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Explain the purpose of the visit
Trade shows, company meetings, market visits and group travel require different arrangements. List your main goals and identify confirmed and tentative visits. A meeting without the host’s agreement should not be treated as confirmed.
Gather dates, group size and locations
Share arrival and departure dates, flights, participant numbers, hotel area and visit addresses. Include any fixed meeting times so transport and scheduling can be reviewed.
A brief you can copy
Company: Purpose of visit: Arrival and departure dates: Participants: Hotel area: Confirmed visits and times: Support: itinerary / transport / on-site assistance / language Budget and currency: Items still pending:
A concrete example
Example: six people from a Taiwanese company visit a Kansai trade show for three days. The exhibition and hotel are already booked; they need to discuss airport transfers and transport for two company visits. Share dates and addresses, then confirm scope, transport and a quotation. This is an illustration, not a completed client case or a package offered for sale.
Specify the support you need
State whether you need a group itinerary, local transport, on-site assistance or language support, along with a budget range. Service availability, languages and staff must be confirmed individually; not every request can be accepted immediately.
If some details are undecided
Mark undecided items as pending. We will confirm the scope of support before discussing a quotation and next steps.