From Tokyo boardroom conferences to private temple gala dinners — Vb Japan DMC delivers end-to-end MICE and incentive travel management for UK, US and European companies in Japan.
Our Services
We manage every element of your corporate event or incentive program in Japan — from venue sourcing to airport transfers, cultural programming to gala dinners.
Venue sourcing, AV production, catering management and full delegate logistics for conferences of 10 to 500+ attendees across Tokyo, Kyoto and Osaka.
Reward your top performers with transformative Japan experiences — exclusive access, private dining, cultural immersion and luxury accommodation that creates lifelong memories.
Japan is the world's most sophisticated backdrop for a premium brand event. Castle grounds, temple gardens, rooftop spaces — we source venues that make your launch unforgettable.
Sake brewing, taiko drumming, ramen cooking classes, samurai experience, calligraphy workshops — we design team activities that are both memorable and culturally meaningful.
Private kaiseki dinners in ryokan gardens, Geisha performances, sake sommelier evenings, rooftop banquets with Tokyo skyline views — every gala dinner is unique to your group.
Private coaches, executive vehicles, bullet train charters and helicopter transfers — all delegate movement managed with precision and comfort throughout Japan.
Event Destinations
Each of Japan's major cities offers a completely different event character — from Tokyo's global corporate infrastructure to Kyoto's timeless cultural venues.
Asia's premier business city. World-class convention centres, luxury hotel ballrooms, rooftop venues and extraordinary dining — ideal for large-scale conferences and product launches.
Japan's cultural capital. Private temple gardens, historic machiya townhouses, traditional performing arts venues — incomparable for incentive events and executive retreats.
Japan's food capital and a rising MICE powerhouse. Osaka Castle as a backdrop, Michelin-starred group dining, and a vibrant city energy that energises any delegate group.
Signature Incentive Experiences
Every incentive program we design is built around experiences your winners have never had before — and will never forget.
Exclusive after-hours access to a major Kyoto temple — lit by lanterns, empty of tourists, guided by a temple priest. An experience available to no other group that evening.
Private access to a working sake brewery, guided by the toji (master brewer). Blend your own sake, bottle it, and take it home — a tangible memory of Japan's most iconic drink.
A private gala dinner on a rooftop terrace above the city — Japanese wagyu, curated sake pairings, a traditional dance performance — with Tokyo glittering in every direction.
Your group arrives at Miyajima Island before the first ferry of the day — the floating torii, the deer, the silence — experienced privately before the island opens to visitors.
An early morning visit to an active Tokyo sumo stable — watch the wrestlers train, meet the master, and understand one of Japan's most ancient and physically extraordinary sports.
Exclusive use of a traditional Japanese inn — the entire property, its onsen baths, gardens and kitchen — for your group alone. The ultimate Japan experience, entirely private.
Sample Programs
Every program is built from scratch around your group. These samples show what is possible — your version will be shaped entirely by your winners' profile.
How We Work
Share your event objectives, delegate profile, dates and budget. We ask the right questions to understand what success looks like — not just logistically, but experientially.
Within 5 business days we return a full event concept — venue recommendations, programme outline, cultural experience suggestions, accommodation and ground transport — with transparent costing.
We refine the proposal through as many rounds as needed. Once approved, we handle all supplier contracting, deposits and confirmations — you receive a single point of invoice.
Delegate briefing packs, dietary and access requirement coordination, AV and production management, supplier briefings and a full run-of-show document — every detail confirmed before your group arrives.
Our team is present throughout — at the airport on arrival, on-site at every venue, available 24/7 for any issue. Your delegates never see the logistics. They only experience Japan.
Who Books This
In-house teams running a conference, offsite or product launch need a single point of contact who can source venues, manage AV and production, and confirm supplier contracts without the buyer having to manage Japanese-language vendors directly.
Agencies designing a reward trip for top performers need experiences that genuinely differentiate the program — private access, cultural depth, moments the group couldn't book themselves — priced net so the agency margin is protected.
Professional conference organisers need delegate-scale logistics — registration-linked room blocks, breakout-session venues, delegate transport — planned with the same rigour as the plenary program itself.
Travel managers overseeing recurring Japan events need consistent supplier quality and predictable commercial terms across multiple programs a year, not a one-off relationship rebuilt from scratch each time.
Commercials
Unlike a single-service quote, a MICE proposal is assembled from several supplier contracts at once — venue hire, catering, AV and production, ground transport, and any cultural or gala programming — each negotiated and quoted net, then presented to you as one itemised concept rather than a blended package price. This means you can see exactly where the budget goes and adjust individual elements without re-costing the whole event.
Delegate capacity and event format are the two biggest cost drivers: a 500-delegate conference with breakout rooms and full AV production runs on a completely different commercial footing to a 20-person executive incentive trip built around private access experiences. We scope both the same way — brief, concept, refinement, confirmation — but the supplier mix and lead times differ substantially.
Rates are quoted net and non-commissionable, the same principle behind every service we quote. A USD 100 contract fee secures the booking once the concept is approved, credited against the final invoice, and cancellation runs on a sliding scale: 20% of total cost at 45 days or more before the event, 50% at 22–44 days, 100% at 21 days or fewer.
Trade Terms
The minute-by-minute schedule for an event day, covering every supplier, session and transition — the document everyone on-site works from.
Exclusive use of an entire venue or property for one group, rather than sharing it with other guests or bookings on the same day.
A smaller meeting space used for parallel sessions alongside a conference's main plenary hall — a standard requirement for multi-track events.
The rate we quote you with no commission folded in. What you charge on top is up to you — your client never sees our number.
FAQ
Net and non-commissionable. You see exactly what venue, supplier and logistics costs are and set your own margin on top.
Within 5 business days for a first full concept, including venue recommendations, programme outline and transparent costing.
From small executive groups of 2 to large conferences and incentive programs of 500 or more delegates.
Yes — venue sourcing, AV and production management, catering, cultural programming and gala dinners are all coordinated within the same file.
Yes — the same team that builds the proposal is present on the ground during the event, with a 24/7 line for anything that comes up.
45 days or more before the event: 20% of total cost. 22 to 44 days: 50%. 21 days or fewer: 100%. Full terms are on our Partner Policy page.
Why Us
Sourcing venues and vendors in Japan directly from overseas is genuinely difficult — the best venues and suppliers often don't run English-language enquiry channels, contracts and deposit terms follow local business practice, and availability at the venues most worth booking (a private temple, a signature rooftop space) closes out well before it would appear on a general search. We hold the standing relationships that make those venues bookable at all, not just findable.
It also means your event is planned inside the same operational discipline as the rest of our trade business — net rates on every supplier, a single itemised proposal rather than five separate vendor quotes to reconcile yourself, and a team physically present on-site throughout rather than a local fixer who disappears once contracts are signed.
Work With Us
Tell us what you need and we will return a full concept within 5 business days.
Send us your initial brief and we will return a full event concept within 5 business days — or speak to our team directly on WhatsApp today.