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Logistical Arrangement

Information & Registration for Logistic Arrangement (PDF)

Annex I - Individual Logistics Information Form

Important Notice:

All in-person participants need to fulfill the individual Logistics Information Form and submit it to the Host Country by 28 April 2023 for the necessary logistical arrangements to be provided by Japan.

Introduction

The WCO-UPU Global Conference will be held from 6 to 8 June 2023 in Tokyo, Japan under the auspices of the Government of Japan, namely the Ministry of Finance (MOF) and the Ministry of Internal Affairs and Communications (MIC), and the Japan Post (JP). This “Information & Registration for Logistic Arrangement” (hereinafter referred to as “note”), provides general information on administrative and logistical matters and any other relevant information for the conference. It also provides information on the logistic arrangement for registration, as per the Annex I.

Conference Date and Venue

The conference will be held from 6 to 8 June 2023 at the Sheraton Miyako Hotel Tokyo. Please find its official website below for your reference.

Click Here

Conference Timetable/Agenda

  5 Jun (Monday) 6 Jun (Tuesday) 7Jun (Wednesday) 8 Jun (Thusday)
AM   Opening Ceremony Session Session Site-visit/Excursion
LUNCH   Provided by Japan Provided by Japan Provided by Japan
PM Registration Session Session &
Closing Ceremony		 Site-visit/Excursion
DINNER Welcome reception
hosted by Japan		 Cocktail hosted by WCO Cocktail hosted by UPU  

 

Click here to view the detailed agenda

Registration for Participation

Everyone wishing to participate in the conference will have to register on their own by 28 April 2023 at latest through the conference official website.

Register Now

Social Programs

Several social programs, such as cocktail and site visit/excursion, are planned. Participants need to check and register for those programs during the registration process.

Internet Access

Complimentary Wi-Fi will be available in the accommodation room as well as in the conference venue for the participants.

Language

Simultaneous interpretation in English and French will be available during the main sessions of the program on 6 and 7 June 2023 and site visit on 8 June 2023. Please note, however, that only English will be used during events and activities such as cocktail on 5 June 2023 and excursion on 8 June 2023.

VISA requirement

It is the sole responsibility of participants to obtain a VISA prior to their travel. All necessary arrangements should be made before travel. Please note that any costs for changes/cancellations of your ticket due to VISA or other personal reasons will be entirely at the travellers’ expense.

Participants who require entry visa or confirmation of its necessity, are advised to apply at the Japan Embassy in their respective countries well before departure.

Websites of Japanese Embassies, Consulates and Permanent Missions
https://www.mofa.go.jp/about/emb_cons/mofaserv.html

The following websites of the Ministry of foreign Affairs may be useful:

For general information on the visa protocols of Japan
https://www.mofa.go.jp/j_info/visit/visa/index.html

For specific information on the visa exemptions for diplomatic and official passport holders
https://www.mofa.go.jp/ca/fna/page22e_000692.html

In case you need assistance on the visa application, please contact the Secretariat Team of the Host Country of Japan as described in contact information below.

Other requirements subject to border control measures

Since 29 April 2023, valid Covid-19 vaccination certificate nor the pre-departure test result is no longer required to enter into Japan. For more details and its processing, please see below the website of the Ministry of Health, Labour and Welfare. Please note that you need to pre-register necessary information through the “Visit Japan Web” . The mobile application (both for iOS and Android) and web-based application are also available (see link below). By pre-registering necessary information through the “Visit Japan Web”, you can also process some of the CIQ (Customs, Immigration, and Quarantine) procedures in advance to the arrival airports, i.e. Narita and Haneda airports, and may help facilitate your smooth clearance at the airports.

Japanese Border Measures (Ministry of Health, Labour and Welfare)
https://www.mhlw.go.jp/stf/covid-19/bordercontrol.html

Hotel bookings

Please refer to the Venue and Accommodations page on the conference official website.

Click here

Arrangement of Domestic Transportation

Transport from/to airports by bus

Participants arriving at Narita or Haneda International Airports, will be met by receiving staff at the arrival lobby. The receiving team will assist for the transport services, which is currently expected to be a chartered shuttle bus service or a public limousine bus service (currently suspended due to Covid-19, but expected to resume soon) bound for the hotel they will stay or its nearest accessible point.*

*Note1: We will assist the transport services for participants staying at the Sheraton Miyako Hotel Tokyo and the hotels near Meguro Station; however, it will be up to our available resources and complexity of logistic arrangement at that time when it comes to arrangements for the other hotels. Therefore, it cannot be for sure at this moment of the same arrangement for those other hotels.

In this regard, please carefully fulfill and submit your individual logistic information per Annex I by no later than 28 April 2023. Subsequently, information on the detail arrangement and operation of the transport service in this regard will be updated on this note at a later stage before departure to /arrival in Japan.

Also, in the course of your return to your country, we will provide you with transport service bound for the airports, however, due to the complication of logistical arrangement, departure point of the bus service may be Sheraton Miyako Hotel Tokyo only, therefore in this case the participants who wish to apply for this service are expected to come to the Sheraton Miyako Hotel Tokyo Hotel by their own means and cost. The detail arrangements will be made and participants will be informed later.

*Note2: The above mentioned arrangement will be available from 4-5, 7-9 June 2023. Other than that, participants are basically expected to arrange by themselves.

Transport from/to airports by train

Please note that in principle, transport from/to airports will be arranged abovementioned. Therefore, this information is for your reference. 

  • From Narita Airport
    Narita Airport → (JR Narita Express 3,250 Japanese YEN /1hr) → Shinagawa Station → (JR Yamanote Line 160 Japanese YEN /8 min) → Meguro Station → (Subway 170 Japanese YEN /2 min) → Shirokanedai Station → (Approx. 4 min walk) → Hotel
     
  • From Haneda Airport
    Haneda Ariport → (Keikyu Airport Limited Express 300 Japanese YEN/20min) →Shinagawa Station → (JR Yamanote Line 160 Japanese YEN /8 min) → Meguro Station → (Subway 170 Japanese YEN /2 min) → Shirokanedai Station → (Approx. 4 min walk → Hotel

 

Transport to/from the Conference Venue, i.e. Sheraton Miyako Hotel Tokyo

For joining the conference, including events and activities such as cocktail on 5 June 2023 and site-visit/excursion on 8 June 2023, participants who stay at any hotels other than the Sheraton Miyako Hotel Tokyo, are expected to arrange their own transportation to/from the venue by their own means and cost. The below shows some available means of transport for this purpose.

  • Means 1: Train
    Get out of the station from Exit2 of “Shirokanedai” station of Tokyo Metro “NAMBOKU” line / Tokyo Metro “TOEI MITA” line, and walk approximately 4 minutes. It is the most economical option and cost a few hundred Japanese YEN equivalent to a few USD. 
     
  • Means 2: Taxi
    From “Meguro” Station: Take approximately 5-10 minutes one-way, 1,000 Japanese YEN
    From “Shinagawa” Station: Take approximately 7-15 minutes one-way, 1,400 Japanese YEN
     
  • Means 3: Free shuttle bus operated by Sheraton Miyako Hotel Tokyo
      Operating Time Interval Time required
    Sheraton Miyako Hotel Tokyo
    ↕ (round trip)
    “Meguro” Station East Exit    		 10:30AM ~ 10:00PM 15 minutes 5-10 minutes
    Sheraton Miyako Hotel Tokyo
    ↓ (one way only)
    “Shinagawa” Station    		 07:30AM ~ 10:00AM 15 minutes 7-15 minutes 
    Please note however, this means of transport has some limitation such as operating time and partially one-way only.

 

For your reference, please see the geographic mapping per the below including the Sheraton Miyako Hotel Tokyo and key stations in boxes.

On-site Registration at the Venue

All in-person participants need to complete on-site registration from security and logistic perspectives. The registration desk will open at around 2 PM on 5 June 2023 in front of the conference room (room “DAIGO” on B2F) and registration staff will verify identification of participants and provide a conference badge and lanyards which shall be worn by the participants during the entire duration of the conference.

Dress Code

Business attire is recommended during the conference. Participants are welcome to wear smart casual for all the official dinners. For the site-visit and excursion on 8 June 2023, it is recommended that participants wear light, comfortable clothing (Especially walking shoes for site visit). Site visit participants may be asked to wear helmets during the visit.

Currency, Exchange, Credit Cards

The official currency of Japan is the Japanese Yen (JPY). Currency exchange desks can be found at the airports and also some major hotels and shopping areas. Many ATM cash machines will accept most credit and debit cards. Major cards (VISA, Mastercard, American Express, and JCB) are accepted in most hotels, restaurants and city stores.

The exchange rate is approximately 1 USD = 135 JPY

Insurance

No insurance coverage with respect to participants and their property is provided by the host country. You are advised to acquire your own travel health insurance.

Electricity

The type of electrical outlets in Japan is Type A.
The standard voltage is 100V.
The standard frequency is 50/60Hz.


Type A

Weather

In June, The average temperature in Tokyo for a typical day ranges from a high of 79°F/26°C to a low of 64°F/18°C, and it may rain some days but should mostly be moderate.

Local Time

Japan Standard Time (JST), UTC +9

For the participants online

Online participants can observe the conference through a familiar platform (e.g. Zoom, MS Teams, Webex) in passive mode. Once the link is created, it will be provided to you.

Contact to the Secretariat Team of the Host Country, Japan

(TO)

(CC)