[Event Name] UIA Associations Round Table Asia-Pacific 2021 in Tokyo
[Dates] October 21–22, 2021
[Location] Congres Square Nihonbashi, Tokyo and online (Hybrid Conference)
[Attendance] 43 on-site and 72 online
The Union of International Associations (UIA) Round Table Asia-Pacific was held in a hybrid format for the first time, bringing together international delegates to Tokyo to an unprecedented showcase of a successful blend of online and in-person gatherings that could serve as an example of how future events of its kind can follow suit.
The ninth annual event in the region was led by the Tokyo Convention & Visitors Bureau (TCVB) as a local host partner for the first time and attracted 115 participants hailing from a vast range of professional organizations. It comprised lectures for delegates from various business events-related organizations, including international conference organizers, convention bureaus, DMOs, DMCs, and international PCOs. Issues related to academic association management and the latest trends in the industry were among the topics covered.
This experience equipped the Bureau with the expertise to provide valuable insight on hosting hybrid conferences and enable other Japanese convention bureaus with the necessary know-how to follow suit. This case study explores how TCVB successfully held the first UIA Round Table hybrid conference amid the Covid-19 pandemic.
“Due to the hybrid style of the conference, we were conscious of preparing programs and content that would provide added value and appeal to both on-site and online participants even more than if the conference was held in person.”
“One of the most significant benefits of hosting a hybrid conference as a local host, especially under the current Covid-19 circumstances, was that we could fully grasp the challenges that conference organizers face from the early stages of preparation to the actual event date. We hope that through this valuable experience, we could demonstrate that Tokyo is an attractive, safe, and secure destination for international conferences.”
There is no doubt that hybrid-style meetings will be commonly adopted in the next couple of years. As there is a demand for both in-person and online operations, the requirements are diverse, and convention bureaus are expected to accumulate know-how on hybrid meetings. By hosting the UIA Associations Round Table Asia-Pacific this time, Tokyo, as one of the leading cities in Japan, was able to gain further experience and demonstrate its high level of management capabilities to all conference attendees and related parties.