Case Studies

JTB Shanghai Provides One-Stop Support for Resort Travel, Awards Ceremony and Kick-Off Meeting

Client :Japanese automotive products manufacturer

Industry :Manufacturing

Participants :Around 200

Destination :Guilin, China

Period :March 2024

# Case Studies
# Group Travel
# Asia
# China

Summary

Planning incentive trip to strengthen ties with sales agents
Arranging invites for 200 guests from Japan and abroad
Providing high-quality support regarding China's geography and transportation conditions
Delivering success thanks to JTB Shanghai's one-stop solutions

Objectives

The client was a Japanese automotive products manufacturer with manufacturing and sales bases throughout China. They periodically held agent conferences as a forum for inviting the managers of distributors who achieved excellent sales results in the previous year to celebrate their achievements, and to announce and share the policies for sales activities for the current year. Past meetings were held in some of China's most popular resort destinations, such as Sanya (Hainan Island) and Xiamen.

Guilin, with its lush greenery and spectacular scenery, was a candidate for the March 2024 conference. The most important reason JTB Shanghai was selected for this project was our ability to provide a one-stop solution for sales agents conferences and comfortable travel arrangements. While many companies specialize in both event and travel management, to find a company that could plan and manage all aspects of a trip, including arranging airfares and hotels for guests, and managing the venue on the day of the event, was hard in China.

Challenges

About 200 sales agent managers from across China were to be invited. This meant we had the difficult task of arranging transportation and coordinating the schedule for many people coming from every corner of China. Distances and possible arrival times differ greatly between urban areas and Guilin, and this is before taking into account traffic conditions. In addition, some managers were to travel from overseas, requiring precise schedule coordination.

Transportation planning also included arrangements for the client’s products and venue decorations, and any other logistical issues that could arise. The majority of the participants were affluent, which required us to deliver a high level of quality not only for the awards ceremony itself, but also for the experiences and sightseeing plans during their stay.

Key Points

Arranging smooth transportation for 200 participants
Securing a luxury resort hotel and exhibition venue
Selecting and collaborating with reliable subcontractors
Controlling logistics and reducing risk

Solutions

5-star hotel in famous resort area

A five-star hotel in Guilin, a resort area rich in nature, was selected as the place to entertain the approximately 200 people who were to attend. The location and environment were ideal for the client’s sales agent meetings, with luxurious guest rooms and resort facilities as well as a large event venue. This special arrangement was made possible by the high level of trust we have in the Chinese market and the connections developed by our team.

Detailed transportation and airline arrangements

Utilizing the knowledge and experience we have in organizing events and travel arrangements throughout China, airline tickets and travel schedules of those gathering from various locations, including overseas, were meticulously managed. Invitations and the arrangements after were made possible through smooth and well-managed operations by our team familiar with the traffic conditions and environment in each location.

Satisfactory venue decoration and design

We regularly partner with several highly specialized partners at locations in various countries, and once again, we selected a partner with a reputation for noble designs and decorations for awards and ceremonies. We and our team were able to organize and set up a high quality venue in a short period of time where attention was paid to detailed functional aspects from the placement of monitors down to the lines of sight to the stage of every attendee.

Response to sudden changes

We established a system that enabled our team on the ground to respond quickly to sudden changes or unexpected problems on the day of the event. In the event of a representative suddenly attending in place of someone, or a no-show, both which are relatively common in China, name tags and seating could be changed, registration procedures completed, and schedules adjusted immediately.

Complete one-stop support assisted with high quality partner companies

Our experience in the Japanese travel industry helped us flawlessly execute all tasks, from invitations, booking accommodations, and arranging transfers, to planning and running sightseeing plans and the day of the event itself.

Conclusion

The award ceremony and sightseeing trip for sales agent managers was a success that contributed greatly to strengthening business relationships. Participants were particularly enthusiastic about their five-star hotel experience. They also commented on the ease of transportation to and from the hotel, as well as the quality of the sightseeing plans. Events held in China are subject to significant legal hurdles and traffic issues, and business negotiations require a high degree of trust and speed.

By first accepting all of the client's requests, JTB Shanghai strives to maximize possibilities, even if the planning period or hosting conditions are tight. Unlike many travel companies, we are able to provide high-quality one-stop operations in the three areas of transportation arrangements, event management, and travel business thanks to our extensive knowledge, experience, and our network of offices worldwide. If you are planning to hold an event or travel overseas, let the JTB Group, which has extensive experience in holding events in many countries around the world, help you organize it.