East-West Center discovers that while communication is key, financial backing is just as vital
In the 19 months running up to the 2014 East-West Center International Conference, the organisers learnt that it pays to communicate.
The event was staged at the Okinawa Convention and Visitors Bureau over three days in mid-September, bringing together 400 delegates from 24 different countries in Naha.
Attendees were tasked with debating on ‘Developing a Peaceful and Sustainable Asia-Pacific Community’ but were also able to learn about Okinawan culture – everything from how to make a mythical shisa from pottery to playing the sanshin three-stringed lute and the buku-buku cha Okinawan tea ceremony.
“The entire event went rather smoothly,” said Keiko Yamazato, of the Okinawa chapter of the East-West Center Association and the key coordinator for the event.
“However, the event support company that won the bid from the local government was not sure about the characteristics of the East-West Center, so there was a communication gap,” she said.
Fortunately, experienced organisers were able to step in to ensure that all sides knew what was required.
“It is important to have communication and negotiations with local government officials in order to have their support for an international conference with many attendees from many different countries,” Yamazato said, adding that guaranteeing financing for the event was the single biggest hurdle.
Organisers were required to regularly meet with representatives of the local government to impress upon them the importance of the event if they are truly committed to making Okinawa the top location for conventions in the Asia-Pacific region as well as enhancing its reputation as a destination for vacationers.
Similar effort – and hours – went into convincing local businesses and organisations to provide financial support, including the Okinawa Tourist Service, Orion Beer, the Bank of Okinawa and Naha Airport Building.
Having successfully staged the event, Yamazato said the team has learnt a number of valuable lessons for the next major event.
“We need a good financial plan to support such a big event as the registration fee alone is not enough,” she said.
“We will decide the venue as early as possible and have younger executive members carry out the plan. We will also promote the event to the local media more strongly and encourage more locals to attend.”
In addition, other enhancements would be to have at least two full-time staff working on any given project and including more people in the executive committee to ensure the burden does not fall on a small number of people.
