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.


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

Venue Access

Hotel Sunroute Plaza Shinjuku TokyoThe designated hotel and venue site is the Hotel Sunroute Plaza Shinjuku. This chic hotel is 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

Domestic Travelers


According to the Japan Ministry of Foreign Affairs, 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.

Please note that registering for the event does not oblige the organizers to provide visa support nor does the registration fee payment include the costs associated with preparing, processing and mailing letters of invitation. An official, original hard copy is stamped, signed and sent by to you by EMS.

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 will be provided for free on a case-by-case basis to confirmed registrants only. Formal hard copy invitation letters mailed by express mail service are 15,000 JPY.

Scholarships, Funding & Waivers

  1. Do you offer scholarships, funding or waivers to participants?
    Unfortunately, we are unable to offer scholarships or funding for this event. 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, so the fee cannot be waived nor reduced; however, we do offer a virtual presentation option (contact us for details).