Driving the Future Together

TYPE: Meeting | DESTINATION: Tokyo, Japan | ATTENDEES: 85

The Story

While their employees are all aware of the new business strategy, RGS wanted to provide them with the opportunity to gain a deeper meaning while connecting with one another; having conversations and forming a strong, diverse community, where everyone supports and inspires one another. And as a result of having many offices spread globally (85 people coming from Australia, America, Germany, France, The Netherlands, Belgium and Japan) RGS faces the challenge of cultural differences forming potential barriers.

Thus, RGS approached MCI The Netherlands to help organise and manage their Global Executive Conference in Tokyo, Japan; aimed at creating a shared sense of urgency towards becoming a family of brands to overcome cultural barriers.

It quickly became apparent that organising an event in Japan can be difficult; but luckily the core team in MCI The Netherlands had local support from MCI Tokyo. The event proved challenging logistically as well, with 12 venues in total for the three day conference. And there were many elements at play, such as making sure the Japanese guests got an experience they haven’t had yet within their home country, while guests coming from outside Japan got an experience they’d never forget; all while tying into the theme of Driving the Future Together and creating moments for connection.

RGS Employees

Creating Connections

The world is getting smaller thanks to digital evolution. Thus, it’s no surprise that the topic of cultural differences and how to shape and manage a global workforce is always top of mind for international organisations.

It started with an inspirational session to align on the event goals, which developed into a co-creation session between the client and MCI The Netherlands. Sitting down with the client to set the goals, define the next steps and work on a more detailed proposal really helped in creating an event that had impact, and that RGS and MCI were proud of. Besides bringing the event to life logistically, and managing the flow of the entire 3 days, the project team also took charge on the full event branding and visual identity.

RGS Signage and Branding


With the core of the event messaging being community, the project team got to work on creating an informal setting throughout the event to make the attendees feel at ease and comfortable outside of their usual comfort-zone. This encouraged the attendees to start forming the bonds between themselves. And interpreters were hired to break the language barrier for the Japanese guests, helping them engage with the event, their international colleagues and the sessions.

While the client brought in speakers and organised the breakout sessions, the project team advised on how to creatively set them up and in which venue to host them. Besides the breakout sessions, many activities were built into the conference programme, including:

  • Interactive games
  • Strategic table seating
  • Workshops
  • Social programmes
  • Plenary sessions
RGS Setting Table


To truly weave in the local flavour of Japan, the project team was determined to not go for the obvious venue selections. Using their expertise and the local knowledge gained from inter-office collaboration, they went out of their way to source the unconventional while balancing high-quality and the local Japanese culture. They took a step away from hotel meeting and conference rooms to creatively host the sessions and meetings in traditional Japanese styled rooms or exclusive high-end spots in Tokyo. Where guests from outside Japan could experience the custom of taking off one shoes when entering a room with tatami mats. And Japanese guests could experience something that they wouldn’t usually have the opportunity to do so.

Thinking outside the box for the venues helped create an environment that influenced the attendees to feel comfortable with creative thinking. Stepping further out of their comfort zones.

Happy Employees. Happy Client. Proud Team.

Download PDF