Case Study — Meeting Organisation and Operation

US-Based International Medical Conference
— working directly with a Kyoto conference venue —

Venue: Conference Centre in Kyoto
Organiser: US Secretariat
Attendees: 4000


This annual meeting attracted outstanding attendance on its first staging in Asia. It was an honour for Kyoto Convention Bureau (KCB) to have the special opportunity to share in the action on site.



The meeting was coordinated daily by the dedicated team from central office in the USA. The predominant characteristic of this gathering is an atmosphere of a close community of colleagues that travels the world. The Kyoto staff quickly understood this and effortlessly assumed the roles expected of them. Each worker extended a warm welcome to every participant, in perfect English. The secretariat was particularly delighted by the ease of working alongside Kyoto venue personnel. The notable absence of language and culture barriers was a hallmark of this meeting.

Once again the KCB-sponsored Kyoto Tourist Information Desk was constantly abuzz with people enthusiastic to make the most of the early summer in the city. Kyoto experts performed admirably as guests challenged them to tell more about little-known aspects of the ancient capital. The Desk was able to provide direct contact with transport professionals for smooth travel throughout the city and relaxing hotel-to-airport return journeys.

Throughout, KCB personnel were on hand providing support and advice to the secretariat. This local knowledge was, "absolutely invaluable and certainly integral in making this meeting such a success". Equally, in the true spirit of international meetings, the KCB considers the work to be of great value. The experience and understanding gained first-hand at this convention will enable the organisation to provide the most useful support to your events.