MICE Kyoto Model:
Coexisting with Coronavirus
Version 2, March 2021

Kyoto Convention & Visitors Bureau

Table of Contents
01

Introduction

02

Part 1: The Significance of MICE Events

05

Part 2: Basic Information on Preventing the Spread of the Novel Coronavirus (COVID-19)
1 About the Novel Coronavirus (COVID-19)
2 General Preventative Measures for the Coronavirus
3 Measures and Guidelines Followed by Organizations and Businesses

19Part 3: Safe and Secure MICE Events:
Guidelines for Organizing and Participating in Events in Kyoto
1 Important Notes for MICE Organizers
2 Important Notes for MICE Participants

31Part 4: Coexisting with Coronavirus:
Ideas and Case Studies for MICE Events with Kyoto Culture
1 Incorporating Kyoto into Preventative Measures
2 Holding Sustainable MICE Events

36[Reference] Infection Prevention Measures at the 14th United Nations Congress on
Crime Prevention and Criminal Justice (Kyoto Congress)

46

List of Organizations Involved in the Making of the MICE Kyoto ModelIntroduction
The Kyoto Convention and Visitors Bureau (KCVB) and Kyoto City have taken significant efforts tomake Kyoto into one of the leading “global MICE cities” in Japan, by developing financial support
systems to attract and hold international MICE events, publishing the first unique venue guide inJapan, and exhibiting with Kyoto businesses at trade shows around the world.
As a result, in 2019 Kyoto city hosted a record 383 international meetings (according to the JNTO
standard, as researched by KCVB), roughly 2.1 times as many as six years previously, highlighting
Kyoto’s growing success at attracting MICE events. In particular, Kyoto successfully hosted anumber of internationally significant meetings, including ICOM (International Council of Museums
General Conference) Kyoto 2019 and the 4th UNWTO/UNESCO World Conference on Tourism andCulture.
At the same time, since February 2020 the novel coronavirus (COVID-19) has spread around theworld, leading to the cancellation or postponement of many MICE events and having a significant
economic impact on relevant industries. An additional concern is the effects of this disruption on thedevelopments in academics, business, and many other fields normally facilitated by face-to-facecommunication, networking, and intercultural exchange.
Against this background, the Kyoto Convention & Visitors Bureau and Kyoto City have developed
the “MICE Kyoto Model: Coexisting with Coronavirus”, which seeks to ensure the safety and securityof MICE organizers, participants, and residents while achieving a high level of satisfaction with MICE
events held in Kyoto, contributing to the local community, and vitalizing the local economy.
The model serves as a Kyoto version of guidance for MICE organizers and participants andcompiles important points to consider to prevent the spread of the coronavirus, based on guidelines
issued by various industries. At the same time, it offers suggestions and case studies of ways toutilize technology and incorporate Kyoto’s traditional culture and industries in order to hold ameaningful, high-quality, and comfortable event.
We encourage MICE organizers and participants to use this model not only as a reference to takethe necessary precautions to prevent the spread of the coronavirus, but also as inspiration to create
a memorable and unique event here in Kyoto, a global MICE city of tradition, culture, nature, andcountless other attractions.
*Please note that the contents of this model are subject to revision based on new knowledge about
the coronavirus.

MICE Kyoto Model: Coexisting with Coronavirus

01Part 1

Part 1The Significance of MICE Events

02

MICE Kyoto Model: Coexisting with Coronavirus

Part 1

With the spread of the novel coronavirus pandemic, many MICE events have been
postponed or cancelled. At the same time, there has been a dramatic increase in thenumber of virtual (online) or hybrid (a combination of in-person and virtual) meetings
as a way to hold events while minimizing the risk of infection, and this trend is expected
to continue.
In this context, there is a need to reevaluate the significance and effects of MICE
events, in particular the value and necessity of in-person gatherings, as well as what
direction the MICE industry should aim to take in the future.

Significance and Impact of MICE Events
MICE events bring people together and can have significant impact on individuals, organizations,society, and local communities in a variety of ways.

● Organizers and participants

Acquisition of knowledge and experiences, networking, strengthening of ties
within an organization, creation of business opportunities, promotion of “bleisure”(combining business and leisure/sightseeing)● Society

Advances in academic research, innovation, opportunities for collaboration andagreement, promotion of peace and mutual understanding through interpersonal
exchange● Local communities (destinations)

Vitalization of the local economy (increased consumer spending, job creation,
increase in repeat visitors), educational opportunities for local residents,
establishment and enhancement of a destination’s brand/reputation

Until recently, most MICE events have been in-person gatherings, where meeting face-to-face has
been the ideal way to maximize the benefits of the event. However, the novel coronavirus has forced
us to reassess the importance of meeting in person when the safety of doing so is no longer
guaranteed.

Examples of benefits of in-person gatherings● Deeper understanding and empathy gained from face-to-face and instantcommunication● Sense of unity and cooperation fostered by being in the same spaceat the same time

● Authentic in-person experiences that engage all five senses● Academic or industry-related experiences such as site visits and tours
On the other hand, there are also many advantages to holding virtual or online events. These do not
detract from the significance and impact of traditional MICE events, and may in fact help expand therange of participants.

MICE Kyoto Model: Coexisting with Coronavirus

03

Examples of benefits to virtual or online meetings:
Part 1● Accessible to anybody (who registers) at any time (for on-demand formats), fromanywhere (with an internet connection)● Savings on travel costs and time for participants, savings on costs of renting
facilities, etc. for organizers● No need to limit the number of participants due to venue capacity● Increase in revenue from an increased number of participants● New methods of communication such as chat functions
However, at this time there are still many disadvantages and problems with online and virtual
meetings, which may improve in the future with investments and new developments in technology.

Examples of disadvantages to/problems with virtual or online meetings:● Time differences limiting real-time communication between parties● Need for protection of intellectual property rights of academic associations, etc.
● Need for high-level security to protect large quantities of personal information● Need for upgrades to the online environment such as high-speed internet andaudiovisual equipment● Increase in costs for holding hybrid meetings● Difficulties in obtaining the same benefits of in-person meetings listed above
As outlined above, currently there are both advantages and disadvantages to in-person, virtual, andhybrid MICE events, and there is no “correct answer” to how they should be held in the future.
However, it is important to try to maximize the significance and impact of MICE events by highlighting
the advantages of meeting in person while also using the latest technology such as virtual meetings
and taking strict preventative measures to ensure the safety and security of events.
With this mindset, the “MICE Kyoto Model: Coexisting with Coronavirus” aims to help bring about
safe and secure MICE events that reach their full potential, while incorporating the charms and uniquecharacteristics of Kyoto as a city.

04

MICE Kyoto Model: Coexisting with Coronavirus

Part 2

Part 2
Basic Information on
Preventing the Spread of theNovel Coronavirus (COVID-19)

MICE Kyoto Model: Coexisting with Coronavirus05

1. About the Novel Coronavirus (COVID-19)(1) Symptoms

Part 2

Common symptoms of the novel coronavirus (COVID-19) include prolonged fever, sore throat,and coughing that last for about one week, as well as a strong sense of fatigue. Early symptoms
such as fever and coughing are similar to those of a common cold, but tend to last longer. It issaid that the incubation period lasts from 1 – 14 days (in many cases, 5 – 6 days).
Severe cases may develop into pneumonia and lead to death, with elderly people and thosewith pre-existing conditions at a higher risk of becoming severe cases.
There are also people who do not show any symptoms despite being infected, but may still
spread the disease.

(2) How the coronavirus spreads
The coronavirus spreads from person to person, with the main types of transmission thought tobe through respiratory droplets and through contact with infected surfaces.

Respiratory droplets

Contact with infected surfaces
Light switches

Respiratory droplets containing thevirus are released through sneezing,
coughing, talking, etc. These droplets
may land on or be inhaled throughthe nose and mouth of people
nearby, causing the disease to
spread.

Doorknobs

Straps/handles

If an infected person sneezes orcoughs into their hands, the virus
may spread to any surface they touch
afterward. If a healthy person comes
into contact with these surfaces, thevirus may spread to their hands,causing an infection even without
direct contact with an infected
person.

*There have been reports suggesting that the coronavirus may spread through aerosol
transmission, so please be sure to check the latest information from the Ministry of Health,Labour and Welfare, the National Institute of Infectious Diseases, etc.
Reference: Cabinet Public Relations Office (Japanese only)
https://www.kantei.go.jp/jp/headline/kansensho/coronavirus.html

06

MICE Kyoto Model: Coexisting with Coronavirus

2. General Preventative Measures for the Coronavirus(1) Avoiding the “Three Cs”
Due to an increased risk of spreading the coronavirus, it is important to avoid the following“Three Cs” as much as possible:

Make enough spacewith others.

Open doors and windows.
Ventilate frequently.

Part 2❶ Closed spaces (with poor ventilation)❷ Crowded places (with many people nearby)❸ Close-contact settings (such as close-rangeconversations)

Avoid exercise withmany people even outdoors.
Walking or runningin a small groupis fine.

2 meters

Make space in restaurants.

Wear a mask
when talking.

-Avoid dining in large group-Leave one empty seat between you-Sit diagonally across the table

Refrain from talking inside
the train or elevator.

5 min.
conversation is the sameas one cough.

Reference: Cabinet Secretariat (Japanese only)
https://corona.go.jp/proposal/(2) Hand-washing
Touching surfaces such as doorknobs or straps/handles on public transportation may transfer
the virus onto your hands, so be sure to wash them often with soap. Avoid touching your eyes,
nose, and mouth with unwashed hands.

Correct way to wash hands.
１-Keep your fingernails short.

Before washing hands -Remove wristwatches and rings.

２

After thoroughly wetting your handswith running water, apply soap andrub the palms well.

３

Thoroughly rub
the fingertips and nails.

Rub the back of your hands
up and down.

４

５

６

Wash between your fingers.

Twist and wash your thumbs withthe palms of your hands.

Don’t forget to clean your wrists.

After cleaning with soap thoroughly rinse with water and wipe dry with a clean towel or paper towel.
Reference: Ministry of Health, Labour and Welfare (Japanese only)
https://www.mhlw.go.jp/stf/seisakunitsuite/bunya/syoudoku_00001.html

MICE Kyoto Model: Coexisting with Coronavirus07(3) Coughing etiquette
To avoid spreading the infection to others, be sure to use a mask, tissue/handkerchief,
sleeve, or the inside of your elbow to cover your nose and mouth when coughing or
sneezing.

Part 2Three “coughing manners”
If you don’t
have a mask.

Wear a mask.
(covering mouthand nose)

Cover your mouth
or nose with atissue/handkerchief.

*Observe the manners on a train,
at work, school or wherever people gather.

Sudden sneezes
or coughs.

Cough or sneeze
into your sleeve.

Coughing or sneezing
without shielding yourmouth or nose.

Using your hands
to cover coughs
or sneezing.

Correct way to wear a mask.
１２

３

Ensure both your nose andmouth are covered.

Place the rubber string
over your ears.

Cover up to your noseso there are no gaps.

Reference:
Cabinet Public Relations Office (Japanese only)
https://www.kantei.go.jp/jp/headline/kansensho/coronavirus.html
Ministry of Health, Labour and Welfare (Japanese only)
https://www.mhlw.go.jp/stf/newpage̲14992.html

Avoiding Heatstroke
Wearing a mask in a hot or humid environment can increase the risk of heatstroke, so if you are outsideand can maintain social distance (at least 2 m) from those around you, avoid heatstroke by periodicallyremoving your mask, etc.

Remove your mask to avoid heatstroke
At least
2 meters

When wearing a mask

Avoid strenuous exercise
Stay hydrated even if
you are not thirsty

When outside and at least 2 meters
away from others(appropriate social distance)

Be especially carefulwhen it is hot and humid

Reference: Ministry of Health, Labour and Welfare (Japanese only)
https://www.mhlw.go.jp/stf/seisakunitsuite/bunya/0000121431_coronanettyuu.html

08

MICE Kyoto Model: Coexisting with CoronavirusReference: New Travel Etiquette (created by the Japan Association of Travel Agents)
In addition to general precautions to prevent the spread of the virus, the following diagram outlines points to beaware of when traveling, for example during transit, when eating out, visiting sightseeing spots, and shopping.

Part 2

Reference: Japan Association of Travel Agents (Japanese only)

http://www.jata-net.or.jp/virus/

MICE Kyoto Model: Coexisting with Coronavirus093. Measures and Guidelines Followed by Organizations and Businesses
The facilities, public transportation, etc. used by MICE participants and organizers are taking
preventative measures for the coronavirus according to both guidelines issued by each of theirindustries and guidelines created by each facility. This section introduces some examples of theseprecautions for different industries. For more detailed information on measures taken by specificbusinesses, please visit their websites, etc.
Part 2(1) Accommodation facilities❶ Measures for employees:● Strict enforcement of temperature checks before starting work, personal healthmanagement, hand-washing/gargling, and sanitization● Wearing of masks and face shields❷ Measures within the facility:● Frequent and thorough cleaning of areas commonly accessed or touched by
the guests and the general public● Use of acrylic barriers, etc. in areas with interaction with guests, such as the reception desk
● Placement of alcohol-based hand sanitizer around the facility● Request for cooperation of guests with temperature and health checks● Request for cooperation with maintaining appropriate social distance (minimum 1 meter)

Temperature checks and placement of acrylic barriers at the reception desk (The Prince Kyoto Takaragaike)❸ Examples of measures at receptions and social events:● Preparation of table masks● Separation of eating spaces and spaces where guests can stop to chat
● Have personnel circulating the venue asking guests for their cooperation

Use of table masks and separation of eating and chatting spaces (Hotel Granvia Kyoto)

Relevant industry guidelines: (Japanese only)
Novel Coronavirus Guidelines for Accommodation Facilities(Japan Ryokan & Hotel Association, All Japan Ryokan & Hotel Association, Japan City Hotel Association)

10

MICE Kyoto Model: Coexisting with Coronavirus

Kyoto City public transport (city buses, subway cars, private buses, taxis, etc.) and charteredbuses are making use of funding support systems from Kyoto City to implement a range ofhealth measures—including the use of antiviral coatings—to ensure passengers can travel
safely and with peace of mind.

(2) Municipal buses/subway (Kyoto Municipal Transportation Bureau)● Strict enforcement of mask-wearing, hand-washing, and gargling as well as
temperature checks before starting work

Part 2❶ Measures for bus drivers, subway conductors, and other staff:❷ Measures for city buses, subway cars, subway stations, and bus terminals:● Regular sanitization of straps/handles on buses and subway cars, escalatorsand handrails in subway stations, and other high-touch areas● Use of anti-viral treatment in buses and subway cars
● Prohibiting use of the seat to the left of the driver on buses, as well as using vinyl
barriers in the rear of driver’s seats and in staffed ticket gates at the subway● Operation of ventilation systems in subway cars and stations and keeping a portionof bus windows open at all times● Use of large monitors at the Kyoto Station bus terminal to display information about
the coronavirus● Implementation of new measures to counter the spread of infection in 58 new buses- Increased number of ventilators (2→3)- Seat material with antiviral coating- Changed seat at the front of bus to a baggage rack to prevent infection between
passengers and bus driver

Regular ventilation

Information displayed at Kyoto Station bus terminal

City buses with new infection prevention measures

Relevant industry guidelines: (Japanese only)-Novel Coronavirus Guidelines for Buses (Nihon Bus Association)-Novel Coronavirus Guidelines for Railways (Railway Liaison Council)

MICE Kyoto Model: Coexisting with Coronavirus

11(3) JR (Japan Railways)❶ Ventilation/cleaning/sanitization of train cars:● Regular ventilation using air-conditioning systems or open windows.
Ventilation on commuter trains, limited express trains, and shinkansen bullet trains
takes place in each car (with some exceptions) approximately every 6 – 8 minutes.
● Regular sanitization of straps/handles

Part 2
Regular ventilation

Sanitization within cars

❷ Measures to prevent the spread of respiratory droplets in stations:● Thorough cleaning and sanitization of ticket machines, escalator handles, etc.
● Placement of vinyl barriers at ticket gates and windows, floor indicators forsocial distancing when lining up, etc.

Sanitization of ticket machines

Floor indicators for social distancing❸ Ticketless limited express tickets:● Smartphones or cell phones can be used to book reserved seats on limited
express trains, and passengers can board without needing to buy or pick up paper
tickets at the station● To avoid the “three Cs” in the morning and evening—when they are most likely tooccur—reserved tickets on express trains have been priced more reasonably than
non-reserved tickets

Relevant industry guidelines: (Japanese only)
Novel Coronavirus Guidelines for Railways (Railway Liaison Council)

12

MICE Kyoto Model: Coexisting with Coronavirus

(4) Airport highway buses❶ Measures for drivers and staff:● Wearing of masks● Temperature and other health checks● Removal of dust, when boarding buses or entering the office, sanitizing of shoes , etc.
Part 2

Removal of dust, etc., sanitizing of shoes (Kansai Airport Transportation Enterprise Co., Ltd.)❷ Measures within the vehicle:● Ventilation within the bus (air can be replaced approximately every 5 minutes)
by using air intake from the outside● Ventilation through open windows● Limiting use of a portion of seats on the bus● Regular sanitization of vehicles, etc.
● Use of anti-viral treatment for bus interiors and luggage space

Anti-viral treatment for bus interiors and luggage spaces (Kansai Airport Transportation Enterprise Co., Ltd.)❸ Measures taken at bus stops and ticket machines:● Sanitization of ticket machines, etc.
● Placement of alcohol-based sanitizer at bus stops, etc.
Relevant industry guidelines: (Japanese only)
Novel Coronavirus Guidelines for Buses (Nihon Bus Association)

MICE Kyoto Model: Coexisting with Coronavirus13(5) Taxis❶ Measures for drivers:● Strict enforcement of mask-wearing and temperature checks fordrivers before starting work
● Strict enforcement of hand-washing/gargling
Part 2❷ Measures within the vehicle:● Placement of alcohol-based hand sanitizer, etc. in vehicle● Open windows while driving to ensure ventilation● Sanitization of the vehicle after each customer, as well as when leaving or
returning to depot● Use of vinyl barriers to separate the driver’s seat from the passenger seats andprevent the spread of respiratory droplets

Use of vinyl barriers (Yasaka Group)

Sanitization inside vehicles (Yasaka Group)❸ Designation of dedicated vehicles for disease prevention:● Use of dedicated vehicles to transport those who have been diagnosed withor may be infected with the novel coronavirus

Exterior of dedicated vehicle (MK Co., Ltd.)Interior of dedicated vehicle (MK Co., Ltd.)

Relevant industry guidelines: (Japanese only)
Novel Coronavirus Guidelines for Taxis (Japan Federation of Hire-Taxi Associations)

14

MICE Kyoto Model: Coexisting with Coronavirus

(6) Tourist facilities❶ Measures for employees:● Temperature checks, mask-wearing, sanitization of handles and other high-touch areas❷ Measures within the facility:● Placement of vinyl barriers in areas with interaction with customers such as
the reception desk, gift shop, etc.

Part 2● Temperature checks taken near the entrance● Recommendation of registration with the Kyoto City Contact Tracing Service● Placement of alcohol-based hand sanitizer throughout the facility● Establishment of social distance or limiting the number of entrants

Hand sanitizer (Kyoto Railway Museum)Floor indicators (Kyoto Aquarium)

Relevant industry guidelines: (Japanese only)
Example: Novel Coronavirus Guidelines for Museums (Japanese Association of Museums)*Due to the diversity in content and type of tourist facilities, relevant guidelines may differ for each facility

MICE Kyoto Model: Coexisting with Coronavirus

15(7) Meeting facilities❶ Measures for employees:● Temperature checks, mask-wearing, personal health management❷ Measures within the facility:
Part 2● Placement of alcohol-based hand sanitizer throughout the facility● Regular disinfection of frequently touched areas and use of antiviral, antibacterial films● Suggestions for layouts that ensure social distancing● Recommendation of the use of the Kyoto City Contact Tracing Service,
COVID-19 Contact-Confirming Application (COCOA)● Creation of guidelines to prevent the spread of coronavirus● Acquisition of accreditations, etc., from specialist external organizations

The Kyoto International Conference Center acquired for GBAC
STARTM accreditation*, an international standard for hygiene
management.
*GBAC is a division of the International Sanitary Supply
Association (ISSA), located in Chicago, USA.

Relevant industry guidelines: (Japanese only)- Novel Coronavirus Guidelines for MICE Events (Japan Convention Management Association)- Novel Coronavirus Guidelines for Exhibitions (Japan Exhibition Association)

16

MICE Kyoto Model: Coexisting with Coronavirus

(8) Airports❶ Measures for employees:● Wearing of masks/gloves, placement of barriers at counters, etc.

❷ Measures within the facility:● Cleaning/sanitization of counters, security checkpoints, escalators, etc.; placementof alcohol-based sanitizer throughout the facility; increased ventilation

Part 2● Temperature checks via thermographic cameras● Placement of posters regarding preventative measures and other methods toincrease awareness
ExamplesPlacement of acrylic barriers

Floor indicators for social distancing

Relevant industry guidelines: (Japanese only)
Novel Coronavirus Guidelines for the Airline Industry
Scheduled Airlines Association of Japan, All Japan Airport Terminal Association

MICE Kyoto Model: Coexisting with Coronavirus

17(9) Kyoto City Tourism Association (DMO KYOTO)❶ Establishment and promotion of guidelines toensure safe and secure tourism in Kyoto, developedwith the cooperation of 23 tourism-relatedorganizations in Kyoto City and PrefecturePart 2

Stickers❷ Distribution of stickers to tourism establishmentsthat have agreed to follow said guidelines

Pictograms❸ Kyoto Machi-quette* displays showcasing a set of etiquette rules created
together with Japan Tobacco Inc. that enable the city’s residents to live insafety, in comfort, and with peace of mind as we live alongside the virus.
*Machi-quette: A term combining machi (or city) and etiquette.

Reference: Kyoto City Tourism Association Guidelines (Japanese only)
https://www.kyokanko.or.jp/wp/wp-content/uploads/kansensyo-taisaku-guidelines.pdf
Kyoto Machi-Quette (Japanese only)
https://www.kyokanko.or.jp/news/20200930/

18

MICE Kyoto Model: Coexisting with Coronavirus

Part 3

Part 3
Safe and Secure MICE Events:
Guidelines for Organizing andParticipating in Events in Kyoto

MICE Kyoto Model: Coexisting with Coronavirus191. Important Notes for MICE Organizers
In order to hold safe and secure MICE events, careful preparation by the organizers to prevent the
spread of the coronavirus is essential. The following section outlines important notes for organizers, so
please use it as a reference to work with the suppliers/staff, inform the participants of your policies andrules that they should follow, and take the appropriate measures for holding the event.
*The information below is based on the “Novel Coronavirus Guidelines for MICE Events” issued by the Japan
Convention Management Association (JCMA, https://jp-cma.org/) and the “Novel Coronavirus Guidelines for
Exhibitions” issued by the Japan Exhibition Association (https://www.nittenkyo.ne.jp/). Please refer to theseguidelines as well (Japanese only).
Part 3(1) Preparation Before the Event❶ Analysis of risk of infection
In addition to avoiding closed spaces, crowded places, and close-contact settings (the“three Cs”), take steps to ensure social distancing and be aware of the location andfrequency of use of high-touch items such as shared equipment or doors.
The following diagram shows situations that are considered to be at high risk of infection
through surfaces or the spread of respiratory droplets.

Participant
registration
Cloakrooms
and storage

Public spaces

Risk of infection
through surfaces
or spread of
respiratory
Receptions
Meeting
dropletsandrooms/sessionsocial events

venuesExhibition
areas

20

MICE Kyoto Model: Coexisting with Coronavirus❷ Ensuring the safety of participants● Things to consider before the event
・ Roles and responsibilities of organizers, facilities, and suppliers/staff

・ Criteria and process for making decisions regarding postponement, cancellation,
or a change to a virtual format
・ Criteria for having participants stay home instead of attending

・ Policies for holding the event (use of digital tools such as online pre-registration,
rules for participants, etc.)

・ Policies to handle a possible or confirmed case of infection

・ Consultation with Kyoto Prefecture for events that involve travel across Japanor that have 1,000 or more participantsPart 3・ How to manage and share information about the health and personal healthmanagement of participants in the case of an infection, including health checks before,
during, and up to 2 weeks after the event, as well as setting up a dedicated hotline, etc.

● Sharing information with participants
・ Make use of the official website, social media, etc. to inform participants of precautions
that will be taken to prevent the spread of infection, rules for participants to follow,
criteria/standards for staying home instead of attending, etc.
・ In particular, when registering for the event, be sure to make participants aware ofyour policies and obtain advance understanding/permission regarding the possibilityof having personal information shared with medical institutions or public health centers
if necessary● Advanced registration●

Implement advanced registration for independent programs such as excursions
when possible, and require participants to install contact tracing apps.
(Reference: contact tracing apps available in Japan/Kyoto)
Name

Description

WebsiteCOVID-19 ContactConfirming Application(COCOA)

Uses the short-range communication function(Bluetooth) of smartphones to notify the user when
there is a possibility that they have come into
contact (within 1 meter, for 15 minutes or more)with a positive case

Kyoto City Contact
Tracing Service

Uses QR codes to allow users to register for email
notifications if there is a possibility that they havecome into contact with a positive case

Kyoto Prefecture
Coronavirus Emergency
Alert Service (Kocotoro)

Uses location information from smartphones to
notify users who check in to facilities or events if
there is a possibility that they have come into
contact with a positive case

MICE Kyoto Model: Coexisting with Coronavirus

21❸ Ensuring the safety of suppliers/staff● Determine what you will ask of suppliers/staff with respect to health checks before starting
work (e.g. temperature checks, confirmation of lack of symptoms, etc.) and how you willhandle cases of poor health, and be sure to inform suppliers/staff in advance● Determine what steps will need to be taken if a participant is suspected to have thecoronavirus during the event (e.g. how to share information, confirmation of close
contacts, the decision-making process, adjustments of staff placement, etc.)● If possible, prepare a room or bathroom solely for the use of suppliers/staff
Part 3● Take necessary precautions (e.g. wearing gloves, etc.) in areas where there is frequent orclose contact with participants such as the reception desk or cloak room
● Ensure that suppliers and staff are able to take sufficient breaks while on duty

(2) During the event❶ General precautions● Make announcements and display posters, etc. with rules for participants to follow andcriteria/standards for staying home instead of attending❷ Registration● Temperature/health checks

・ Have participants take their own temperature before arriving
・ Make use of thermographic cameras or non-contact thermometers
・ Encourage participants to record their temperatures on a designated website, etc.

● Social distancing and mask-wearing
・ Adjust arrival/departure times to reduce lines and crowding
・ Be prepared to limit the number of arrivals if necessary
・ Ask participants who are not wearing masks to wear them (prepare a certain numberof masks to provide when necessary)・ Adjust the position of registration staff to maximize social distancing andreduce crowds● Risk management of infection through surfaces or respiratory droplets

・ Reduce the need for cash transactions by using contactless payment systems suchas IC cards, etc.
Reference: - West Japan Railway Company (JR West) ICOCA https://www.westjr.co.jp/global/en/howto/icoca/money/- East Japan Railway Company (JR East) Suica https://www.jreast.co.jp/e/pass/suica.html- Kyoto Convention Pass https://www.city.kyoto.lg.jp/kotsu/page/0000032027.html

・ Make use of digital technology, for example, using QR codes for registration or to keep
track of participants’ entry/exit into the venue

・ Prevent the spread of infection through surfaces or respiratory droplets by using gloves,acrylic boards, face shields, etc.

・ Reconsider the distribution of materials to participants, for example by not handing themout personally or by distributing information digitally instead of physically

22

MICE Kyoto Model: Coexisting with Coronavirus❸ Cloak rooms● Taking appropriate preventative measures when setting up and using the cloak room

❹ Session venues (including poster sessions)● Avoiding the “three Cs” (closed spaces, crowded places, close-contact settings)
・ Be aware of expected number of attendees and limit attendance if necessary

・ Limit or prohibit standing room・ Set up satellite overflow locations with broadcasting・ Conduct staff patrols around the venue
・ Separate entrances and exits

Part 3・ Leave entrances and exits open
● Minimizing the risk of the spread of infection
・ Inform participants of policies and rules to follow at the start of the session

・ Ensure that there are opportunities to sanitize walkways and shared spaces

・ Ensure that appropriate distance is maintained between speakers on stage as well as
between speakers and the audience, for example by placement of acrylic barriers
・ Sanitize and replace shared equipment such as microphones frequently, or consider
using online chat systems for Q&A sessions

・ Sanitize headsets for simultaneous interpreting in advance, or consider not providingthem and using a system that uses smartphones/tablets instead.

❺ Receptions and social events
Receptions and social events are an opportunity for opinion exchanges and networking in
addition to eating and drinking, but as there are more opportunities for participants toremove their masks, the risk of infection is also greater, necessitating careful precautions.
● Careful consideration of the need to provide food and drink● Arranging the layout to ensure appropriate distance between seats and tables● Shortening the total time of the event● Using outdoor spaces● Considering options for interpreting, for example using wireless systems instead ofwhispering● Offering individual, packaged meals (including bento boxes) using local ingredients❻ Public spaces● Creating separate areas for moving through the space and for waiting in lines● Using megaphones/loudspeakers when directing movement● Minimizing usage of public space through scheduling (for example by adjusting the end
times of each session)

MICE Kyoto Model: Coexisting with Coronavirus

23❼ Exhibition areas (including exhibitions included in conferences, etc.)● Sanitization of items on display, etc. before and during the event● Not allowing participants to touch items on display, etc.
● Reducing opportunities to distribute materials, etc. by hand (consideration of digital
distribution as an alternative)● Requesting exhibitors to wear masks or face shields● Encouraging booth designs that allow for open space/social distancing● Promoting reserved slots to streamline negotiations and prevent booth congestion
Part 3● Carrying out demonstrations and negotiations depending on the number of customers
visiting the booth❽ Dealing with incidents● Maintaining a close relationship with medical institutions, the public health center,meeting facilities, and accommodation facilities● Acting in accordance with existing guidelines or rules for each facility, when available(3) After the event
For the period of 2 weeks after the event has ended, if there is a suspected case of thecoronavirus among the participants, cooperate with the collection and disclosure of
information by the government, public health center, etc. Be sure to take precautions toprotect the personal information of participants.

24

MICE Kyoto Model: Coexisting with Coronavirus

2. Important Notes for MICE Participants
In order to ensure the safety and security of participants in MICE events, it is important for each andevery participant to adapt to life in the “new normal” by avoiding the “three Cs” (closed spaces,
crowded places, and close-contact settings), washing their hands, wearing masks, and observing
cough/sneeze etiquette, in addition to following the rules and policies set by organizers to prevent the
spread of infection. We encourage all participants to take the general precautions outlined below.

(1) Registration/before departure❶ Confirmation of precautions taken by the organizers to prevent the
spread of infection

Part 3

Before departure, confirm what types of precautions will be taken by the organizers toprevent the spread of infection, in addition to any criteria/standards for staying homeinstead of attending. If you meet these criteria, refrain from attending the event.
(Examples of criteria for staying home)
・If there is a possibility that you have come into close contact with somebody
who has the coronavirus
・If you or somebody you live with has symptoms such as fever
Reference: Definitions of “close contact” with somebody who has the coronavirus- National Institute of Infectious Diseases
https://www.niid.go.jp/niid/images/epi/corona/2019nCoV-02-200206-en.pdf- Ministry of Health, Labour and Welfare
Q & A on Coronavirus Disease 2019 (COVID-19) Q7
https://www.mhlw.go.jp/stf/seisakunitsuite/bunya/kenkou_iryou/dengue_fever_qa_00014.html#Q7❷ Permission for use of personal information
If requested by the organizers or other authorities, provide advance permission for theprovision and use of personal information, including information regarding your stay in
Kyoto (only as necessary for KCVB operations, prevention of the spread of disease, or
medical treatment)❸ Use of contact tracing apps
Make use of the following apps to inform you if there is a chance that you have come into
close contact with somebody who has tested positive for the coronavirus
Name

Description

WebsiteCOVID-19 ContactConfirming Application(COCOA)

Uses the short-range communication function(Bluetooth) of smartphones to notify the user when
there is a possibility that they have come into
contact (within 1 meter, for 15 minutes or more)with a positive case

Kyoto City Contact
Tracing Service

Uses QR codes to allow users to register for email
notifications if there is a possibility that they havecome into contact with a positive case

Kyoto Prefecture
Coronavirus Emergency
Alert Service (Kocotoro)

Uses location information from smartphones to
notify users who check in to facilities or events if
there is a possibility that they have come into
contact with a positive case

MICE Kyoto Model: Coexisting with Coronavirus25❹ Other important points● Prepare information regarding your health and pre-existing conditions so that it can begiven promptly to medical institutions, etc. if necessary● Enroll in travel insurance as appropriate
Reference: Japan National Tourism Organization “Guide for when you are feeling ill: Travel Insurance”
https://www.jnto.go.jp/emergency/eng/mi_guide.html

Part 3● Make a plan for any destinations and transit (including methods of public transportation)
during your trip, so that you can promptly provide details to the organizers, medical
institutions, etc. if necessary● Research the coronavirus situation (for example, through the local government
website) of any places or facilities you plan on visiting before arriving in Kyoto. If there
has been a recent increase in cases or if the number of cases remains high, avoid
visiting if possible before coming to Kyoto.

(2) While in transit❶ Cooperate with disease prevention measures for public transportation, such as wearing
masks and limiting conversation❷ Avoid traveling on public transportation during busy times such as the morning andevening commuting rush hours

Reference: West Japan Railway Company (JR West)https://www.westjr.co.jp/global/en/info/occupancy.html
https://www.westjr.co.jp/global/en/info/occupancy_shinkansen.html
https://www.westjr.co.jp/global/en/timetable/operation/❸ Make use of IC cards such as ICOCA and Suica to minimize the risk of spreading
infection through the use of cash

Reference:- West Japan Railway Company (JR West) ICOCA
https://www.westjr.co.jp/global/en/howto/icoca/money/- East Japan Railway Company (JR East) Suica
https://www.jreast.co.jp/e/pass/suica.html- Kyoto Convention Pass
https://www.city.kyoto.lg.jp/kotsu/page/0000032027.html

26

MICE Kyoto Model: Coexisting with Coronavirus

(3) During the event❶ Cooperate with any disease prevention measures or rules implemented by the organizers❷ When entering or exiting the venue, avoid crowding near the entrances and exits as muchas possible by adjusting your arrival or departure time

❸ If you are feeling unwell, tell nearby facility or event staff as soon as possible and follow
their instructions❹ If participating in excursion programs, follow any rules or measures taken by the*For private excursions as well, confirm and follow any guidelines established by
the destination

Part 3organizers to prevent the spread of infection

Reference: Kyoto City Tourism Association
The Current Situation Due to the Novel Coronavirus (COVID-19) in Kyoto
https://kyoto.travel/en/news/2020/0227-2.html(4) During your stay(at accommodation facilities, restaurants, sightseeing spots, etc.)❶ Cooperate with any disease prevention measures implemented by the facilities,
such as temperature checks or filling out health forms when requested❷ Take your temperature and evaluate your own health regularly❸ Make use of the Kyoto City Contact Tracing Service and registerwhen you visit any eligible facilities, and keep a separate list of any
facilities that you use that are not registered for the service❹ Take care to use facilities that are taking proper precautions against the spread of

infection, such as those displaying stickers issued by the Kyoto Conference on Guidelines
for the Prevention of the Spread of Coronavirus or pictograms issued by the Kyoto City
Tourism Association
Reference:

Stickers

Pictograms

MICE Kyoto Model: Coexisting with Coronavirus

27❺ Avoid crowded areas and rush hour, such as popular sightseeing spots during the busy
season or the commuting rush in the mornings and evenings

Reference:- West Japan Railway Company (JR West) Occupancy Information
https://www.westjr.co.jp/global/en/info/occupancy.html- Kyoto City Tourism Association “Crowding Radar to Avoid the Three Cs” (Japanese only)
https://ja.kyoto.travel/comfort/❻ Other important notes● When returning to your room at your accommodation facility, remove your shoes at theentrance and change into disposable slippers or other indoor shoes
Part 3● Apply sanitizer to your outer clothes and items in the entrance, etc. after entering yourroom(5) After returning home
If you suspect that you may have the coronavirus within 2 weeks of the event ending,
promptly contact the organizers and resources listed below and follow their instructions, inaddition to cooperating with the government, public health center, etc. for the collection anddisclosure of information.

(6) If you suspect you may have or if you have been infected with the coronavirus❶ For suspected cases (support in Japanese):
Using the diagram below as reference, contact the designated hotline and youraccommodation facility, etc. for consultation.
*As the information may be updated, please see the website below for the latest information(Japanese only): https://www.city.kyoto.lg.jp/hokenfukushi/page/0000266620.html

Reference: Flow of consultation, consultation, and examination for those with symptoms of fever
If you do not already have adoctor or medical institution
you useFebrileCall your doctor or medical institution
for consultation over the phone.
Call the Novel Coronavirus Consultation Hotline

consultationand testing

Impossible

Introduction

Possibleconsultation and testing

Introduction

Medical institution
Introduction

Outpatient testing if
determined
necessary by a doctor(1) Influenza test(2) Coronavirus test
Introduction

Kyoto Medical Association Testing Center(including drive-through)Source: Kyoto City Official Website (accessed on Nov. 2, 2020)

28

MICE Kyoto Model: Coexisting with Coronavirus

● When there are no medical institutions offering consultations (on weekends, atnighttime, etc.)- The Novel Coronavirus Consultation Hotline
TEL: 075-414-5487
Hours: 24-hours a day, 365 days a year
Languages: English, Chinese, Korean, Portuguese, Spanish, Vietnamese
Other: Those with hearing impairments or who otherwise cannot consult over the phone
can make contact via email or fax (See website below for more details).
(https://www.city.kyoto.lg.jp/hokenfukushi/page/0000266477.html)

Part 3● Other consultation hotline- Ministry of Health, Labour and Welfare Consultation Hotline
TEL: 0120-565653
Hours: 9:00 - 21:00- Japan Visitor Hotline for foreign travelers
TEL: 050-3816-2787
Hours: 24-hours a day
Languages: English, Chinese, Korean, Japanese❷ For confirmed cases● Follow all instructions given by doctors or the public health center● Inform your accommodation facility of your diagnosis and follow their instructions● Use the COCOA app to report your diagnosis

MICE Kyoto Model: Coexisting with Coronavirus

29Reference:
Process of getting tested if you suspect you have or have been infectedwith the coronavirus(1) Getting tested at a medical institution
Follow any instructions from the public health center and get tested at a medical
institution. Prepare any information on existing conditions, current prescriptions, etc. andbring it with you so that you can provide this information promptly upon request.
Part 3(2) General treatment
In many cases, treatment will involve alleviating symptoms such as fever or coughing
caused by the virus. Please see the websites below for more details, including informationon testing.
Reference: Ministry of Health, Labour and Welfare- Q & A on Coronavirus Disease 2019 (COVID-19)

https://www.mhlw.go.jp/stf/seisakunitsuite/bunya/kenkou_iryou/dengue_fever_qa_00001.html- Testing for the Novel Coronavirus (Japanese only)
https://www.mhlw.go.jp/stf/seisakunitsuite/bunya/0000121431_00132.html(3) After being tested
In general, based on the judgement of the medical institution, confirmed patients will
either be admitted to a designated hospital (for those with symptoms) or asked to returnto their accommodation facility (for those without symptoms)
Reference: Ministry of Health, Labour and Welfare (Japanese only)
Q & A on Coronavirus Disease 2019 (COVID-19)
https://www.mhlw.go.jp/stf/seisakunitsuite/bunya/kenkou_iryou/dengue_fever_qa_00001.html(4) What to do after returning to your accommodation facility
Until you receive the test results, follow the instructions or guidelines of youraccommodation facility regarding your stay and movements.

(5) Important notes during recovery
If you are instructed to spend recovery at your accommodation facility, follow any
instructions given by them.

(6) Important information for foreign nationals
For foreign nationals, please be aware that you may be required to submit a negative
PCR test to enter your destination after leaving Japan.
Reference: Ministry of Foreign Affairs of Japan (Japanese only)International Restrictions on Visitors Entering From Japan / Japanese Citizens
https://www.anzen.mofa.go.jp/covid19/pdfhistory_world.html

30

MICE Kyoto Model: Coexisting with Coronavirus

Part 4

Part 4
Coexisting with Coronavirus:
Ideas and Case Studies for
MICE Events with Kyoto Culture

MICE Kyoto Model: Coexisting with Coronavirus

31Coexisting with Coronavirus:
Ideas and Case Studies for MICE Events with Kyoto Culture
This section introduces ideas and case studies of new ways to hold sustainable MICE
events that highlight Kyoto’ s traditional culture and industries and make use of the latest
technology, while still taking the necessary precautions to prevent the spread of thecoronavirus.

1. Incorporating Kyoto into Preventative Measures(1) Utilizing and increasing awareness of the MICE Kyoto modelPart 4

To encourage adherence to guidelines in order to ensure that MICE events are safe andsecure, we encourage creative solutions to help MICE organizers and participants learn
about and make use of the MICE Kyoto model

Examples:● Providing information to participants directly, for example, by requiring participants toindicate agreement to policies based on this model as a condition for participation, or
playing an introductory video about the model at the beginning of the event● Distributing Kyoto MICE model goods to participants(2) Using Kyoto-style goods
Although preventing the spread of the disease introduces many restrictions, it can also be an
opportunity to showcase Kyoto’s traditional culture and industries by using unique
Kyoto-style goods as part of preventative measures.
Examples:● Using hand sanitizer covers made with Nishijin-ori weaving (fig. 1)● Using traditional fans to cover the mouth and block the spread of respiratory droplets● Using panels made from locally grown and harvested wood to block the spread of
respiratory droplets (fig. 2)

Fig. 1

32

MICE Kyoto Model: Coexisting with Coronavirus

Fig. 2 (Reference: Kyoto Local Wood Supplier Association)

(3) Creating attractive spaces that avoid the “three Cs”
Organizers can make use of open spaces that do not affect social distancing to create auniquely Kyoto atmosphere through décor and other arrangements.
Examples:● Using open spaces or clear acrylic barriers to showcase live demonstrations by traditional
artisans● Creating a walking path through a garden or within a facility and conducting small-scale
walking programs or free sessions with panelists or speakers● Displaying and selling uniquely Kyoto disease-prevention goods(such as acrylic barriers that use traditional techniques and designs)

Part 4

The 57th Annual Meeting of the Japanese Association of Rehabilitation Medicine (August 19 - 22, 2020)(4) Cooperation among facilities to make all of Kyoto a MICE venue
Although capacity for individual facilities is limited due to the need for social distancing, withthe cooperation of multiple facilities, it is possible to make the entire city into one large
venue.

Examples:● Using World Heritage Sites and other unique venues as stages for panelists or speakers● Creating a program where participants can attend virtually while relaxing in their rooms
at multiple ryokan (traditional Japanese inns) or hotels● Making use of facilities that are available in the early morning or evening

MICE Kyoto Model: Coexisting with Coronavirus

33

2.

Holding Sustainable MICE Events(1) Increasing satisfaction of MICE organizers and participants
Whether it is an on-site MICE event or a hybrid MICE event (a combination of on-site andvirtual), measures should be taken to ensure a highly satisfactory experience that is uniqueto Kyoto.

Examples:● Online presentations by renowned speakers● Online tours of event venues, sightseeing spots, or traditional workshops, etc.
that make use of virtual reality technology● Introduction of “workation” or “bleisure” options in coordination with MICE events● Online communication regarding the Kyoto Power of Culture Project
Part 4
The 29th International Joint Conference on Artificial Intelligence (January 7 - 5, 2021)
photo: Miyako Lab Co., Ltd.

(2) Contribution to the local community
MICE events should comprise mechanisms that bring benefits and economic ripple effects toresidents and businesses in the city.
Examples:● Encouraging Kyoto residents to participate in public online symposia● Creating a platform for participants to buy traditional handicrafts and otherlocal products online, or to provide tourist information and discount coupons, etc.

● Creating opportunities for businesses in the city and MICE personnel to network

34

MICE Kyoto Model: Coexisting with Coronavirus

(3) Initiatives to promote the UN Sustainable Development Goals (SDGs)
Initiatives to reduce environmental impact through the use of information and communication
technologies, and education aimed at environmental conservation through ecotourism.

Examples:● Promoting the digitization and platform-based sharing of distributed materials● Promoting the use of MaaS and the latest ticketless/paperless technology● Promoting ecotourism that allows visitors to enjoy the natural surroundings of Kyoto● Eliminating paper-based guides and switching to digital guides using two-dimensional codes

Part 4

Kansai Airports

MICE Kyoto Model: Coexisting with Coronavirus

35Reference[Reference]
36“Infection Prevention Measures at
the 14th United Nations Congress on
Crime Prevention and Criminal Justice(Kyoto Congress)”

MICE Kyoto Model: Coexisting with Coronavirus

This document introduces COVID-19 preventative measures adopted at the “14th United
Nations Congress on Crime Prevention and Criminal Justice (Kyoto Congress)” held at
the Kyoto International Conference Center for six days from March 7 to 12 (Sunday to
Friday), 2021. This was the first large-scale international conference held in Japan since
the start of the COVID-19 pandemic.

[About the Kyoto Congress]
The UN Crime Congress, held every five years since 1955, is one of the largest
conferences of the UN in the field of crime prevention and criminal justice. The United
Nations Office on Drugs and Crime (UNODC), headquartered in Vienna, serves as thesecretariat of the UN Crime Congress.
Experts on crime prevention and criminal justice gather to discuss topics of international
criminal justice, with the aim of promoting international cooperation in various fields for asafer world.

[Reference]

concern, share knowledge and promote communication in the field of crime prevention and

In 1970, Japan hosted the fourth congress and became the first non-European hostcountry. After an interval of half a century, the 14th congress returned to Japan. It was
initially scheduled to be held in Kyoto in April 2020 but was postponed due to the worldwide
COVID-19 pandemic. When eventually held in March 2021, the congress took a hybrid
format with in-person as well as online participation, including government representatives
and United Nations personnel, and boasted the largest turnout to date with around 5,600
participants from 152 countries.

Reference: Kyoto Congress official website
http://www.moj.go.jp/KYOTOCONGRESS2020/index.html

MICE Kyoto Model: Coexisting with Coronavirus

37

(1) Establishment of guidelines
Guidelines related to infection prevention were drafted by the United Nations Office on
Drugs and Crime (UNODC, congress secretariat) and Kyoto Congress National Executive
Committee (Secretariat: Ministry of Justice and Ministry of Foreign Affairs. Hereinafter,
National Executive Committee) with reference to the “MICE Kyoto Model: Coexisting withCoronavirus.” The guidelines were published on the UNODC official website, Kyoto
Congress official website and other channels.

“Kyoto Congress” official website COVID-19 information page

[Reference]

Reference:
Kyoto Congress official
websitehttp://www.moj.go.jp/KYOTOCONGRESS2020/participants_info/countermeasure.html[Guidelines for participants]“COVID-19 Guidelines for in-person participants to the Fourteenth United Nations Congress
on Crime Prevention and Criminal Justice – Status: 4 March” 2021
Reference:- (original English guidelines)
https://www.unodc.org/documents/commissions/Congress/covid-19_info/3_March_2021_CONGRESS_COVID-19_Guidelines_for_in-person_participants.pdf- (Temporary Japanese translation: February 19 edition)
http://www.moj.go.jp/KYOTOCONGRESS2020/participants_info/download/countermeasure01.pdf

38

MICE Kyoto Model: Coexisting with Coronavirus

(2) Extensive preventative measures
Because the congress was held during the COVID-19 pandemic, numerous infection
prevention measures were adopted in order to protect the safety and peace of mind of thecommunity and participants.

❶ Infection prevention measurespre-event measures● Limit on the number of overseas delegates (up to 10 persons per delegation)● For participants traveling form overseas, request for PRC testing within 72 hours
prior to departure (with proof of negative result) and testing upon arrival to Japan● Request all domestic participants to take voluntary PCR test
● Thorough PCR testing of organizer’s staff including the UN staff, secretariat staff,
contractors, and other relevant staff in advance.
● Recommend use of contact confirmation app (COCOA)Transportation and accommodation[Reference]● Recommend applying for private medical insurance to participants form overseas
and more● Participants from overseas must use dedicated cars for transportation (prohibiting
use of public transportation)● Lease of accommodation● Limiting the range of activity for participants from overseas, and prohibiting leaving
the premises except for allowed purposes (only allow travel between venue andaccommodation), employment of staff to ensure compliance to this rule
● Requesting participants to avoid traveling in large groups (close contact)and more

Meals● Prohibiting eating outside of the designated areas● Arrange a venue for meals isolated from the public● Set tabletop partitions● Serving meals in staggered time
● Offer take-away meals or room service in hotel rooms

MICE Kyoto Model: Coexisting with Coronavirus

39Within the venue(Prevention measures during enter/exit of the venue)● Health management, participants who feel ill should avoid coming to the venue(distribution of thermometers to participants from overseas)● Thermography testing● By presenting the ID badge, the badge holder is considered to have sworn thathim/herself is in a good health condition.
● Restricting the number of participants in the venue (limit the number of participantsfrom “over 10,000” to “1,000”)● Use the Floating Badge as a permission pass to specific venues and meeting rooms(Avoid Three-Cs)● Ventilation (forced ventilation, open doors, stationing air purifiers)[Reference]● Sanitizing facilities, seating arrangements and signage to ensure social distancing of
two meters● Restrictions to elevator capacity, flow management (separate entrance and exit)● Assigned and fixed seating● Guiding and awareness announcements by security staff to avoid congestion● No contact between UN staff and Japanese staff (separated office buildings, use ofintercoms, etc.)(Hygiene Measures)● Placement of hand sanitizers, periodic hand washing and hand sanitizing● Installation of tabletop partitions (acrylic boards) at reception and in meeting rooms● Cleaning and sanitizing facilities and periodic exchange of headsets, etc.
● Mandating mask-wearing at all times (except when delivering a formal statement
during congress proceedings)(Epidemiological Study)● Ensure that the Contact Tracing Form must be distributed at each seat; and filled out
by every participants; and collected at every conference rooms.
and more

40

MICE Kyoto Model: Coexisting with Coronavirus

ID badge

Floating Badges[Reference]

2-meter social distancing

Thermometers with Congress logo handed out
in the venue

Alert participants by guiding them through self-perceived symptoms.

MICE Kyoto Model: Coexisting with Coronavirus

41❷ Preparation for COVID-19 outbreak● Place the full-time medical team (doctors, nurses, paramedics, etc.) in the venue
during the conference and provide one-stop medical services in cooperation with the
UN medical staff.
● Establish the "temporary clinic" in the medical room of the venue and manage
medical staffs allocated in each rooms of venue under the supervision of the medical
team leader (doctor).
● Place English-speaking medical staff in each conference rooms and other key
locations in the venue.
● Prepare the manual stipulating the procedures for participants who has a suspected
COVID-19 symptoms.
● Build the Isolation Tent for the participants who have suspected COVID-19
symptoms.
● Designated vehicle for transporting participants who develop a fever● Establishment of “24 hours/7 days” medical hotline for participants[Reference]42● Arrangement of the PCR test negative certificate for all overseas participants inliaison with an inspection company.
and more

Medical staffs positioned
in key locations within the venue

Temporary clinic

The isolation tent

Medical staffs working full time at the venue

MICE Kyoto Model: Coexisting with Coronavirus

[Reference]

Assigned seating system, and using “contract tracing forms” torecord the actions of participants in all meeting rooms❸ Activities after the convention● Keep the participant list for 28 days after the convention.
● Health surveillance and follow-up by organizer for 14 days after the conference.
● Remind all participants and participating groups adequately to record all of theiractivities and person who met after the convention.
and more

MICE Kyoto Model: Coexisting with Coronavirus

43

(3) Activities related to the “MICE Kyoto Model: Coexisting with Coronavirus”
A variety of programs helped create an international conference unique to Kyoto, in a safe
and secure manner during the COVID-19 pandemic.

[Reference]

Preventing droplet infection
by using a traditional Kyoto art craft hand fan

Koto (Japanese Harp) concert

Uji green tea experience program offeredunder strict infection prevention measures

Offer an opportunity
to purchase traditional Kyoto art crafts

Creating a “Traditional Kyoto” space bydisplaying the Ikebana flower arrangements

Displaying an Origami (hand folding paper) andcalligraphy art pieces

Gift all participants
with the Reusable Bottles

Traditional “Bento” lunch boxes
using local ingredients

The Congress Bag incorporated
traditional Kyoto art crafts

Reference: http://www.moj.go.jp/KYOTOCONGRESS2020/programme/hospitality.html

44

MICE Kyoto Model: Coexisting with Coronavirus

(4) Activities taken by the agents/companies involved in the Kyoto Congress
Below is a sample of various infection prevention measures adopted by the agents/companies
who were involved in the Kyoto Congress.
(Examples)- Chartering an entire building of accommodation facility- Establishing a reception counter dedicated to the participants- Preparing remote guidance system in the venue
and more[Reference]

Remote guidance

MICE Kyoto Model: Coexisting with Coronavirus

45

List of Organizations Involved in the Making of the MICE Kyoto Model(Alphabetical Order)

Congrès Inc.
Japan Convention Services, Inc.
Japan Hotel Appraisal Co., Ltd.
JI Accident & Fire Insurance Co.,Ltd.
JTB Corp.
Kansai Airport Transportation Enterprise Co.,Ltd
Kansai Airports
Keihan Bus Co. Ltd.
Kintetsu Miyako Hotels International, Inc. (The Westin Miyako Kyoto)
Kyoto Chamber of Commerce and Industry (Observer)
The Kyoto Hotel, Ltd. (Kyoto Hotel Okura)
Kyoto Industrial Promotion Center Corp. (Miyako Messe)
Kyoto International Conference Center
Kyoto Municipal Transportation Bureau
Kyoto Prefecture (Observer)
Kyoto City Tourism Association (DMO KYOTO)
KYOTOGRAPHIEMK Co., Ltd
Professor NAKAYA Takaaki, Kyoto Prefectural University of Medicine,
Graduate School of Medical Science (Advisor to the Kyoto City Advisory Team)
Professor NUMATA Hideharu, Kyoto University, Graduate School of Science
Osaka Airport Transport Co., Ltd.
Prince Hotels, Inc. (The Prince Kyoto Takaragaike)
West Japan Railway Company
West Japan Railway Hotel Development, Ltd. (Hotel Granvia Kyoto)
Yasaka Group
Supervision by:
Kyoto City Advisory Team for the Safety and Security of Residents and Tourists while Coexisting with Coronavirus

46

MICE Kyoto Model: Coexisting with Coronavirus

MICE Kyoto Model: Coexisting with Coronavirus
Publihed in March 2021 by
Kyoto Convention & Visitors Bureau
78 Kankoboko-cho, Muromachi Higashi-iru, Shijo-dori,Shimogyo-ku, Kyoto 600-8009, JAPAN
Phone: +81-(0)75-353-3053
e-mail: kyoto@hellokcb.or.jp