How to Choose a Venue for an International Conference: A Complete Guide to Selection Points and Booking Procedures

It's no exaggeration to say that the success of an international conference depends on the choice of venue. Especially for international conferences that welcome many guests from overseas, the venue represents Japan and the organizing body.

However, once you start looking for a venue, you'll likely face many questions and anxieties, such as "What criteria should I use to choose one?", "What kinds of facilities are available?", and "Can it meet international requirements?".

This article provides a comprehensive explanation for those responsible for planning and arranging venues for international conferences, covering everything from the basic principles of venue selection to specific selection steps and important checkpoints to avoid mistakes.

If you read this to the end, you should see a concrete path to finding the perfect venue for your international conference and ensuring the satisfaction of all participants from around the world.

Please use this as the first step towards creating the best possible international conference.

What is an international conference?

First, let's clarify the definition of an "international conference/convention."

An international conference is a formal meeting where participants from across national borders gather to share information, exchange opinions, and discuss a specific topic. Their purposes and scales vary widely, ranging from academic presentations to intergovernmental meetings, annual general meetings of international organizations, and strategic meetings of global corporations.

Unlike domestic conferences, its greatest characteristic is the presence of multiple languages being spoken and the gathering of people from diverse cultural backgrounds.

These international conferences are also an important component of "MICE," which is a larger framework for business events.

What is MICE?

MICE is an acronym formed by combining the first letters of the following four business events:

• Meeting: Corporate training sessions, meetings, etc.
• Incentive Travel: Corporate incentive and training trips.
• Convention: International conferences, academic conferences, etc.
• Exhibition (or Event): Exhibition, trade fair, event

MICE events attract many people from all over the world and bring significant economic benefits and international business opportunities to the host region, which is why national and local governments are actively working to attract them.

Organizing international conferences is a core activity of MICE (Meetings, Incentives, Conferences, and Exhibitions), and is extremely meaningful as it contributes to international exchange and economic development.

What is MICE? A complete explanation of its meaning, specific examples, and venues.

Why selecting a venue for an international conference is particularly important

The venue is more than just a "place." It is a strategic element that greatly influences the success or failure of an international conference, and its importance can be summarized in the following three points:

"Comfort" is a key factor in participant satisfaction.

Many international participants arrive feeling exhausted from long flights and jet lag. Therefore, a location that is easily accessible from an international airport and provides a sense of safety and security is an absolute requirement when selecting a venue.

Comfortable facilities that allow participants to recover from long journeys and a stress-free, high-speed internet connection are fundamental to ensuring participants are in top condition for the conference. A lack of consideration for these factors could negatively impact not only the conference itself but also the overall reputation of the host country and city's hospitality.

The journey to the venue is the first experience participants have in that country, and it shapes their first impression.

Functionality that maximizes meeting outcomes

The true value of international conferences lies in the lively discussions that transcend language and cultural barriers, and the new insights and networks that emerge from them.

Simultaneous interpretation booths and state-of-the-art audio-visual equipment are essential for smooth discussions. Furthermore, modern international conferences strongly demand inclusivity to accommodate diverse participants. Meticulous consideration for diverse dietary needs, including halal, vegetarian, and allergy-friendly options, the provision of prayer rooms, and complete barrier-free design are indispensable for all participants to feel respected.

Furthermore, if government officials (VIPs) are to attend, the venue must also possess advanced security features, such as ease of developing security plans.

"Brand value" that enables communication to the world

The venue is a powerful medium for showcasing the brand image of the host country/city and the organizing body to the world.

A venue steeped in history and tradition conveys "reliability," while a state-of-the-art convention center silently communicates "innovation." However, even more important is the provision of unique experiential value that can only be obtained in that particular location.

A location that allows participants to experience uniquely Japanese culture and abundant nature during breaks in the meeting stimulates their creativity and leaves a lasting impression. While the content of the meeting itself is important, the accompanying experiences, if memorable, significantly enhance the overall value of the meeting.

Thus, venue selection is an extremely important decision that determines the overall quality, results, and satisfaction of participants from around the world of an international conference, based on three aspects: comfort, functionality, and brand value.

7 Steps to Successfully Choosing a Venue for an International Conference

So, what specific steps should you take to choose a venue? Here are seven steps to systematically and efficiently find the perfect venue.

[Step 1] Clarify the purpose and outline of the international conference.

This is the most crucial step, forming the foundation for everything else. Let's articulate the following points in detail. Clarifying these will reveal the necessary venue size and functionality, as well as the required service level.

Purpose of holding the event

What do you want to achieve? What is your goal?

Examples: Publication of the latest research findings, establishment of international standards, promotion of international cooperation, etc.

Target audience

Who do you want to participate? (Nationality, field of expertise, etc.)

Examples: Researchers from various countries, government officials, executives of global companies, etc.

Main Content

What kind of program is planned?

Examples: Keynote speeches, panel discussions, poster sessions, breakout sessions, receptions, etc.

Language used

What is the official language? Is simultaneous interpretation necessary?

[Step 2] Decide on the format of the event (in-person, online, or hybrid).

Following the COVID-19 pandemic, the options for event formats have diversified to include in-person, online, and hybrid formats. For international conferences in particular, hybrid formats are a viable option as they address issues such as time differences and travel costs. Let's decide which format to use.

■ In-person event

A traditional format where all participants gather together. It is best suited for networking and fostering a sense of unity.

■ Online event

Participation is possible regardless of location. Costs can be reduced, and geographical constraints can be eliminated.

■ Hybrid event

This format combines in-person and online elements. While it maximizes participation opportunities, it requires high-quality streaming equipment and a complex operational structure that includes language support.

[Step 3] Determine the number of participants and budget in detail.

Next, we will finalize specific figures such as the number of participants and the budget.

First, you need to consider the number of participants. You need to estimate the maximum number of attendees and the breakdown by country/region to determine the venue's capacity. To comply with fire safety regulations, it's common to choose a venue with a slightly larger capacity than necessary.

Next, we determine the budget. This includes not only venue fees, but also simultaneous interpretation-related expenses, equipment costs, personnel costs, food and beverage costs (taking into consideration religious restrictions, etc.), security costs, and other expenses. We calculate how much we can spend in total. It is essential to set a realistic amount that also takes into account exchange rate fluctuation risks.

[Step 4] Select an area and location.

Prioritizing the convenience of international participants, we will narrow down the event locations. The three most important factors are "accessibility from international airports," "distance from the nearest train station," and "availability of accommodations."

Access from the international airport

The area around the terminal station, which offers easy access with minimal transfers from the airport, is the most promising option. Be sure to also check for the availability of limousine buses.

Distance from the nearest station

Ideally, the property should be within walking distance of the station (around 5-10 minutes). If it's farther, we will consider arranging a shuttle bus.

Surrounding environment

Other important selection factors include whether there is a sufficient supply of accommodations of various ranks, whether there are restaurants available for use after the reception, and whether the area is safe.

[Step 5] Identify the necessary equipment and services.

Based on the outline clarified in Steps 1-3, list the essential equipment and services. The following items are particularly important for international conferences.

Basic equipment	Projector, screen, microphone, podium, etc.
Equipment specific to international conferences	-Simultaneous interpretation booths: Can they accommodate the required number of languages? • Multilingual signage: Venue information and program display
Communication environment	High-speed, stable Wi-Fi is essential. It's especially crucial for hybrid events.
Waiting room/cloakroom	Are there waiting rooms for VIPs and speakers, and is there a cloakroom to store participants' belongings?
Food and beverage/Catering	Is it possible to accommodate diverse food cultures and customs, such as halal, vegetarian, and allergy-friendly options?
Security System	Can they handle VIP protection and the overall security plan for the venue?
Support System	Are there always specialist staff who are familiar with the equipment and interpretation systems, and staff who can handle multiple languages?

[Step 6] List potential venues and compare them.

Now it's time to find a venue. We'll create a list of several candidates based on information from convention bureaus in each city, specialized websites, and past performance. Creating a comparison table of the listed venues using the following items will make it easier to make an objective decision.

• Venue name
• Capacity (main hall, breakout rooms)
• Venue rental fee
• Fees for the use of ancillary facilities (interpreter booths, etc.)
• Cancellation Policy
• Access from the international airport
• Capacity of surrounding accommodations
• Availability
• Special notes (e.g., experience with international conferences, security level, availability of multilingual staff)

[Step 7] Visit the site and make a final decision.

Once you've narrowed down your choices to two or three locations, try to visit them in person as much as possible. You'll be able to gather a lot of important information that you can't get from websites or brochures alone.

The first thing to check is the scale and formality of the space. We need to confirm that there is sufficient space not only in the main hall but also in the breakout rooms and poster sessions, and that the overall cleanliness and atmosphere match the brand image.

Next, we'll check the "flow of movement" from the perspective of international participants. Is it easy to move from the reception area to the main hall, breakout rooms, and restrooms? Can it be understood intuitively even without language signs? By actually walking the route, we can prevent confusion on the day of the event.

Furthermore, be sure to check the location and condition of the simultaneous interpretation booths. And most importantly, the venue staff member guiding you will demonstrate a deep understanding of international conferences and possess strong proposal skills. This is a crucial factor in determining whether they can be trusted as a partner in ensuring the success of your conference.

Therefore, carefully consider the realistic information obtained from the site visit and the details of the estimate to make a final decision you won't regret.

Five key points to keep in mind

In addition to the steps above, we will explain five points that you should pay particular attention to. By keeping these points in mind, you will be able to choose a higher-quality venue.

The "atmosphere of the venue" embodies the Japanese brand.

Check whether the venue's design, furnishings, and views from the windows convey the charm of Japan and the unique character of the host city. Features that make visitors think, "I'm glad I came to Japan," such as a view of a Japanese garden or displays of traditional crafts, are a significant advantage.

"Layout flexibility" to accommodate diverse programs

Check whether the facility has a flexible configuration that can accommodate diverse needs, including not only the main hall but also multiple breakout sessions, poster sessions, business meeting spaces, and prayer rooms. It is important to check whether large rooms can be partitioned and whether there are a sufficient number of rooms of various sizes.

"Quality and variety of meals" to enhance participant satisfaction

The meals served at lunch and receptions significantly impact the overall satisfaction of an international conference. The ability to meticulously accommodate diverse dietary needs, including allergies, vegetarianism, veganism, and halal diets, as well as religious restrictions, is essential. If possible, we recommend offering a tasting.

Technical support system to ensure peace of mind on the day of the event.

Trouble with the sound, lighting, video, and above all, the simultaneous interpretation system on the day of the event is something we absolutely want to avoid. A venue with on-site technical staff specializing in each field, providing consistent support from setup to the actual event and dismantling, is extremely reassuring.

Review the "Contract Details and Cancellation Policy" to avoid risks.

Before signing a contract, be sure to check the cancellation policy. Knowing exactly when and what percentage of cancellation fees will apply is essential for preparing for unforeseen circumstances. Also, carefully review the fee structure and any cases where additional charges may apply, and resolve any questions you may have.

A practical guide to arranging and booking venues for international conferences.

We will now outline the specific steps involved in arranging and booking the venue, in chronological order, alongside the venue selection process.

Inquiries and availability checks (1 to several years ago)

It's not uncommon for international conferences to consider venues from the bidding stage. Once you find a venue you're interested in, the first step is to inquire by phone or through their website to check availability for your desired dates. Providing a brief overview of your conference at this stage will help the subsequent discussions go more smoothly.

Request for provisional booking and quote

If there is availability, let's check if we can make a provisional booking. The provisional booking period varies depending on the venue, but during this time we will request a detailed quote.

Site inspection

As mentioned earlier, a site visit is always conducted during the provisional booking period. This is an excellent opportunity to speak directly with a sales representative and resolve any detailed questions you may have.

Conclusion of this Agreement

Once you are satisfied with the site visit and the estimate, you will formally sign the contract. Generally, the contract is finalized upon payment of the application fee.

Detailed meeting with the operations manager (3 months to 1 year prior)

After the contract is signed, we will finalize the details with the venue's operations staff, including the day's schedule, layout, equipment, security, catering, and multilingual support. We will hold multiple meetings to ensure thorough preparation.

On the day of the international conference

The meeting will be conducted based on the content of the final meeting. On the day of the meeting, we will work closely with the venue staff to ensure smooth operation.

If you're looking to entertain international guests, we recommend the resort-style international conference venue, PHOENIX SEAGAIA RESORT.

If you are looking for a venue in Japan that meets high international requirements and can offer a special experience to international participants, we recommend PHOENIX SEAGAIA RESORT.

SEAGAIA is more than just a convention facility; it's an integrated resort that caters to all MICE needs, from international conferences to corporate incentive travel.

Here are three reasons why SEAGAIA is a recommended venue for international conferences.

Access from the international airport and overwhelming capacity

Located approximately 30 minutes by car from Miyazaki Bougainvillea Airport, it boasts excellent accessibility. With over 30 venues of various sizes, including the "SEAGAIA Convention Center" which can accommodate up to 5,000 people, it can flexibly accommodate international conferences of all sizes and purposes.

We have the latest sound, lighting, and video equipment, as well as a complete streaming environment for hybrid events.

The special experience that only an all-in-one resort can offer.

All facilities, including convention venues, hotels (such as PHOENIX SEAGAIA OCEAN TOWER), a variety of restaurants, hot springs, a golf course, and a spa, are concentrated within the resort.

Participants can refresh themselves before, during, and after meetings without the stress of travel. The magnificent location overlooking the Pacific Ocean and the unique atmosphere created by Miyazaki's culture, the setting of Japanese mythology, will provide international participants with unforgettable memories of Japan and foster a special sense of unity.

Multilingual support and one-stop support from an experienced team of experts.

Our experienced team of international conference specialists provides one-stop support, from venue selection and planning to on-site management. Leveraging the abundant ingredients of Miyazaki, a treasure trove of food, we offer high-quality catering that can accommodate halal-certified meals, as well as unique activity programs that allow attendees to experience Japanese culture. We respond to all of the organizers' requests, providing strong support for the success of your international conference.

"Resort MICE" events, held in a special environment away from the hustle and bustle of everyday life, offer a unique and memorable experience for international participants.

From intergovernmental meetings to international academic conferences, our dedicated staff will propose the optimal plan tailored to your needs. Please feel free to contact us, even if you are in the early stages of planning.