INCON BEST PRACTICE CASE STUDY: JCS

 
 
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KYOTO, JAPAN

‘Utilising technology to maximise delegate experience’

Japan Diabetes Society (JDS) Conference

BY INCON PARTNER: JAPAN CONVENTION SERVICES

 
 
KYOTO, JAPAN |   © Alejandro/ Flickr

KYOTO, JAPAN | © Alejandro/ Flickr

 
 

INTRODUCTION

The 59th Annual Meeting of the Japan Diabetes Society (JDS) was held as a three-day event from Thursday 19 May to Saturday 21 May 2016 in Kyoto, Japan. The location of the event was split between three venues: the Kyoto International Conference CenterMiyakomesse and Rohm Theatre Kyoto.

INCON Partner JCS needed to ensure that the 10,000+ delegates for the event were able to attend the different sessions across the three venue locations which were approximately 20 minutes away from each other.

 
 
Kyoto International Conference Centre (ICCK),   KYOTO, JAPAN

Kyoto International Conference Centre (ICCK), KYOTO, JAPAN

 
 

WHAT IS THE ANNUAL MEETING OF THE JAPAN DIABETES SOCIETY?

The Japan Diabetes Society was founded in April 1958 to advance the study of diabetes and contribute to better human health. With the rise in diabetes in Japan, the Society formally incorporated in 1985 to place it in a stronger position to sponsor academic conferences and fulfil its social objectives more effectively.

The annual meetings are used to highlight issues that remain unresolved in the prevention, diagnosis and treatment of diabetes, as well as to identify potential solutions to these issues. The meeting brings together diabetologists and other healthcare practitioners engaged in the management of diabetes but also includes experts and professional societies in all relevant fields of clinical research, including bone metabolism, dementia, and geriatrics from all around the world.

VISIT EVENT SITE: 59TH ANNUAL MEETING OF THE JAPAN DIABETES SOCIETY →

 
 
 
ROHM Theatre Kyoto,   KYOTO, JAPAN

ROHM Theatre Kyoto, KYOTO, JAPAN

 
 

CHALLENGES

The main challenges of the event were the large number of delegates attending the event combined with the distance between the main venue (Kyoto International Conference Centre, ICCK) and the two sub venues (Miyakomesse and ROHM Theatre Kyoto) being 20 minutes away from each other by bus.

The main concern was the risk that many delegates could miss the sessions while they were on the move between venues. In addition, JCS were looking to provide a unique conference experience for all the event delegates that could only be experienced in Kyoto.

 
 
Miyakomesse,   KYOTO, JAPAN

Miyakomesse, KYOTO, JAPAN

 
 

JCS’ SOLUTIONS

01. TRANSPORT

By working together with the Kyoto Convention & Visitors Bureau, JCS were able to offer a 'convention pass' which was a specially discounted pass for delegates to ride public transportation in Kyoto.

02. DIGITAL ACCESS

JCS implemented a digital solution, offering podcast recordings for all major sessions. JCS developed its own system so that delegates could view the sessions through their computers and smartphones through streaming media capabilities.

03.  A KYOTO-ONLY EXPERIENCE

JCS arranged special lunch boxes with Shimogamo-saryo, a local restaurant with a prestigious reputation, established in 1856 and located inside the World Heritage Shimogamo Shrine. Although the restaurant’s standard meal is highly priced, JCS worked together with the restaurant to offer traditional Kyoto cuisine in a lunch box to budget. Also through its local connection, JCS offered conference bags with traditional design using weaving technique developed in 16th century in Kyoto.

 
 
KYOTO, JAPAN |   © Leonardo Hwan/ Flickr
 
 

OUTCOMES

  • JCS were able to make the sustainable event possible by connecting JDS with local suppliers and local community and delegates were extremely happy with the Kyoto-way of hospitality making the conference a great success.

  • The sales of conference transport passes contributed 3 million JPY (approx. 27,000 USD) to the local economy.

  • Producing the official Congress bags locally also contributed 10 million JPY (approx. 90,000 USD) to the local economy.

 
 
KYOTO , JAPAN |  © YuHung Wang/ Flickr

KYOTO, JAPAN | © YuHung Wang/ Flickr

 
 

ABOUT INCON PARTNER

 
 
 

Japan Convention Services, Inc. (JCS) is Japan’s leading professional congress organizer (PCO) and language service provider. Since its establishment in 1967, the company has supported more than 8,000 international conferences and events held in Japan.

JCS offers planning and management services for association, corporate and governmental meetings and conferences and has a long-standing reputation for providing high-quality interpretation, translation and documentation services for international players in a variety of business sectors.

Our team of 350 professionals in 8 offices across Japan is fully dedicated to meeting its client’s needs and delivering results.

Find out more: JAPAN CONVENTION SERVICES →

 
 

 
 
 
 

INCON is a global partnership of trusted conference and association management companies, whose unique collaboration results in the design and delivery of innovative and impactful client events. INCON Partners operate in over 170 destinations from over 81 global offices with a staff of 3,500 employees spread throughout the world.

 
 
 
 

 

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