Tokyo

Visa-Free Entry: Citizens from over 70 countries (including the US, Canada, the UK, Australia, and most of Europe) can enter Japan visa-free for tourism or business conferences for up to 90 days.

Visit Japan Web (Mandatory Digital Hub): Tell all attendees to create an account on the Visit Japan Web portal before they fly. They must upload their passport details and fill out their digital Immigration and Customs declarations here. This generates QR codes they will scan at the airport kiosks, drastically speeding up their exit. Paper forms still exist, but the digital route is the standard.

Passports: The standard 6-month passport validity recommendation applies, and they must have at least one blank page for the landing sticker.

From Haneda: The quickest ways into central Tokyo are the Tokyo Monorail (connecting to the Yamanote Line) or the Keikyu Line. Taxis are also a viable, though pricier, option from Haneda.

From Narita: Since Narita is about an hour outside the city, a taxi will cost hundreds of dollars. Attendees should take either the Narita Express (N'EX) train to major stations like Shinjuku, Shibuya, and Tokyo Station, or the Keisei Skyliner if they are heading toward Ueno or Asakusa.

Transit IC Cards (Crucial): To ride local subways and trains, attendees need an IC card to tap in and out. Tell iPhone users to add a digital Suica or PASMO to their Apple Wallet before arriving in Japan. Android users or those wanting physical cards can purchase a Welcome Suica or the newly launched Tourist PASMO (as of May 2026) directly at the airport.

Tokyo Subway Ticket: If they plan to use the metro heavily, the 24/48/72-hour Tokyo Subway Ticket is a great deal and can now be purchased digitally via a QR code.

Currency: The Japanese Yen (JPY).

Cash vs. Card: Japan is no longer the heavily cash-based society it once was. Contactless payments (Apple Pay, Google Pay) and international credit cards are widely accepted at hotels, convenience stores (konbini), and most restaurants. However, they must carry some cash (around 10,000 to 20,000 JPY) for smaller traditional eateries, street food, and temple donations. ATMs at 7-Eleven or Japan Post are the best for foreign cards.

Zero Tipping Culture: Tipping is deeply ingrained as unnecessary and often confusing. Good service is considered a standard of pride, not something to be tipped for. Leaving money on a table will result in a waiter chasing the attendee down the street to return their "forgotten" change.

Plugs and Voltage: Japan uses Type A plugs (two flat, ungrounded parallel pins, exactly like North American plugs but without the third round earth pin) and runs on 100V. Most modern laptop and phone chargers are dual-voltage (100-240V) and will work fine, but high-wattage items like hair dryers might struggle.

Staying Online: Free public Wi-Fi is spotty and often requires cumbersome registrations. The absolute best way to stay connected is by purchasing a travel eSIM (like Airalo or Ubigi) before they depart. Alternatively, if they have multiple devices or are traveling in groups, renting a Pocket Wi-Fi router at the airport is incredibly popular and reliable.

Local Culinary Highlights: Tokyo has more Michelin stars than any other city on earth, but incredible food is everywhere. They must try authentic Edo-mae Sushi, slurp a bowl of rich Ramen, and experience a lively Izakaya (Japanese pub) for skewers and drinks after the conference.

Dietary Restrictions (A Major Challenge): Vegans and strict vegetarians will struggle. Japanese cuisine relies heavily on dashi (fish broth) and bonito flakes, which are often hidden in seemingly vegetarian dishes like tofu or vegetable soups. Gluten-free diners will also have a hard time, as soy sauce contains wheat and is ubiquitous. Point them to specialized apps like HappyCow or specific vegan-friendly restaurants in advance.

Basic Etiquette: Do not eat or drink while walking down the street (stand near a vending machine or convenience store to finish). On trains and subways, keep voices hushed and phones on silent mode.

The City Vibe: Tokyo isn't one singular downtown; it's a massive collection of distinct mini-cities connected by trains.

The "Must-Sees": Shibuya Crossing & Meiji Shrine: Experience the organized chaos of the world's busiest pedestrian crossing, then take a short walk to the serene, forested grounds of the Meiji Jingu shrine. Senso-ji Temple (Asakusa): Tokyo's oldest and most significant Buddhist temple, approached via the Nakamise shopping street, offering a glimpse into traditional Japan. Shinjuku: The neon-lit entertainment hub. Great for nightlife, dining, and seeing the city from above at the free Tokyo Metropolitan Government Building observation decks.

Navigating the Stations: Tokyo’s major train stations (like Shinjuku or Tokyo Station) are massive, multi-level labyrinths. Tell attendees to rely heavily on Google Maps to find the correct Exit Number (e.g., "Exit A4"). Following the yellow signs to the correct exit will save them from walking blocks in the wrong direction above ground.