Meeting venuesTokyo, Japan
Tokyo hotels quote in exacting detail, and the detail differs: room hire by the hour, catering per head, equipment per item, and a service charge that may or may not be added to each. The hotels are superb and the quotes are honest, but they are not comparable without a fixed package.
How Tokyo hotels quote
Room hire, catering and equipment quoted as separate lines in yen, with a 10 to 15% service charge and 10% consumption tax added to each. Tokyo also levies a small accommodation tax per person per night. We fix everything into one inclusive per-person package before hotels quote.
We fix all of that into one per-person package, in JPY, before any hotel quotes. Hotels then compete on a number that means the same thing in every offer, and the rank you see is the rank of what you would actually pay.
Cherry-blossom season from late March into April and the autumn colour season in November are leisure peaks. Golden Week in early May, Obon in mid-August and the New Year period close much of corporate Japan. Tokyo Big Sight shows lift Odaiba. June and September are the corporate windows.
Market conventions, tax treatment and event dates as understood in September 2026 from published sources; they change. Every offer in an RFPVenue contest states its own tax, service and fee basis, and that is what you compare on. New to these conventions? Read the day delegate rate guide or start from the RFP template.
Leadership offsite · London · 40 people
One locked package · 4 confirmed comparable offers
Saved versus 4 confirmed offers
£1,325.0011.9%
Method: awarded total versus the average of confirmed comparable offers on the same locked package. Sourced quotes a hotel has not confirmed are excluded. Not a guarantee of future savings.
proof · sha-256 · 3f9c…a1e2 (sample)
Illustrative proof. Your Tokyo contest produces one like it, in JPY, for the meeting you actually award.
Where to hold it
The hotel clusters buyers use, and what our sourcing desk would tell you about each before the brief is fixed. Name a district in the brief or let the field decide.
The financial district beside Tokyo Station. Boardroom-quality hotels for leadership days and dinners.
International business and the embassies. Large luxury hotels with the city's best conference floors.
The skyscraper hotels. Real capacity, rail access from everywhere, and sharper pricing.
Conference hotels with scale, close to Haneda, and the Tokyo Big Sight exhibition halls.
Venues buyers shortlist
A sample of established meeting hotels across Tokyo's districts, with the capacity figures each hotel publishes on its own site. Not a ranking, a recommendation or a partnership: when you send a brief we invite whichever comparable hotels fit it, whether or not they are listed here.
| Hotel | District | Meeting rooms | Largest room | Theatre | Banquet | Event space | Transport |
|---|---|---|---|---|---|---|---|
| The Westin Tokyo | Ebisu / Meguro, Mita | 16 | Galaxy | 1440 | 570 | 2,805 m² | – |
| Tokyo Marriott Hotel | Shinagawa, Kitashinagawa | 7 | The Gotenyama Ballroom | 1000 | 500 | 1,805 m² | – |
| The Ritz-Carlton, Tokyo | Roppongi / Akasaka, Tokyo Midtown | 9 | The Ritz-Carlton Grand Ballroom | 500 | 270 | 1,100 m² | – |
| JW Marriott Hotel Tokyo | Takanawa, Minato | 11 | JW Ballroom | 400 | 200 | 1,187 m² | – |
Figures are each hotel's published maximum for the layout, read on the date shown below; they shrink once staging, AV and catering are in the room, and hotels change them. Confirm capacity against your brief before you rely on it. For a meeting of 20 to 120 people the largest ballroom is rarely the right room; the number of meeting rooms tells you more about breakout capacity.
Sources · guide reviewed 2026-09-07
Meetings in Tokyo
Asia-Pacific and Japan leadership meetings for the regional headquarters here, board dinners in Marunouchi, and training programmes for Japanese teams in Shinjuku.
Most briefs are for 20 to 120 people, but the venue table above shows the ballrooms and convention hotels for several thousand, and the process is the same. Send the brief as you have it; we make it comparable.
Room, breaks, lunch, AV, bedrooms, taxes, service and cancellation terms are locked before any hotel sees the brief. Every quote means the same thing.
We invite properties that match the brief on capacity, standard and location, including any you name. A round needs at least three comparable offers to open.
Hotels see their own rank and the price to beat, never each other. Prices can only fall. You award on best value and are under no obligation if nothing fits.
The awarded total against the average of confirmed comparable offers, hashed and printable. The booking contract stays directly between you and the hotel.
Questions
What buyers ask us about this city first. Anything else, put it in the brief.
Send the brief you were about to email around. Comparable hotels quote one fixed package and compete. Our service is free for buyers; you pay only the hotel.