What Does Sustainability Mean in Event Planning and Execution in Japan?
Sustainability in event planning and execution in Japan goes beyond environmental awareness. It also involves addressing broader social issues such as poverty, gender equality, and racial inclusion. Organizing truly sustainable events requires a holistic approach that considers both environmental and societal impacts.
To achieve this, collaboration with multiple specialized service providers is often essential. These partnerships enable organizers to offer professional and appropriate solutions tailored to each area of sustainability, ensuring that events are not only eco-friendly but also socially inclusive and responsible.
In this article, we will explore how Japan’s MICE (Meetings, Incentives, Conferences, and Exhibitions) market is responding to the Sustainable Development Goals (SDGs), and share key points to consider when planning and executing sustainable events in Japan.
Planning a Sustainable Event: Key Considerations
1. Venue Selection
One of the most crucial aspects of planning a sustainable event in Japan is choosing a venue that actively engages with the SDGs (Sustainable Development Goals). This includes tangible efforts such as reducing energy consumption, using renewable energy sources, and implementing measures to minimize food waste.
Beyond these operational practices, it's also important to consider whether the venue provides sustainability training and education for its staff. Well-informed employees can better understand and support the purpose and vision of your event, contributing to a more meaningful and coherent experience for all participants.
In cases where a venue is unable to directly utilize renewable energy, alternative solutions are available. For example, organizers can purchase environmental value certificates (also known as renewable energy credits), allowing the electricity used at the event to be effectively offset and treated as equivalent to renewable energy in terms of CO₂ emissions.
Case Study: Hotel Gajoen Tokyo – A Heritage Venue Embracing Sustainability
Located in Meguro, Tokyo, Hotel Gajoen Tokyo is a unique MICE venue that integrates sustainability with cultural heritage. The property is known for its iconic “Hyakudan Kaidan” (Hundred Steps Staircase), a designated cultural asset, and while the historic architecture poses structural limitations, the facility has implemented its own sustainability standards to reduce environmental impact.
One notable initiative is the transition to LED lighting, which has significantly cut electricity consumption across the property. Additionally, eco-friendly consumables are used throughout the venue: all paper products are certified by the FSC (Forest Stewardship Council), and coasters and room keys are made using recycled thinned wood chips, reflecting a strong commitment to forest preservation.
The staff at Hotel Gajoen Tokyo are regularly trained through a variety of internal sustainability programs, helping them maintain a high level of environmental and social awareness. The hotel also participates in the TABLE FOR TWO program, where a portion of employee meal purchases in the staff cafeteria is donated to support school lunches for children in developing countries.
What is TABLE FOR TWO?
TABLE FOR TWO is a global non-profit organization dedicated to addressing food imbalance by simultaneously improving the health of people in both developing and developed countries.
This blend of historical significance and modern sustainability practices makes Hotel Gajoen Tokyo a compelling choice for socially responsible events in Japan.
Case Study: Tokyo Kaikan – A Sustainability Pioneer in the Heart of Marunouchi
Located in the prestigious Marunouchi district near Tokyo Station, Tokyo Kaikan is a prime example of how modern urban venues can lead the way in environmental responsibility. The facility has significantly reduced its electricity consumption through comprehensive LED lighting upgrades, and has achieved AAA-level environmental performance thanks to the installation of cutting-edge heating and cooling systems.
More impressively, the entire building runs on renewable energy, reinforcing its commitment to carbon neutrality. Tokyo Kaikan also employs a biomass power generation system, where food waste is converted into energy through methane fermentation—an advanced initiative that exemplifies circular sustainability in practice.
On the culinary front, Tokyo Kaikan places strong emphasis on sustainable sourcing. Its seafood offerings include products certified by the Marine Stewardship Council (MSC) for sustainable wild-caught fish, and the Aquaculture Stewardship Council (ASC) for responsibly farmed seafood. The wine list features selections certified by Demeter, Euro Leaf, and HVE (Haute Valeur Environnementale)—indicators of both high quality and eco-conscious production. In addition, the venue offers vegetarian and vegan-friendly course menus to accommodate diverse dietary preferences and lifestyles.
To further reduce environmental impact, Tokyo Kaikan also takes steps to cut plastic waste by replacing plastic cutlery with biodegradable alternatives such as wooden forks and eco-friendly spoons, particularly in takeaway and casual settings.
This forward-thinking approach makes Tokyo Kaikan a model for sustainability in Japan’s MICE industry, demonstrating how luxury and responsibility can seamlessly coexist.
How Non-Renewable Energy Can Be “Converted” into Renewable Energy
In the world of energy sourcing, electricity consists of two components of value: its “electric value” and its “environmental value.” The Green Power Certificate System (also known as a Renewable Energy Certificate or REC system) is a mechanism that separates and certifies the environmental value of renewable energy, allowing it to be traded independently.
By purchasing this environmental value from a third party, businesses and event organizers can effectively “convert” conventionally sourced electricity into the equivalent of renewable energy in terms of carbon impact. This means that even if a venue cannot directly use renewable energy, it can still achieve carbon neutrality by supporting the production and expansion of green energy elsewhere.
This system plays a crucial role in enabling more flexible and accessible pathways toward sustainability—especially in urban or historic venues where direct adoption of renewable energy may be challenging.
2. Sustainable Approaches to Event Decor
From an environmental perspective, excessive decoration should be avoided. However, in events such as product launches, corporate anniversaries, or branding campaigns, impactful decor may still be essential to convey the company’s identity.
In such cases, sustainable decoration methods can be employed—for example, using recycled materials, or opting for reusable and recyclable components like fabric panels. This allows for strong brand expression without unnecessary resource waste.
Additionally, minimal physical structures can be offset by creative use of lighting, projection mapping, or 3D holograms, transforming existing architectural features into visually compelling elements. With the right ideas, it's possible to reduce environmental impact while delivering a memorable event experience.
The Potential of Fabric Materials
Conventional construction for event decor and installations has traditionally relied on wood-based materials, but there is a growing shift toward the use of recyclable fabric materials. One increasingly popular method involves tension fabric systems, in which a metal frame with integrated grooves is assembled and a fabric medium is stretched and inserted into the frame.
These fabrics are not only recyclable and sustainable, but they also allow for significantly shorter installation times—often just a matter of minutes. Furthermore, by using translucent fabrics and embedding LED light sources within the frame, it's possible to incorporate lighting effects directly into the structure, adding both function and visual appeal.
Three-Dimensional Visual Effects with Holograms
With recent advancements in technology, event design has evolved from flat, two-dimensional displays to more immersive, three-dimensional visual effects—notably using holograms. These cutting-edge visuals are increasingly being integrated into event decor and stage presentations.
There are several methods for holographic projection, including high-speed rotating LED fans, mirror-based refractive systems, and box-style displays that utilize perspective illusions. Each approach offers a unique and captivating experience, instantly drawing viewers into the visual content.
As these technologies continue to develop, holograms and other 3D effects are expected to play a growing role in innovative, low-footprint venue decoration, offering both creative flexibility and environmental efficiency.
Projection Mapping
From a design perspective, projection mapping is gaining attention as a visually impactful yet low-impact method of decoration, making it an environmentally friendly choice for events. By projecting dynamic visuals onto interior walls or surfaces, it enhances the atmosphere without the need for physical materials or large-scale installations.
In the case of historical buildings, the structure itself can serve as a canvas for projection, blending cutting-edge technology with cultural heritage. This fusion allows for captivating visual storytelling that respects the venue’s integrity while delivering a modern and memorable experience.
3. Paperless Solutions and the Use of Renewable Resources
Promoting paperless practices is a key step toward sustainable event management. Creating dedicated apps or websites where participants can access schedules, minutes, surveys, and discussion forums online is both convenient and eco-friendly. Event materials can be digitized and accessed via QR codes, significantly reducing paper usage.
If printed materials are absolutely necessary, organizers should consider using ethical paper sources and eco-friendly inks to minimize environmental impact. Even small changes like these contribute meaningfully to a more responsible event experience.
4. Food Waste Reduction Strategies
Food waste reduction is an important aspect of sustainable event planning and closely ties into venue selection. When organizing events that include catering, it’s essential to choose venues that offer sustainable menu options and actively implement food waste reduction practices.
One effective approach is to plan meals with minimal surplus from the start and communicate this intention clearly to participants so they can support the initiative. Additional measures might include offering fair trade products, using pre-portioned lunch sets, or tailoring the menu based on the event’s size, target audience, and objectives.
Thoughtful planning not only minimizes waste but also enhances the event’s sustainability message.
5. Raising Awareness Among Participants
Incorporating interactive activities that reflect traditional Japanese values-such as respect for materials and gratitude—can meaningfully support the goals of the SDGs while engaging participants on a deeper cultural level.
Popular examples include fashion shows featuring upcycled kimono, or Kintsugi workshops, where broken pottery is repaired and transformed into art. These uniquely Japanese practices not only promote sustainability but also provide participants with a memorable and culturally rich experience that highlights Japan’s contribution to global sustainability values.
Kintsugi Workshop
Kintsugi is a traditional Japanese technique for repairing broken or chipped pottery using lacquer and decorating the repaired seams with gold powder. Rather than hiding the damage, this method embraces the cracks as part of the object’s history, often enhancing its aesthetic and even increasing its value.
Kintsugi reflects a uniquely Japanese philosophy of cherishing imperfection and longevity-accepting breakage as part of the story of the object and treating it with care and respect. Offering a Kintsugi workshop not only provides a hands-on cultural experience, but also communicates a powerful message about sustainability, resilience, and the beauty of imperfection.
Kimono Upcycling Workshop
This workshop invites participants to recycle vintage kimono fabric and transform it into drawstring bags, art pieces, or even modern fashion items. By reimagining traditional textiles into contemporary designs, the experience creates a unique blend of heritage and modern creativity.
Kimono fabric—typically made from natural materials like cotton or silk-is not only durable and beautiful, but also environmentally friendly. Even if scraps are generated during the workshop, they can be disposed of with minimal ecological impact, making this activity both sustainable and culturally enriching.
Sustainability and the SDGs in Japan’s MICE Market:
Current Landscape and the Road Ahead
While Japan has long been recognized for its precision, hospitality, and culture-rich event experiences, the country's MICE (Meetings, Incentives, Conferences, and Exhibitions) sector has, until recently, been slower to adopt sustainability practices compared to other advanced nations. However, that landscape is steadily changing.
Awareness of the Sustainable Development Goals (SDGs) is growing among industry stakeholders, and many venues and organizers are beginning to take real action-addressing pressing issues like energy efficiency, food waste reduction, and inclusive operations.
A standout example is Happo-en, a historic venue in Tokyo known for fusing tradition with innovation. Scheduled to reopen in October after a bold, year-long closure, the facility will emerge with a forward-looking identity: embracing sustainable architecture through reduction-focused renovation, introducing a dedicated halal kitchen to serve diverse cultural needs, and positioning itself as a next-generation MICE destination.
The transport sector is also progressing. Backed by Japan’s Ministry of Land, Infrastructure, Transport and Tourism, the deployment of electric vehicles (EVs) such as Mercedes EQS and Tesla models is advancing, even as logistical hurdles-like charging infrastructure for large charter buses-are being steadily addressed.
These examples reflect a broader shift in mindset: a growing realization that sustainability is no longer optional, but essential for global relevance and long-term competitiveness.
With this momentum building, there is every reason to be optimistic. Japan’s MICE industry is not only on track to align with international sustainability standards-it is poised to redefine them, offering the world event experiences that are environmentally conscious, culturally enriching, and uniquely Japanese.