Event Management Services for Saudi Embassy in Tokyo

We are seeking a professional event management company to organize and execute an event at the Saudi Embassy in Tokyo, Japan in April 2025. The event will host prominent guests and require high-level planning and execution to reflect the prestige of the Saudi government.

Event Details:

Event Date: April 2025 (Exact date TBD).

Location: Saudi Embassy, Tokyo, Japan.

Type of Event: Diplomatic gathering with cultural and formal elements.

Requirements:

Event Setup and Design:

Stage setup with lighting, backdrop, and podium.

High-end seating arrangements for dignitaries.

Decorations reflecting Saudi and Japanese cultural elements.

Technical Support:

Professional audio-visual setup including microphones, sound systems, and projectors.

Live streaming capability for remote attendees.

High-quality photography and videography to document the event.

Hospitality and Catering:

Welcome refreshments including Saudi coffee, dates, and Japanese teas.

Luxury dining options (Halal-certified), including a mix of Saudi, Japanese, and international cuisine.

On-site hospitality staff for food and beverage service.

Logistics and Coordination:

Transportation for VIP guests.

Security staff to manage the safety of attendees.

Coordination with embassy officials for permissions and guidelines.

Cultural Performance:

Include traditional Saudi and Japanese cultural performances (e.g., music, dance) as part of the program.

Permits and Licenses:

Secure all necessary permits for hosting an event at the embassy.

Additional Services:

Translation services for Arabic, Japanese, and English during the event.

Event crew for setup, management, and post-event cleanup.

Preparation of a post-event report summarizing key outcomes and feedback.