Travel Information

Weather | Attire | Meals | Venue Access | Transportation | Visa | Scholarships


Tokyo has a humid subtropical climate with hot summers and cool winters. The summer is noticeably wetter than the winter, although rain falls throughout the year.

Current Weather in Tokyo

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During the event sessions, the expected dress code is business casual. If you will be traveling around the city, we suggest wearing comfortable shoes and to bring a light jacket and hat.

Welcome Reception

Join us for an opportunity to catch up and mingle with fellow participants in a warm and relaxing atmosphere.  This light lunch reception will serve a variety of Japanese, western and vegetarian courses. Coffee and ice water will be served. Please note that due to limited space and limited food, this reception is open only to registered participants.

Date: Saturday, September 1, 2018
Time: 12:00 to 12:45
Location: Hotel Sunroute Plaza Hotel
Cost: Free for registered participants

For More Information Please Visit the Program Page

Venue Access

Hotel Sunroute Plaza Shinjuku TokyoThe designated hotel and venue site is the Hotel Sunroute Plaza Shinjuku. Hotel Sunroute Plaza Shinjuku is a chic hotel located in the busy Shinjuku business district of Tokyo, Japan. Newly renovated in 2007 with sleek lines and modern furniture, this Tokyo Shinjuku hotel’s guestrooms are both contemporary and inviting for business and leisure travelers. Spacious and considerate, Hotel Sunroute offers guests competitive prices with special discounts and deals and the choice of a variety of guestrooms to meet each party’s specifications. The hotel is located a quick three minute walk from JR Shinjuku Station and bus stations, which conveniently puts Tokyo business travelers in the epicenter of the district’s commerce.


International Travelers

By Taxi (about 120 mins / about 30,000 JPY)

By Limousine Bus

Click Here for the Narita Express Train Timetable Information

Domestic Travelers

Click Here for Maps and Information on the Shinjuku Station Area


Detailed visa policies and other information can also be found on the Japan Ministry of Foreign Affairs website. As of 2017, passport holders from (69) countries have visa exemptions for entering Japan, and do not need to apply for a visa with an invitation letter.

Click Here to See the List of Countries with Visa Exemptions

Invitation Letters

If you are from a country without a visa exemption, then you will need an invitation letter when applying for visa permission to travel to Japan, which can be prepared for registered presenters and audience on a case-by-case basis by the event organizer. If you are unsure, please contact the Embassy or Consulate of Japan nearest you for travel requirements.

Frequently Asked Questions regarding Invitation Letters and Visa Support:

  1. How can I know if I need a visa for travel?
    Contact the nearest Embassy or Consulate of Japan for details.
  2. What visa support is provided by the organizers?
    There are two types of invitation letters: a PDF acceptance letter with an invitation to present, which the organizers provide free-of-charge to all accepted proposals; the second type is a formal invitation letter for travel, which requires additional fees due to the complexity of the application. Formal hard copy invitation letters mailed by express mail service are 15,000 JPY.
  3. What if my visa application is rejected?
    All decisions by the Ministry of Foreign Affairs are final. We cannot and will not assist you if your travel application is rejected.
  4. What if I need a Letter of Guarantee?
    Contact the Embassy or Consulate of Japan nearest you for travel requirements. Please note that registering for the event does not oblige the organizers to provide visa support. If you need a guarantee letter to support your travel documents, we suggest that you ask your university or government for support. The organizers cannot and will not provide guarantee letters to anyone.

Scholarships, Funding & Waivers

  1. Do you offer scholarships, funding or waivers to participants?
    Unfortunately, we are unable to offer scholarships or funding. This is a small event and the budget is very limited. We hope this situation will change in the future.
  2. Can the registration fee be waived or reduced? The registration fee is necessary for covering the event costs (facility use, equipment, materials, breaks, staff, etc.), as such the fee cannot be waived nor reduced; however, we do offer a virtual presentation option.

Any applicants submitting requests for invitation letters or visa support using personal email addresses (i.e. Gmail, Yahoo, Hotmail, etc.) will be rejected without notice and the application file will be deleted.