Case Studies
2026.09.16
300+ Person Dealer Meeting in Shanghai for a Japanese Component Maker
Client: Chinese subsidiary of a Japanese component manufacturer
No. of participants: 300
Destination: Shanghai
Date: January 2026
- # Case Studies
- # Event Solution
- # Group Travel
- # Asia
- # China
Summary
• We provided comprehensive support for a meeting for 300 Chinese dealers, hosted by a Japanese auto component manufacturer.
• We quickly selected the perfect venue and handled the complex travel arrangements involved in bringing together attendees from across the country, minimizing the burden placed on the client.
• Through solid teamwork that included clearly delineated roles, sharing detailed updates, and managing legal risks, we ensured that the event was a success.
• We facilitated the building of strong relationships of trust between the client and the dealers through our team of personnel well-versed in the languages and cultures of both Japan and China, who provided attentive hospitality.
Speaker
Section Manager
JTB Tours Shanghai
Ms. Lin Ning
Minimizing the Client's Burden by Selecting the Venue and Handling Logistics
The Chinese subsidiary of a Japanese auto component manufacturer held a dealer's meeting attended by component dealers from across China. JTB Shanghai was tasked with providing both planning and operational support. The event's program included new product reveals, an awards ceremony to recognize dealers with exceptional sales records, the announcement of a new sales policy, and more. After the event ended, a social get-together was held at the same venue. This provided the dealers with an opportunity for networking and relationship-building to get to know each other better.
One area of special concern for the client was the selection of the hotel that would serve as the event venue. Due to factors such as the need to tabulate dealer sales results, the time frame between starting planning and actually holding the event was a short one. Within that limited time, we needed to find a location that could fit 300 and that offered a level of quality which would satisfy attendees. It also needed to have an exhibition space where products and photos could be shown. We have experience using our extensive local connections in Shanghai to support numerous corporate events, so we were well-equipped to meet these needs. Of course, we painstakingly checked out locations in person when deciding on the venue and confirmed that they would be capable of smoothly handling the event.
These weren't the only benefits we offered the client. To bring 300 people from across China to a single venue required arranging for complex transportation, without a single mistake. We assembled a team of people who connected with dealers using various means of communication―not just telephone, but also WeChat and more. In arranging transportation, the team took into consideration each attendee's schedule and local working hours. For China, in particular, the language varies significantly from region to region, but we have staff who speak each of the local dialects. Our staff also have the unique know-how it takes to properly handle large-scale transportation arrangements, so we were able to minimize the burden placed on clients.
Living Up to the Trust Placed in the JTB Brand
One of our strengths is our solid teamwork, both inside and outside the company. Our team of coordinators worked with affiliates with whom we've developed solid bonds of trust through the years to help make the event a success.
There are three key elements to using teamwork to produce optimal results. The first is the division of roles. As project leader, I clearly defined each person's individual roles and responsibilities, which helped maximize their performance. The second is schedule management. In the case of an event with a short preparation window, like this one, we follow up especially closely with the client. We clearly convey what needs to be done and by when, and we check the progress status by keeping in close touch. This enables even clients busy with other matters to feel secure and stay on top of preparations. The third key element is risk management. We are careful to create and use creative assets in accordance with local laws on copyright, portrait rights, and the like, so customers know that they can feel safe with us, without needing to worry about legal issues.
We are able to bring our strengths to bear thanks to the solid foundation established by JTB. Our company has many highly experienced and skilled members. They share their know-how with the rest of the organization, and we actively absorb that know-how from them, polishing our own abilities so that we can live up to the trust that our clients place in the JTB brand. I believe this contributes to our ability to expertly handle operations like airline flight and high-speed rail reservations and ticketing, or on-site reception work, for which our clients have expressed a high level of satisfaction.
JTB Quality Can Be Seen in Every Detail of Our Hospitality, Providing Customers with the Value They Seek
It is no easy matter for Japanese companies to hold events in China entirely on their own. Even if they partner with local Chinese companies, they will face hurdles such as the language barrier, differences in business practices and culture, and legal and regulatory issues.
Another of our strengths is that we can accommodate both the language and cultural needs of Japan and China. When we deal with local vendors, hotels, restaurants, and other parties in organizing and holding events, we know just what approach to use to get the best results. That's why we've been able to provide satisfying service to so many clients.
The close-knit team of Japanese and local staff at JTB Shanghai enables us to produce high-quality events that fuse Chinese and Japanese culture. For example, we can include Japanese cuisine or sake, or even Japanese-style banquet meals. In this project, on the other hand, most of the participants, both the manufacturer's representatives and the dealers, were Chinese. Therefore, we went with a Chinese-style banquet that everyone would feel comfortable with.
We made sure to infuse JTB's signature hospitality in every detail of the event. Our client wasn't the only company supplying components to the dealers. They worked with a wide variety of manufacturers. To heighten our client's presence among these manufacturers, it was extremely important to provide all of the dealers with an experience that felt truly special. We paid close attention to the details―not just the quality of the rooms or the gifts that event attendees received, but also little touches like putting the client's logo on the packaging of the snacks and sweets served during the break-time tea service. I believe this steady, detailed, and thorough hospitality helped forge stronger ties of trust between the client and the dealers.
To contribute to the ongoing growth of our clients, we will continue to provide courteous and precise services and surprises that go beyond our customers' expectations. Our proposals are tailored to our clients' needs, such as timing or budget. If you're considering holding an event in China, don't hesitate to contact us.