitement of the welcome ceremony to the serenity of the tea ceremony, the retreat provided a multitude of unforgettable experiences that participants will cherish for years to come.

Striving for continuous improvement, we notably consider how to:

• Improve sustainability. The ratio of plant-based food was great; the volume of water bottles was not… Our new sustainability manager Marie may notably wonder which clients/attendees would accept or reject e.g. MyMizu reusable water bottles.
• Make sponsors more visible. Logos on reusable water bottles immediately come to mind.

Is Kyoto Right For Your MICE?

Kyoto is easily accessed from abroad through Kansai International Airport and is connected to main Japanese cities such as Osaka, Tokyo, Nagoya and Hiroshima by high-speed trains. Local transportation is a weakness, with a very-limited subway system, a lack of taxis that can stretch long waiting lines (especially if you want an English-speaking driver), locals complaining that overtourism prevents them from riding public buses, and a lacking of sightseeing bus parking spots leading to long walks (you’ll have to cross several roads and two railway lines to reach the famed line of red gates at Fushimi-inari shinto shrine).

Former capital steeped in traditions and spared by American bmobings and fires during World War 2, Kyoto is the right place to visit an imperial palace, see UNESCO designated world heritages, stroll in major Shinto shrines and Buddhist temples with moss and rock gardens, see geisha, attend a tea ceremony… In a region that saw the birth of Japanese Buddhism, it also welcomes vegans and vegetarians with plant-based cuisine including shojin-ryori. Main sightseeing destination worldwide, it also welcomes Muslims at certified restaurants.

Kyoto is not recommended in July & August as the surrounding mountains trap summer heat and humidity in the city. For that matter, I strongly recommend organising events in far-north Sapporo during that period.

The Kyoto convention bureau is helpful and can introduce venues and activities (e.g. high-quality sword demonstrations). Authenticity will be perceived as wonderful by some but boring by others, starting with children (so pertinence depends on the expected attendees and culture of event organisers). Kyoto tends to be less flexible than other destinations, which is fine when everything can be planned around rules and without change requests but which can create tensions otherwise. From a purely business perspective, I’d expect for example French organisers to find Kyoto more suitable than Indian organisers.

As Kyoto is heading for bankruptcy (expected in 2028), organising an event there is really contributing to the local economy and the maintenance of public services. I’m glad we could contribute so much to the local economy.

Kyoto lacks hotel rooms for big groups.

Ebisuya for the rickshaw tours was a great partner (and they operate in many big cities of Japan so I really recommended them much).

Visiting Kyoto Imperial Palace and Toei Uzumasa Eigamura (Kyoto Studio Park) would have been good options too especially with the kids. A visit to Kashihara or Iga may have been good too.

Orchestrate your Memorable MICE Experience in Japan!

Whether you consider organising a company trip, large-scale retreat, international conference… in Kyoto or elsewhere in Japan, there is certainly a great Japanese city that can welcome you in great ways and fulfil your needs with the support of a company like ours (I now look forward to welcoming big events in Nagoya – Aichi Sky Expo, Osaka, new destinations eg Kaga-onsen, Sendai, Sapporo…!). So if you consider organising a MICE event in Asia or need a partner in Japan, contact me or my team to discuss your vision and allow Japan Travel KK to transform it into a remarkable reality! And if you’re not sure, we can show you some venues and fun tours/activities during a scouting trip…

Besides, we help convention centres & bureaus by advising, training local stakeholders unfamiliar with international needs/expectations, creating PR videos (e.g. “Work Hard, Play Hard”), promoting events…

Feel free to contact me for a consultation or scouting trip!

Beyond: For Professionals

As part of the lessons learnt, we need to spearhead Japan’s digital transformation:

• Automation can save much time and mental energy when e.g. creating paper folders for attendees including common documents and personalised tour selections.
• When numerous changes are expected and when several managers must keep track of many things, shared documents with “suggesting” and “commenting” (e.g. Google Docs) must be at the centre of internal and team↔providers discussions, not labyrinthine email threads with CC.

Accessories are important:

• Umbrellas decorated with the logo of the group were a hit. Some attendees took group photos showing it on purpose.
• I believe that our only failure was the use of magnet-held name tags. They quickly started falling, and were unusable by women wearing gala dresses. We’ll certainly not repeat that mistake.
• “Furin” wind chimes are great decorations for summer buffets on terraces (Japanese + aspect + sound).

Tour guides:

• Be aware that, counterintuitively, many Indians do NOT know anything/much about Buddhism whereas others will react if you mention the Indian name of deities.

• Know name & location of local quality shops selling e.g. samue (traditional clothes I wore while guiding).
• Consider Park Hotel Kyoto, which is very pleasant/comfortable, plants trees for each client, and has vegan breakfasts including homemade pancakes with agave syrup, jam, and soy-based cream.

Travel agency managers/organisers:

• When staff stays several days with the same big group, consider having your staff stay at a hotel different from the clients to enable your staff to have real breaks on evenings and during breakfasts, especially for your staff welcoming or guiding your clients (more likely to be approached by clients for a friendly chat or for answers regarding sightseeing beyond the event). If you stay at the same hotel, it’s recommended to have staff on a different floor and to not provide the room numbers (except maybe for top managers/organisers).
• For safety, health and a good mood, schedule sufficient real rest time for staff, especially in cool places for guides & assistants who accompany clients in the heat and humidity of Japan’s summers. My two days guiding were above 30 degrees with 90% then 80% humidity; my welcome day in open air was also 29-30 degrees but luckily with less humidity. Add time for washing machines and drying machines (they significantly shorten nights and are unavoidable during multi day trips in humid outdoors).
• Make sure to have a plan in place in case of heatstroke (client or staff), slipping due to rain, etc.
• Plan meals for staff with dietary restrictions, especially in Kyoto: many restaurants close early, especially the vegan ones.
• Make sure to clarify all the expectations in terms of duties and work time well in advance, especially if your team is multicultural.
• Plan guides at least 3 months in advance if you need several at the same time for tours in parallel.
• Book early.

My colleagues certainly learnt other lessons based on their different duties & situations.