Top 10 Companies for International Events! We also explain how to choose the right company and highlight key points regarding equipment and technical capabilities.

24 hours ago
12 min read

When organizing an international event, simply deciding on the venue and program is not enough.

It is necessary to simultaneously handle various preparations, such as accommodating speakers and participants from overseas, conducting the event in multiple languages, providing interpretation, handling audio and video, online streaming, and photography and videography.

In particular, coordination between operations and technology is essential for international conferences, exhibitions, and corporate events.

This article introduces 10 companies that can handle international events, and explains how to choose a company and key points to check regarding equipment and technical capabilities beforehand.

Top 10 Companies You Can Hire for International Event Support

Companies that support international events include those that can be entrusted with the planning and operation of international conferences, companies that specialize in exhibitions and venue construction, companies with strong interpreting and translation services, and companies that provide technical support such as video, audio, and broadcasting.

The main candidates are as follows:

Japan Convention Services Co., Ltd.
Convention Linkage Co., Ltd.
Credo Co., Ltd.
TSP Taiyo Co., Ltd.
Oscar Japan Co., Ltd.
JTB Communication Design Co., Ltd.
KYT Corporation
Global Produce Co., Ltd.
Dentsu Live Inc.
Takaoka Co., Ltd.

Below, we will take a closer look at the characteristics of each company.

Japan Convention Services Co., Ltd.

Japan Convention Services Co., Ltd. is a company that provides comprehensive support for the planning and operation of international conferences, academic meetings, corporate events, and more.

Our distinguishing feature is that we support the planning, preparation, and operation of international conferences according to the organizers' requests. We also handle interpretation, translation, and IT-related support.

This company is a good option if you need comprehensive advice on everything from planning and preparing to managing an international conference.

It is also suitable for events involving government officials, international organizations, and others, where there are many items to coordinate.

Convention Linkage Co., Ltd.

We are a company that handles a wide range of events, including international conferences, academic meetings, exhibitions, and cultural and sporting events.

In addition to planning and venue setup, we can also assist with registration, on-site management, and interpretation/translation services.

For events with many speakers and participants from overseas, the advantage is that you can request services that include multilingual support.

We also provide support for building and operating web systems used for participant registration, abstract submission, and other related tasks.

This is a good option if you want to entrust not only the operation of an international conference, but also participant management and online secretariat tasks to a single company.

Credo Co., Ltd.

Credo Co., Ltd. is a company that plans and produces exhibitions, festivals, ceremonies, cultural and sporting events, and more.

We can provide comprehensive consultation regarding interpreters, translators, and language staff needed for international conferences.

In addition to interpretation and translation, we also handle the rental and operation of simultaneous interpretation equipment, and our strength lies in being able to consult with you about the multilingual support necessary for international conferences.

TSP Taiyo Co., Ltd.

TSP Taiyo Co., Ltd. is a company that handles a wide range of projects, including planning, venue construction, and operation of exhibitions, sporting events, and large-scale corporate events.

We handle a wide range of services, from event planning to venue space design, construction, and operation.

Our distinguishing feature is that we can provide comprehensive consultation on a wide range of matters, including planning, design, architectural design, construction management, venue operation, transportation, and security.

This company is often a good candidate for events that attract large numbers of visitors, such as trade fairs and international sporting events.

Oscar Japan Co., Ltd.

Oscar Japan Co., Ltd. is a company that plans and manages various projects, including international conferences, training programs, and academic society secretariat services.

We can assist you with everything from pre-event secretariat management and schedule management to on-site venue operation, equipment setup and operation, online streaming, and photography/videography.

We also handle post-event reporting and video editing, making us ideal for those who want to entrust the entire process, from preparation to completion, to the event itself.

This is a company worth comparing, especially if you want to coordinate venue management and technical services such as video, streaming, and filming all in one place.

JTB Communication Design Co., Ltd.

JTB Communication Design Co., Ltd. is a company that supports international conferences, corporate events, overseas events, exhibitions, and more.

In addition to planning and managing the event itself, a key feature is that it's easy to consult with them about things like participants' transportation, accommodation, and on-site travel.

For events held overseas or events that invite many participants from abroad, arrangements beyond just the event venue become crucial.

We also support hybrid events that combine online streaming with in-person events.

Therefore, it is suitable for events held overseas or involving participants visiting Japan, where you want to coordinate not only venue management but also transportation and accommodation.

KYT Corporation

KYT Co., Ltd. is a company specializing in language support, including interpretation and translation.

In addition to arranging interpreters for international conferences and corporate seminars, we can also provide consultation on remote interpreting, video subtitling, and real-time subtitling.

In addition to interpretation services, we can also provide consultation regarding interpretation equipment.

This company is a good option if you already have an event company and venue lined up and want to hire a specialized company for interpretation and multilingual support.

Global Produce Co., Ltd.

Global Produce Co., Ltd. is a company specializing in the planning, production, and management of corporate events.

We can handle conferences, award ceremonies, employee meetings, anniversary events, overseas events, and more, from planning and stage production to on-site management.

This service is not simply about ensuring the smooth running of an event, but is also suitable for events that prioritize the experience and presentation, such as "what impression we want participants to have" and "what message the company wants to convey."

Therefore, this company is easy to compare in terms of conferences inviting overseas business partners and customers, and international events that promote the company brand.

Dentsu Live Inc.

Dentsu Live Inc. is a company that specializes in planning and producing events, exhibitions, and conventions, as well as creating experiences using space and video.

We can assist you with spatial design for exhibition venues and large-scale events, experiential design to communicate your brand, and productions incorporating video and digital technologies.

This is ideal for situations where you want to convey a strong message using the space itself, such as at trade shows or large corporate events.

For international events that prioritize brand communication and venue production, this is a company worth considering.

Takaoka Co., Ltd.

Takaoka Co., Ltd. is a company that handles a wide range of planning and construction work for exhibition booths, event venues, stages, and more.

In addition to exhibition booth construction, venue decoration, and signage and directional signage, we can also assist with arranging sound and lighting, operational staff, and interpreters.

In international events, not only are planning and administrative management important, but also how the venue and exhibition booths that attendees actually see are created.

Therefore, this company is easy to compare when you want to outsource all on-site work such as booth construction, venue decoration, and sound and lighting for exhibitions and international conferences.

Key points to consider when choosing a company to support international events

When choosing a company to handle an international event, it's important not to base your decision solely on reputation or price quote, but to consider factors such as "how much responsibility can be entrusted to them," "whether they have experience with events similar to yours," and "whether they can handle technical support on the day of the event."

The main points to consider when comparing providers for international events are as follows:

Determine the scope of the request.
Check their track record and response capabilities for international events.
Compare quotes, including the scope of service and any additional costs.

Let's take a closer look at each of these points below.

Determine the scope of the request.

International events involve a variety of tasks, including not only planning and participant support, but also communication with international speakers, interpretation, sound and video, online streaming, and photography/videography.

Therefore, before searching for a company, you should differentiate between "tasks that will be handled in-house" and "tasks that will be outsourced." The main points to check are as follows:

Tasks handled in-house, such as participant registration and contacting speakers.
Tasks such as planning, scriptwriting, and on-the-day management are entrusted to the event company.
Tasks involving considering outsourcing to specialized companies for services such as interpretation, sound, video, streaming, and filming.
Information to be shared among all participating companies, including the script, venue map, presentation materials, and equipment information.

One thing to be particularly careful about is that event planning and management companies do not necessarily handle everything themselves, including sound, video, streaming, and filming.

In some cases, a separate specialist company handles only the technical aspects.

When making an inquiry, it's reassuring to confirm not only "what services they can provide," but also "who will be in charge of technical tasks such as sound and video," and "who will coordinate the overall project if multiple partner companies are involved."

Clearly defining roles and responsibilities helps prevent oversights during preparation and issues like "not knowing who's responsible" on the day of the event.

Check their track record and response capabilities for international events.

When choosing a company, don't judge solely on information like "they have experience with international events." Instead, check if they have experience similar to the events your company is planning.

For example, a corporate seminar with a few dozen participants will require different personnel, equipment, and operational methods than a large conference that invites many participants from overseas.

Furthermore, the scope of services you can provide will differ depending on whether your experience is solely in reception or if you have experience handling everything from planning and interpretation to sound, video, and streaming.

The points you should confirm are as follows:

Check items	Contents to be confirmed
Past events with similar purpose, scale, and format	Does your company have experience with events similar in purpose, number of participants, and format to events you are planning?
Experience in conducting presentations in multiple languages	Do you have experience communicating with international speakers and participants, and conducting sessions with interpretation?
Management structure	Can we allocate the necessary number of staff members and their roles based on the number of participants and the size of the venue?
Technical support scope	Can we coordinate the setup of interpretation equipment, sound, video, and streaming, and manage them all in a coordinated manner until the day of the event?
Preparation for troubles	Do you have backup microphones, computers, alternative lines, and replacement staff available?
Proposal ability	Can you specifically outline priorities and alternative solutions based on the objectives and budget?
Communication with the person in charge	Is the response speed sufficient, the explanation clear, the questions answered adequately, and the materials well-organized?

At international events, changes to speakers, replacement of materials, and alterations to the schedule can sometimes occur at the last minute.

Therefore, not only the company's track record but also the ease of communication with the staff who will actually be in charge is important.

Also, check whether they provide specific answers to your questions and whether they can explain technical topics in an easy-to-understand way.

Compare quotes, including the scope of service and any additional costs.

When obtaining quotes from multiple companies, try to provide them with the same conditions as much as possible for comparison.

This is because the date, time, venue, number of participants, language used, whether or not online streaming is available, and the services requested vary from company to company, making it difficult to determine whether the price difference is due to the services provided or simply a price difference.

The main items to check in the estimate are as follows:

Comparison items	Contents to be confirmed
Proposal details	Is the event planning and operation appropriate to the purpose of the event and the target audience?
Coverage	Is it clear which tasks are included in the estimate and which are not?
·staff ·equipment	Is the required number of personnel, their roles, and the breakdown of equipment clearly specified?
・Preparation ·rehearsal	Does the estimate include the time and effort required for delivery, setup, operational checks, and rehearsals?
• Backup equipment ・Alternative means	Are backup microphones and computers, and alternative methods available in case of problems with the streaming connection?
Additional costs	Are the conditions under which additional costs may be incurred due to extensions of time, increases in the number of participants, or changes in specifications clearly stated?
Cancellation conditions	Can you confirm when cancellation fees will apply and the costs associated with personnel and equipment already arranged?

Don't just choose based on the lowest price; compare quotes after checking whether all necessary personnel and equipment are included and where additional costs will arise if changes are made.

For international events, preparing equipment and technical support is essential!

To ensure the smooth running of an international event, it is crucial to prepare not only the planning and on-site management, but also the necessary equipment and technical support systems, including sound, video, streaming, and interpretation, in advance.

In particular, events involving international speakers, simultaneous interpretation, and online streaming tend to have more complex audio and video flow than typical internal company events.

Since planning and operating companies don't always handle all technical tasks in-house, consider collaborating with specialized companies as needed.

For example, in simultaneous interpretation, it's not enough to simply transmit the speaker's voice to the interpreter; the translated audio must also be adjusted and delivered correctly to the in-person attendees and online viewers.

Regarding the video, it will be necessary to switch between multiple video feeds, such as those of the speakers, projected materials, and online participants, depending on the scene.

When taking photos or videos, or recording footage, it's important to check in advance how the footage will be integrated with the video to be used for streaming.

Before placing an order, you should check the following items:

Audio equipment such as microphones and speakers to be used
Video equipment such as screens, projectors, and monitors
Computers and communication lines for streaming
Spare microphone, computer, and internet connection.
Interpreter booths and receivers used in simultaneous interpretation.
Data format and method of sharing presentation materials
How to connect with speakers from overseas or remote locations
Whether or not photography/videography and recording are being done.
Schedule from搬入 (delivery/setup) to rehearsal and the actual performance

It's important not only to provide the equipment, but also to appoint a technical manager who will oversee the audio, video, and streaming aspects.

If audio or video problems occur during the actual event, deciding who will make the decision and take action will help minimize the impact on the schedule.

If you have any issues or questions regarding audio, video, streaming, or filming, you should consult with a specialist company experienced in handling the technical aspects of international events as soon as possible.

If you're looking for a company to provide technical support for international events, check out LIFE.14.

LIFE.14 provides comprehensive technical support for international events, including audio, video, streaming, and filming, from the preparation stage to the actual event and post-event production.

The main measures taken are as follows:

Projection of materials and videos onto the screen, and operation according to the progress.
Design and operation of venue sound systems, including microphones and speakers.
Photo and video recording on the day of the event.
Video production, such as highlight reels.
Technical support for online streaming and hybrid events
Setup of cameras, audio equipment, etc., and technical support during the event.

In international events, if you outsource video, audio, streaming, and filming to different companies, the number of people involved increases, and information sharing and scheduling tend to become complicated.

With LIFE.14, you can consult on multiple technical areas such as video, audio, streaming, and filming all in one place.

Its key features include the ease of consolidating communication with stakeholders and coordinating technical aspects, making it easier to ensure the smooth running of the entire event.

Before the event, we conduct site checks, select necessary equipment, and design video, audio, and streaming methods.

On the day of the event, we will handle everything from equipment setup to video, audio, streaming, and filming.

Furthermore, after the event, you can also consult with us about organizing the photos you took and editing the videos.

Furthermore, international events often require communication with speakers and stakeholders from overseas.

LIFE.14 can handle situations requiring multilingual communication, so you can also consult us about technical support for events involving international participants.

Having a track record of working on events involving various embassies in Japan and international organizations, our strength lies in our ability to provide technical support while maintaining communication, even in international events that require coordination with stakeholders from different languages and cultures.

Companies looking to entrust the entire technical aspect of an international event to a planning company and venue are encouraged to contact LIFE.14.

International events should be prepared from both a planning and operational standpoint, as well as a technical framework.

To ensure the smooth running of an international event, it's crucial to prepare not only the planning and on-site operations, but also the technical infrastructure, including sound, video, streaming, and interpretation.

When choosing a service provider, don't judge solely on the company's reputation or quoted price. Instead, check what services they can provide, whether they have experience with events similar to yours, who the technical manager is, and whether they have a backup system in place for handling problems.

LIFE.14 can assist you with technical aspects of international conferences and corporate events, including video, audio, online streaming, photography/videography, and simultaneous interpretation setup.

We also provide technical support, including multilingual communication, for events involving speakers and stakeholders from overseas.

If you're looking to entrust all the technical aspects of an international event to a single company, please contact LIFE.14 Co., Ltd. # international event tokyo