Hire Conference Venues in Tokyo

1) The Types of Conference Rooms for Hire in Tokyo

Whether it’s a sleek corporate gathering, a spirited, creative brainstorming session, or a decisive investor pitch, Tokyo provides a spectrum of sophisticated conference rooms tailored precisely to your occasion. Here’s an overview of the diverse spaces the city has to offer:

1. Classic boardrooms: For formal meetings and executive discussions, Tokyo’s boardrooms bring professionalism with a side of skyline views. Think of high-backed chairs, polished tables, and top-tier amenities that are perfect for making a strong impression.
2. High-tech conference halls: If you need cutting-edge AV equipment and seamless hybrid meeting capabilities, you'll be pleased to know that Tokyo is home to high-tech venues. These spaces cater to global teams, with simultaneous translation services, ultra-fast Wi-Fi, and crystal-clear video conferencing setups.
3. Co-working and creative spaces: Not all meetings happen in stuffy boardrooms. Tokyo’s creative hubs offer relaxed yet functional settings with cosy seating, writable walls, and an atmosphere designed to spark new ideas. 
4. Conference rooms in hotels: If you want a polished space with catering options and concierge-level service, hotel conference rooms are the way to go. They come in all sizes, from intimate meeting spaces to grand ballrooms that can double as conference venues.
5. Traditional Japanese conference rooms: For a setting that's quintessentially Tokyo, consider a tatami-style conference space. Blending modern technology with traditional aesthetics, these serene rooms typically feature sliding shoji doors, low tables, and a tranquil ambience. Ideal for intimate gatherings or focused, private discussions, they offer a distinctive experience that echoes Japan’s graceful sense of hospitality..

2) The Best Areas to Hire Conference Rooms in Tokyo

Tokyo is a city that knows how to do business. Finding the right conference room in the right area can make all the difference. Luckily, Tokyo has plenty of options, here’s where to start your search:

1. Marunouchi: Right next to Tokyo Station, Marunouchi is packed with corporate headquarters, luxury hotels, and sleek conference rooms. If you're hosting a high-level meeting, this is the place to impress. Bonus: some of the city's best restaurants are just steps away for post-conference discussions.
2. Shinjuku: A business powerhouse with an energetic edge. Conference rooms here often come with skyline views from towering skyscrapers. And with one of Tokyo's biggest transport hubs at its centre, getting here is a breeze. And if you want to turn your conference into a networking dinner? You've come to the right place.
3. Shibuya: This is the place to be for startups, creatives, and tech companies. Conference rooms in this area are modern, stylish, and collaborative. It's the perfect place for brainstorming sessions, workshops, or anything else that needs a fresh perspective.
4. Ginza: Where business meets luxury. If you need a conference room that exudes sophistication, Ginza has you covered. High-end venues, impeccable service, and an atmosphere that says, "we mean business"—this is where deals get sealed in style.
5. Tokyo Bay: If you're looking for something spacious and different, conference venues near Tokyo Bay offer water views and a more relaxed atmosphere. Great for corporate retreats, large seminars or just a break from the hustle and bustle of the city.

3) How Much Will a Conference Space in Tokyo Cost?

One of the best things about planning a conference in Tokyo is that there are plenty of venues to choose from, whether you're working on a tight budget or want to go all out. Here's a quick breakdown to help you plan:

• Budget-friendly venues: Basic meeting rooms with essential amenities such as seating, Wi-Fi and a simple AV setup start from €30 to €100 per hour. These conference spaces work well for smaller gatherings or internal meetings that don't require extensive features.
• Mid-range conference rooms: Venues with advanced audiovisual equipment, stylish seating and on-site support typically cost between €100 and €350 per hour. These offer a comfortable professional environment, making them suitable for client meetings and medium-sized conferences.
• High-end venues: Premium conference spaces with modern interiors, top-of-the-range AV systems, and exclusive services start at €350 per hour. Prices for larger spaces or high-end locations with panoramic city views and luxury amenities may increase.

Other costs to keep in mind:

• Audiovisual equipment: Basic AV hire costs between €300 and €900, while advanced setups with interactive screens and multiple displays cost between €900 and €3,000.
• Catering: Coffee breaks start at €4 per person. Buffet lunches range from €10 to €25 per person, while formal dining experiences such as gala dinners range from €25 to €90 per person, depending on the menu and venue.
• Conference materials and branding: Badges, signage, and printed materials typically cost between €200 and €800, with additional costs for customised notebooks, pens and stationery ranging from €150 to €350.
• Professional event planners: It's a good idea to budget between €800 and €2,200 for this, depending on the complexity of the event. On-site staff and coordinators cost between €80 and €400 per day, while security services range from €400 to €1,500, depending on the level of security required.
• Digital marketing campaigns: Social media advertising and email promotions, typically cost between €400 and €1,600. Printed promotional materials such as banners and posters cost between €200 and €800.
• Transport & Accommodation: Shuttle services for guests cost between €300 and €900. Hotels in Tokyo offer a range of options, with average rates ranging from €40 to €180 per person per night, depending on the level of accommodation.
• Insurance: Conference insurance policies, which cover liability and other risks, range from €400 to €1,500.

4) Don’t Forget About Catering When You Book a Conference Room

The right catering can elevate a conference from functional to unforgettable, keeping attendees both engaged and energised throughout the day. In Tokyo, where culinary artistry meets impeccable service, you’ll find offerings to suit every palate. Whether you’re after elegantly plated kaiseki, bold international flavours, or health-conscious fare with flair, the city’s top-tier caterers are poised to impress. Here’s a closer look at some of the finest options available:

1. Hilton Tokyo Catering: For those looking to add a touch of luxury to their meeting, Hilton Tokyo brings the same world-class hospitality found in its hotels to off-site events. 

The catering service offers a diverse selection of Japanese, Chinese and Western cuisine, all presented with the polish and professionalism you'd expect from an international hotel brand. 

From beautifully arranged buffets to carefully curated plated meals, Hilton's catering team ensures that both taste and presentation leave a lasting impression.

2. Tokyo Catering Co.: With over 50 years in the business, Tokyo Catering Co. brings seasoned expertise to the table, effortlessly managing large-scale events with finesse. Known for their bespoke catering solutions tailored specifically to corporate clients, they deliver flawless service—regardless of event size. Their versatile menu spans refined Japanese delicacies to classic Western fare, making them ideal for conferences hosting a diverse guest list. From individually packaged meals to lavish buffet spreads, they adapt seamlessly to your event’s format and style.

3. Kiwi Kitchen: If you're looking for something fresh and healthy, Kiwi Kitchen brings a modern, healthy approach to catering. Serving embassies, corporations, and private events since 1999, they focus on international cuisine with an emphasis on quality ingredients and balanced meals. 

Their menu includes a variety of colourful salads, hearty sandwiches, and delicious main courses, perfect for keeping conference participants energised without the post-lunch slump. 

In addition, their experienced staff can be hired to ensure smooth service throughout your event.

4. Tokyo American Club Catering: For a fusion of comfort food and upscale international cuisine, Tokyo American Club's catering service is a strong contender. Whether you need an elegant cocktail reception or a full-course meal for a high-profile conference, their chefs create menus that blend American favourites with global flavours. 

They also offer a full range of beverage options, making them a great choice for networking events or post-conference receptions. Their off-site catering services come with professional event planning support, so you can focus on your conference while they handle the details.

5) Amazing Breakout Ideas for Your Conference Venue in Tokyo

Let's face it: conferences can be a lot. After hours of presentations and panel discussions, everyone could use more than just a coffee and cookies break. Enter creative breakout sessions! In a city as vibrant as Tokyo, endless ways exist to energise your attendees.

1. Mini meditation & matcha: Give the mind a moment to reset with a guided meditation session, followed by a traditional matcha brewing experience. It's the perfect way to balance focus and relaxation, Tokyo style.
2. VR & AI demos: Tokyo is a global tech hub, so why not tap into that? Set up a breakout space with the latest VR experiences or AI-powered gadgets, giving attendees a glimpse of the future while they take a break from their screens.
3. Sushi Rolling 101: Food is always a winner, and a hands-on sushi-making workshop allows participants to bond while making (and eating) their own creations. It's also a great way to bring a little bit of Tokyo home.
4. Manga & calligraphy corner: Tap into Japan's artistic side with a manga drawing or Japanese calligraphy station. Participants can sketch their own characters or practice elegant kanji strokes. Either way, it's a relaxing break from business.
5. Shibuya-style silent disco: For a breakout with a burst of energy, why not try a silent disco? Attendees can put on headphones, switch between playlists, and let loose — without disrupting the conference flow.

6) Take Your Event Out of the Conference Room With These After-Work Ideas

A conference in Tokyo doesn't have to end when the sessions are over. The city comes alive after dark, offering endless opportunities to relax, network, and soak up the energy of Japan's capital. 

Whether you're looking for a relaxed evening or something more immersive, here are some after-work ideas to make the most of your time in Tokyo.

1. Izakaya hopping in Shinjuku or Shibuya: Nothing says "post-conference debrief" like a cosy izakaya. These traditional Japanese pubs are perfect for catching up with colleagues over yakitori, sashimi, and a round (or two) of highballs. Shinjuku's Omoide Yokocho and Shibuya's Nonbei Yokocho are great places to experience the vibrant after-work drinking culture.
2. Go for a karaoke session: No trip to Tokyo is complete without karaoke. Whether you're singing your heart out in a private booth or watching colleagues belt out an unexpected rock ballad, it's an unbeatable way to loosen up and bond. Check out chain venues like Big Echo or go for a more retro vibe at Shinjuku's Golden Gai.
3. Late-night shopping in Harajuku or Ginza: If retail therapy is your idea of unwinding, Tokyo's shopping districts stay open late. Ginza offers high-end boutiques, while Harajuku is great for trendy fashion and unique souvenirs. Just strolling through the neon-lit streets is an experience in itself.
4. Soak in an onsen: For a more relaxing option, Tokyo has several onsens (hot spring baths) where you can soak away the stress of the day. Places like Oedo Onsen Monogatari in Odaiba offer a traditional bathing experience without leaving the city.
5. Arcade & gaming fun in Akihabara: If you want a dose of nostalgia and fun, Akihabara's arcades are a must. Test your skills on classic retro games, try your luck on claw machines or enter the world of VR gaming for a unique after-conference experience.

Wrapping Up

Tokyo's commitment to precision makes it an exceptional city for conferences. Every detail, from technology to organisation, is meticulously planned to ensure a dreamlike experience for attendees. 

Beyond the conference room, the city offers a perfect balance of efficiency and excitement, where tradition and innovation coexist effortlessly. With everything running smoothly, there is nothing left to do but focus on the event and enjoy all that Tokyo has to offer.