Case Study — Meeting Organisation & Operation

The Tour You Have Been Waiting For — Japan
Offshore meeting & tour of Kyoto
& other cities

Venue: The Westin Miyako Hotel Kyoto
Organiser: Pharmaceutical Society of Australia
Operation: PSA, Impact Events, Global Marketing Travel (GMT)
Attendees: 300


Participants in “Japan – the tour you have been waiting for” benefited from the results of truly open collaboration between nations, cultures, businesses and convention bureaux. These energetic Australians were keen to make the most of their Japan meeting, and held the main event in Tokyo and Kyoto the modern and ancient capitals of Japan. The success of the project is attributed to the close working relationship that developed between the convention bureaux in Tokyo and Kyoto as well as to the Australian and Japanese business partners. All dedicated themselves to overcoming inevitable business culture differences to produce the package that the guests eagerly expected.

This was for many a first visit to Japan and an opportunity to gain new and inspiring experiences. The pre- & post-conference activities took in a tour of northern islands and a rural adventure in central highlands. As well as conference sessions, activities introduced sightseeing & culture highlights, and time to explore the city at leisure. Each evening was given to the enjoyment Japanese culinary delights from the height of Kyoto fine cuisine through casual dining to popular favourites like sushi and famed Japanese cuts of beef; and no conference is complete without Kyoto entertainment from samurai and maiko geisha.

According to the event planner “much of the success was showing the diversity of Japan” and this was achieved by the cooperation between Kyoto Convention Bureau (KCB) and the other organisations. KCB was ever on hand to offer ideas and impartial advice as requested; be it recommending restaurants or advising on the most effective way of approaching a potential supplier. Indeed KCB“knowledge of what’s what in Kyoto is invaluable”. This support was always provided in conjunction with other parties such that the operation was always conducted by GMT to ensure efficient event production. “We were very impressed with the teamwork and collaboration between the bureaux, GMT and other suppliers”.

The organisers raved about the results of this meticulously planned meeting, “the feedback we received on Japan exceeded the expectations both of ourselves, our client and most importantly the delegates who attended”. Perhaps it was because of the adventurous spirits in the group that this annual meeting was thoroughly enjoyed. In particular “the food was a real highlight” for participants. And the meeting planner enthuses that “restaurants were delightful and it is nice to know we can really eat very cost effectively”. It seems that the much anticipated Japan tour gets an all round thumbs-up, “we are delighted that we received so much positive feedback from the delegates; we received rave reviews and that was from very well travelled people”. In fact, “having done Japan, of course we are very eager to keep selling it”.