~Discover Overseas Events for an Extraordinary Experience~
In this post-COVID era, an increasing number of companies are looking to show their gratitude to employees in a special setting and hold impactful “incentive events” to improve employee motivation and engagement. JCD has accumulated a wealth of experience in supporting events held not only in Japan but also overseas, tailored to the needs of our clients.
This time, Konya and Yoshida, event producers from JTB Communication Design (JCD), who were involved in an employee award ceremony and a corporate anniversary party, both held in Hawaii (a popular choice for Japanese companies), will talk about the key points to consider when holding an event overseas and the differences between Japan and overseas.
The unique qualities of Hawaii
Konya:
I was involved in an anniversary event celebrating the company's 100th anniversary. To celebrate the major milestone of the company's 100th anniversary. Employees and their families were invited to attend the large-scale event, with a total of 5,500 people in attendance. The event was held at the Hilton Hawaiian Village resort, which is in a great location right in front of the beach.
Yoshida:
I was involved in an employee awards ceremony for another company. Around 200 people attended, including the families of the employees who received awards. This company holds its awards ceremony in Hawaii every year, and the venue chosen this year was Iolani Palace, the only palace in the United States. In a magnificent space, all the participants were dressed in aloha shirts, the formal attire of Hawaii, with leis hung around their necks, giving the party a truly Hawaiian feel. Combined with the fact that the party was held outdoors, there was an open and relaxed atmosphere.
Konya:
At the event I attended, both guests and staff were wearing aloha shirts, which helped to make the event feel relaxed. The opening began with an opera solo, followed by greetings from the chairman and president, and then hula and Polynesian dance performances. The children of the participants even went up on stage to dance during the hula performance. There was also a band performance and a raffle, and at the end of the party, we collaborated with the hotel to put on a fireworks show. There were plenty of events planned to please all the employees, and the entire venue was filled with a Hawaiian atmosphere.
Yoshida:
The event began with an opening performance of classical hula dancing, followed by an impressive Hawaiian luau show, which I think gave the guests an even stronger sense that they were truly in Hawaii. After the host's greeting and a toast, there was an awards ceremony, and congratulatory comments were displayed on an LED screen. The reason we used an LED screen was because regular projectors have low brightness and are difficult to see outdoors. We also incorporated moving lights, which move for each scene to brighten up the venue. Moving lights can be used for the opening segment, or high-ranking awards, helping to make these stand out from the others. Also, since it was held outdoors, we handed out bubble guns to the participants, who ended up covered in bubbles and had a great time dancing to the DJ's music, a sight that is rarely seen in hotels in Japan.
Extraordinary experiences overseas – the differences between events in Japan and Hawaii
Konya:
The advantage of holding an overseas event is the sense of something out of the ordinary. By incorporating local elements, you can make anniversary events and award ceremonies even more special. There are various ways to do events in Japan too, but running events overseas can create a different mood, and makes for a more special way for the company to express gratitude to its employees.
Yoshida:
If the award ceremony is held in Japan, especially if it is held nearby, participants can often attend the ceremony on the day and then return home immediately. However, if it is held overseas, it will be at least a two-night event. There is a lot of free time, so participants can enjoy sightseeing as if they were on holiday. Thanks to the relaxing mood of Hawaii, people communicated freely, and it seemed like they were able to deepen their friendships.
Konya:
On the one hand, collaborating with overseas staff can be challenging. For example, there are cultural differences and business processes may also differ depending on the country, so it is necessary to understand these and communicate well. These events are more difficult to organise than events in Japan, so it is important to have an experienced event planner in charge.
Yoshida:
Since the number of staff who can be dispatched from Japan and the travel expenses are limited, the planning must be carried out more carefully. Since the locals could not read the script written in Japanese, we responded by creating separate cue sheets in English based on the script. These clearly outlined key points, including instructions regarding lighting and sound. Also, these are surprises that can occur that would never happen in Japan. I feel it is important to understand the cultural differences, take time to communicate in advance, and acquire the ability to make decisions when problems arise.
Budget concerns can be resolved through mindful implementation
Konya:
When planning an overseas event, the budget is naturally a major concern. Of course, it is necessary to prepare sufficient budget, and currently, factors such as the weak yen can make events seem more difficult. For the anniversary event, employees contributed a portion of the travel expenses. These kinds of adjustments can make overseas events more accessible.
Yoshida:
In the case of an awards ceremony, even if it's difficult for all employees to participate, getting selected to participate can become its own goal. Employees may feel "If I win an award, I can go abroad", and this can create a positive cycle within the company's awards system.
Konya:
We also held an awards event at Paradise City, a large hotel in Incheon, South Korea and only high-achieving employees were invited. Depending on the exchange rate, the total cost of the event itself tends to be higher than if it were held in Japan. However, equipment costs may actually be cheaper in some Asian countries, and it may be possible to use equipment that would be too expensive to use in Japan.
A one-stop service that only JCD can provide
Overseas events to boost motivation
Konya:
In Hawaii, there is another JTB group company: MC&A. Therefore, production and operation, including staffing, can be handled smoothly. This is one of the strengths of JCD. While the tasks involved in organizing an event are diverse, connections with local parties are especially crucial for overseas events.
Yoshida:
To hold an event overseas, it is necessary to arrange travel, including flights, hotels, and local transportation like buses. JCD collaborates as a group, with JTB's travel division to provide total coordination for incentive trips, including suggestions for activities other than the awards ceremony. By effectively utilizing the JTB Group network, we can provide one-stop solutions to our clients' challenges, from planning and implementation to effectiveness evaluation and improvement measures for future projects.
Konya:
Our department is called the "Motivation Events Department," and for a long time we have been specializing in corporate events that contribute to boosting the motivation of employees. Therefore, we have many experienced event producers on staff. I often get involved in clients' event projects from the planning phase, and I strive to propose events that offer something fresh for our clients. We can also assist you from the very beginning, helping you to develop your vision for the stage space and production.
Yoshida:
Konya’s planning skills are top-notch. I'm more of an all-rounder. My strength lies in my ability to handle everything from planning to production arrangements on the day of the event, so please feel free to contact me for a consultation.
Events are a way to solve our client’s challenges and we provide full support until the objectives are achieved
Konya:
If you have a desire to host an overseas event, even if you don't have a clear idea in mind yet, we can assist you by working together to consider the challenges involved.
Yoshida:
If you have an idea of something you'd like to do, please feel free to get in touch. Even if you don't have a clear idea yet, we can definitely make it a reality and hold a meaningful event. An event isn't like fireworks that just happen and then it's over; it's a way to achieve your goals. We will support you every step of the way until you see results, so please get in touch.
We have experience in putting together and producing events from scratch, not only for regular events but also for events at newly opened facilities, so please feel free to
contact us with any questions you may have.
