Every delegate is assigned a two or three digit ID number. It is important that you know and use this number when requested. The number is or will be sent to each delegate in one or more communications.
With your primary email address and ID number, each delegate is requested to log onto the Tokyo 2010 Consultation Database for an ‘Account Update’ at www.tokyo2010.org/delegate. This should be done regularly between the time of delegate acceptance and departure for Tokyo to communicate the following information:
Other information may be added to this Account Update, so please check it regularly before your departure for Tokyo.
If delegates carry a passport from a country requiring a visa to enter Japan, immediately upon receiving their acceptance email it is a priority to aggressively begin the visa acquisition process. Please review instructions at www.tokyo2010.org/visa.htm and immediately send passport details including full name, date of birth, passport number, expiration, and nationality to tokyovisa@tokyo2010.org. The Japan Host Committee office is equipped to promptly deal with your invitation letter request and to expedite your request. Please note that requests for visa invitation letters or other visa inquiries addressed to any other email address cannot be processed.
Don’t assume that someone is taking care of your visa for you. It is your responsibility. As requirements vary from county to country and sometimes between Japanese consulate offices in different cities, contact the Embassy or Consulate office early and often to determine and meet their exact requirements. If you face difficulties or problems, let the Japan office know immediately.
Finally, it is necessary for delegates to record at www.tokyo2010.org/delegate both when you apply for your visa and when it is granted. See Delegate ID Number, Important Arrival and Other Information Log-In
It is the responsibility of each delegate to make and pay for their own airline reservations. Don’t assume that someone is taking care of this for you or that there is scholarship help for your ticket. In a small number of countries a national coordinator is working on group ticketing, but that is not the normal expectation and you will be contacted if that is an option.
A typical recommendation is to contact your local travel agent. Two North American travel agents are designated as official travel agents of Tokyo 2010 Global Mission Consultation and are also options – see www.tokyo2010.org/travel/#3.
Only limited travel scholarship funds are available for the Tokyo 2010 Global Mission Consultation and are managed by regional and national committees.
As a distinctive from some international conferences, Tokyo 2010 Global Mission Consultation is not western led or western financed. It is primarily the initiative of third-world mission leadership. While some limited travel scholarship funds are being raised, primarily from a share of some delegate registration fees, no promise or guarantee of scholarship help has ever been part of the delegate acceptance process.
In determining scholarship allocation, regional leaders are expected to prioritize helping delegates who meet the primary objective and qualifications of Tokyo 2010 delegates, specifically delegates representing mission agencies or structures with missionaries serving cross-culturally. Tokyo 2010 is primarily a mission consultation to discuss deeply strategies of missions and to commit ourselves for the furtherance of the gospel in the future in concrete ways. Scholarship funds will be allocated according to these priorities and not necessarily upon individual delegate needs.
If a delegate feels that they would qualify for scholarship consideration based upon these guidelines, they should request a scholarship application from register@tokyo2010.org. Upon completion, the application is forwarded to the regional offices for consideration. As a practical matter, only partial travel scholarships are being considered. Delegates also need to remember that the registration fee and all other expenses are their own responsibility, without exception.
International delegates arriving on Monday, May 10 or Tuesday, May 11 will be greeted by Japan Host Committee volunteers who will direct them to buses that will transport them to the Nakano Sun Plaza, the location of the consultation. From there they will be directed to their hotels with transportation guides and instructions or, for those staying in host homes or churches, the host families will take them to their home or accommodation. If the arrival is Tuesday PM, the departure for the host homes will typically take place that evening after the opening session.
Bus transportation will also be provided from the Nakano Sun Plaza to the airport for departure on Saturday, May 15, with more details provided before the end of the consultation.
Delegates arriving or departing on any other days will need to find their own way to or from the airport by public transport at an expected cost of $15 - $35. Detailed instructions are available. The address for the Nakano Sun Plaza: 4-1-1 Nakano, Nakano-ku, Tokyo Japan, and Website: http://www.sunplaza.jp.
Upon arrival at the Nakano Sun Plaza, each delegate will need to go through a check-in process to (1) pay or confirm the payment of their registration fee, (2) receive name tag and meal tickets, (3) confirm workshop assignments, and (4) be directed to hotel reservation locations or to connect with host home host or hostess.
Detail instructions about accommodations are available at www.tokyo2010.org/travel/#1. Each delegate is expected to confirm their housing choice, preferably by accessing their account at www.tokyo2010.org/delegate as explained in Delegate ID Number, Important Arrival and Other Information Log-In
In general, delegates from Australia, Canada, Europe (Western), Hong Kong, Japan, Korea, New Zealand, Singapore, Taiwan, and the United States must make their own hotel or private accommodation reservations, at their own expenses. See www.tokyo2010.org/travel/#1 for instructions and detailed information and, after making your reservation or plans, confirm you housing choice by accessing your account at www.tokyo2010.org/delegate.
All other delegates are by default assigned to host home accommodations, and no further action is needed unless they desire to make a reservation at one of the recommended hotels, at their personal expenses. Again, see further details at www.tokyo2010.org/travel/#1 and verify your housing status at www.tokyo2010.org/delegate. Remember also that host home accommodations are for a maximum of five nights – Monday through Friday nights. A typical placement will include typical Japanese futon (mattress) bedding on the floor and a small Japanese breakfast. If you think this would be difficult for you, please make hotel reservations as explained above.
The host families will pick up their guests at Sun Plaza and will instruct them on how to buy tickets and ride the train to and from the Sun Plaza, and also give them written instructions on riding the trains. The costs of the train tickets to and from the Sun Plaza are expected to be covered by the host family. Download the Welcome to Japan document for detailed information and instructions for host home placements, including culturally important information.
Because the number of host home accommodations may not be sufficient, some delegates may be housed in hostels or similar accommodations. Attempts will be made to accommodate requests to stay with a friend or others in a group, but these matches cannot be guaranteed.
A small Japanese breakfast will be provided for delegates staying in host homes. For other delegates, some hotel reservations include breakfasts, or delegates will need to provide on their own at their own expense.
Lunch boxes will be provided to all overseas delegates at noon on Wednesday through Friday and can be eaten at the Sun Plaza.
Dinner boxes will be provided to all overseas delegates Tuesday through Friday, with the Tuesday dinner scheduled after the opening ceremony and evening meeting.
All delegates are personally responsible for any other meals during their stay in Japan.
Expected delegate costs above international travel: (in $USD)
“Developed Countries Delegates” “Other Delegates”
Registration Fee $300 $150 US
Hotel Approximately $100 per night included
Meals 7 meals included 7 meals included
Airport Bus Included for standard arrival/departure Same
Otherwise figure $30 each way.
Local Train Allow $5/day for local transportation Included
Visa Costs Varies, if any Varies
Other Costs Misc. Personal Costs Misc. Personal Costs
Note: ATM machines are available in Tokyo, but not everywhere.
See current conference and workshop schedules at www.tokyo2010.org/conference/#4 links.
The Tokyo 2010 Global Mission Consultation Opening will take place from 5:30 to 7:00 PM on opening night, Tuesday May 11. This will be followed by a Brazil/Japan/African/ Korean Drum performance before the Japanese evening evangelistic meeting.
The daytime sessions, including most workshops, will be conducted in English. Plenary sessions will be simultaneously translated into 4 languages: Japanese, Korean, Spanish, and Portuguese via a FM wireless system. For some of the evening Japanese sessions, English will be one of the four simultaneous translations.
Overseas delegates needing translation, including Japanese to English, should bring their own pocket-sized FM radios and earphones. Japanese frequency radios will also be available for purchase in the $6-$10 range.
International delegates are encouraged to wear national dress during the consultation and in particular during the opening ceremony when delegates will march into the hall wearing their national dress and holding national flags. Flags will be provided for each country delegation.
Afternoon workshop sessions are divided into three parts: (1) Celebration of what God has done and is doing around the world and casting vision for the future, (2) New Opportunities and Models in mission, and (3) Coordination. In addition, major tracks will be available including a (4) Finish the Task Track, (5) Church Planting Movements, and (6) a Global Coordination Task Force.
Efforts will be made to connect delegates with workshop leaders in internet discussion groups even before the conference begins.
Workshops are intended to model and reflect; a consultation and mutual study together rather than one person presenting a topic. They are intended to function as interactive workshops with delegates brainstorming together to discuss their own problems are the expectation.
Wireless internet services are expected to be provided in the conference center and workshop rooms for delegates to use their own laptop computers.
Some workshop sessions will be clearly identified as off-limit for photography or recording of any type. All other sessions will be video recorded for broad distribution unless identified as off-limit for security reasons, delegates are free to photograph or record themselves.
The conference is expected to make use of additional computer and internet networking and tracking tools that will be unveiled both before and during the conference.
Tokyo 2010 is not intended to be an end in itself, but the beginning of a movement to see all peoples discipled in our generation. A follow-up committee is currently in formation and will take more definite shape after Tokyo 2010. The purpose of this committee will be to assess those proposals made by the various task forces and study groups, and to steward whatever God may bring forth as a result of the gathering. Anyone seeking to join in these discussions and participate in this follow-up committee is encouraged to contact one of the planning committee members during or after the consultation.