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Case Study – Finance Firm

We managed the end-to-end planning Global Board of Directors meetings for a multi-national finance firm. All of the Board of Directors were invited to Japan along with their spouse for a global Board meeting. Over a 3 day period, the board members attended business meetings whilst the spouses enjoyed cultural experiences through the spouse program.
Overall Hospitality Coordination
We coordinated all elements of the hospitality, from the limousines that picked up the BOD members arriving from around the world, hotel bookings, welcome packages and gifts, as well as private and business luncheons and dinners. We also assisted in coordinating the travel and exclusive activities or those that had pre/post private trips around Japan.
Board of Directors Meeting
We coordinated famous speakers and site visits, breakout meetings, exclusive luncheon caterings from Japan’s Michelin starred restaurants. We also managed the logistics and operations of the meetings such as simultaneous translation capabilities, busses and transportation, and meeting materials.
Spouse Programs
We pulled together an exciting spouse program that allowed them to visit exclusive spots, meet cultural people, and get a true insight into Japan.
Dinner Events
We arranged special dinner events, for the members to meet and greet the Senior management of Japanese clients, politicians, and other executives.
We have been servicing this client for multiple board meetings held in Japan.

Case Study – Luxury Brand

A large group of VVIP clients to a renowned ‘Grand Cinq’ Jewelry brand, were invited to Japan for a Gala event launching a new collection of Estate pieces, sales presentation, and hospitality opportunity. This hospitality trip enabled the sales representative and boutique managers from their respective countries, to escort the clients to Japan, entertain, and host them. The clients attended official events, such as a gala dinner and sales presentations – however were also allowed to choose various activities of their choice.
Logistics and operations were closely managed by our on-site secretariat team.
Overall Hospitality Coordination
All clients had a limousine, driver, and translator guide at their disposal for the duration of their trip. Hotels were pre-decorated with a welcome letter and gift set carefully selected to suit each client. Each were given itineraries that consisted of official dinners, gala event, sales presentation, as well as free time that included tours, activities, spa treatments, and shopping of their choice.
Clients had hair and make up in their room prior to the gala dinner, and personal photographer to photograph their trip. Each meal was pre-selected at a Michelin-starred restaurant, hosted by various executives from the brand.
Each client was closely managed, to ensure that they attended all official events, but also had the flexibility of doing everything they wanted, coordinated behind the scenes by our capable on-site secretariat.
Extra activities
Whether the client wished for private flower arrangement lessons, a private tour of Kyoto’s famous temples, a culinary experience around Tsukiji fishmarket or a Kimono fitting session, their wishes were coordinated.
We have managed this client’s hospitality events for 3 years running.