This FAQ addresses some of the most common queries we receive from artists considering attending our event.
Since our office is busy, we are sorry that we may not be able to respond to questions answered by this FAQ or elsewhere on this site. A number of the questions on this FAQ relate to finances: we regret that the monetary muscle of our Festival is not yet so mighty. Please know that we are working hard to improve every year.
FAQ Last Update: Mar 2024
Section 1 – About the WMDF Event
Q 1-1: Can WMDF pay for our flights or peformances? A: We are sorry, but at the moment we cannot. Please understand our position. We are priviliged to provide a platform for overseas performers. But, we rely on collaboration with groups that have some source for supporting their own travel. We understand that there are many professional groups that would like to perform in Japan, and that performance opportunites are limited. In the long term, we expect to be able to offer competitive reimbursements, but our current finances simply do not allow more than what we state in our terms and conditions. We are very happy to establish connections with groups around the world. But please do not ask us for special permission to cover costs. The answer will be: yes, we would love to, but at the moment we cannot. Q 1-2: Is WMDF a competition? A: No, we are not a competition. We award no prizes, we just thank each group for representing their country. Each group receives a certificate acknowledging our gratitude for their participation. Q 1-3: Can we get information on previous groups? A: Yes, you can see the previous groups listed on the web. Please see the "ARTISTS" links on the sidebar on the right of this page. Q 1-4: Do international groups have only one performance in the festival, or multiple performances? A: Groups definitely have multiple performances. We have multiple stages and venues and each has a different character. Our aim is to afford each group a chance to experience many different performing conditions. Groups should expect to perform somewhere on most days of the festival. In recent years, it is extremely unlikely that groups do not get a day of rest, unless they request to perform every day. Q 1-5: Who runs this event? A:An event of our size takes the efforts of many people. The main organiser is "Worlds Meet Japan". This organisation is registered with the Japanese government as a non-profit, so-called "General Incorporated Association" (GIA). This is a relatively new layer of enterprise in Japan between charities and full companies. Worlds Meet Japan is primarily run by volunteers. Any proceeds of our events go towards transformational social and educational projects locally and internationally.
Section 2 – About Travel Logistics and Staying in Japan
Q 2-1: What is your advised route?
A: We advise arriving by plane, at Hakodate airport, since it
is the most cost-effective and fastest method, especially
if you book ahead. By far the most common route for
international travellers is through Tokyo. Another
possible route is through Osaka.
Q 2-2: How do we transfer planes in Tokyo?
A: Japan's two main domestic carriers (JAL and ANA) fly from
Tokyo to Hakodate from Haneda Airport. There
are a growing number of international flights into Haneda,
so you may be able to plan a route that does not require transfer
to a different airport. If your flight arrives at Narita airport,
changing from international to domestic flights involves some
travel, but because the route is very common, it is also quite
straightforward. There is a bus that leaves from outside the
doors of the terminal building in Narita and goes directly
to the terminal doors at Haneda. It leaves every 20 mins, takes
60-90 minutes, and costs 3000Yen. Sometimes it is possible for
us to find volunteers in Tokyo to meet a group and help them
with the change. This requires negotiation well in advance.
Q 2-3: What about trains from Tokyo to Hakodate? Can you advise us on
other ways to travel than plane?
A: By train from Tokyo to Hakodate is about 4.5 hours with the
Shinkansen service that started in 2016. But, groups
have to leave from Tokyo station, which is maybe 90 mins
from Narita airport. Trains are also busy in August, so please
be aware that without seat reservations, it is likely that you
may have to stand (although our experience of JR trains is that
they will allow groups to travel with large amounts of luggage).
You can see the schedule on P1 & P2 of this JR Hokkaido Rail Company pdf.
Please note that the station where trains from Tokyo stop
("Shin-Hakodate-Hokuto" station) is still 20Km from Hakodate
station. The geography of Hakodate City made it too hard to build
Shinkansen tracks all the way into the city, so the Shinkansen
stop called "Shin-Hakodate-Hokuto" is not in Hakodate, but in
the neighbouring city of Hokuto (population 50,000). It helps
us if artists planning train journeys from Tokyo include
a change at "Shin-Hakodate-Hokuto" to take the final 15 minute
ride to Hakodate station. In the event that you do decide
to travel by train, of course WMDF staff will greet
your group on your arrival in Hakodate, as we do for
all groups.
Q 2-4: Do you have any inside knowledge that could help us reduce our costs?
From 2015, both main Japanese domestic carriers introduced cheap
domestic flights (less than 100USD one way) for people with overseas
passports not resident in Japan. We recommend ANA tickets, as at
the time of writing they are available for the entire festival
period (JAL tickets are available for travel to Hakodate but not
for return). Please use the "Japan Explorer Pass" link for JAL tickets,
and "Visit JAPAN Fare" link for ANA tickets. Please book early,
as numbers are strictly limited. A condition of these tickets is that
you already hold an international ticket (or tickets) to and from Japan.
(Either the ticket number or reservation code is required at the time
of purchase.) Here is an example of the booking system:
(click to enlarge)
In the case that your international flights are with ANA or JAL,
you may be able to take advantage of their even cheaper domestic
transfer policy: if you fly within 24 hours or arriving in Tokyo,
the cost can be as little as 5,000Yen. If you choose train travel,
consider the Japan Rail Pass, Official site, which allows one
person to travel on an unlimited number of trains for 2 weeks for
around 50,000Yen (or one week for around 30,000Yen). This can be
a good option if you plan to visit other areas of Japan
around the dates of our event.
Apologies, but we are sorry that we cannot book tickets for you,
since our staff cannot be responsible for any problems such as
denied travel because of incorrect data entry, or other problems.
Q 2-5: Can you quote us exact train fares or plane fares for within-Japan travel?
A: The tickets that we, based in Japan, can get for trains and planes are
expensive. We recommend you to use a travel agent outside Japan, which
should have access to prices much cheaper than we pay ourselves.
Also, see previous question for extremely cheap plane and train prices
only available to people outside the country.
Q 2-6: How about arriving at Sapporo instead of Hakodate? Is it far?
A: In general, we don't recommend arriving in Sapporo, but it may be
possible for us to arrange to pick groups up there. Some things
to note: The airport typically called "Sapporo airport" is
officially "New Chitose Airport". It is around 40 mins away from
Sapporo by train. There is a train service to Hakodate that involves
one change, but is relatively cheap (around 15,000Yen per person).
For large groups, a bus is also a possibility, but since a couple
of years ago, there have not been enough buses to meet tourism
demand in summer in Hokkaido. The period at the beginning of August
is the absolute peak of the year, since Hokkaido celebrates the Obon
festival in August (usually from Aug 15). We recommend any group
that is contemplating arriving in Sapporo to organise bus travel
well in advance. It will take around 5 or 6 by bus hours to Hakodate.
With a very long advance notice (at least 6 months), it may be
possible for WMDF to charter a bus, and it may be possible for
one or two Festival staff to accompany this vehicle. Price is
around 300,000 JPY one way for a charter bus between Sapporo and Hakodate,
if it is possible for us to secure the vehicle. Any charge can be
paid in advance, or upon arrival to Worlds Meet Japan.
Q 2-7: Can WMDF help us with our travel arrangements?
A: Apologies, but we basically require that groups make their own travel arrangements.
We are sorry that we cannot afford to take on the financial risk of paying for
tickets on behalf of third parties, or the responsibility of refused travel in
the case of incorrect entry of details.
Q 2-8: Does WMDF help groups with visa applications?
A: Yes, we have many years of experience in providing visa documents (in
Japanese) to various Embassies. We can help you with the invitation letters
and forms that get visas for groups through the normal channels.
Note that we do not currently support application for "artist visa" status
because the financial earnings stipulated by "artist visa" conditions
are well above the totals generated by our event.
Q 2-9: What kind of accommodations will groups be staying in?
A: WMDF has so far used a variety of shared accommodations ranging
from city-owned facilities designed as training bases for
group-based outbound education to renovated hotels. We generally
use a mix of double/single rooms, with some facilities having
larger shared accommodations. We always do our best to accommodate
groups well, within the budgetary constraints of the festival.
Groups should make sure to describe any rooming requests on the
Artist@WMDF online portal, by the deadline of Apr 10. In general,
we cannot guarantee rooming requests, but the portal allows groups
to request for arrangement of higher class of rooming, or for
guaranteed single rooming, at their own expense.
Most likely current accommodations:
Toyoko Inn Hakodate Ekimae Asaichi
Pension Jokura
Fururu (bathing facilities are Japanese hot-spring communal baths).
Q 2-10: What are the catering arrangements?
A: In principle, WMDF provides three meals each day for all party
members. For breakfast, we try to use accommodation facilities
that prepare food in-house, and have some Western options in
addition to the standard Japanese breakfast. For lunch, we have
historically distributed Japanese bento boxes, but due to wastage
conflicting with our SDG goals have also been experimenting with
giving artists a stipend to buy the lunches of their choice.
Evening meals are either in the form of catering at receptions or
parties, or the communal catering for staff and artists at the main
festival site. WMDF can cope with dietary special requests, and
there is a clear space on the WMDF application form to describe
these.
Q 2-11: Can groups stay in Hakodate longer?
A: In general, we request groups to stay within the dates stated on
the WMDF web pages and the Artist@WMDF online portal. Over-running
has multiple consequences on staff schedules, bus rental, and
insurance, that make it difficult for us to accommodate.
Q 2-12: Can groups leave before the end of the Festival?
A: We strongly hope not. Since one of our goals is
to create a diverse atmosphere of international
friendship, each group is an integral part of our plans
for the entire festival.
Q 2-13: Can we get the stage schedule in June or earlier?
A: We are sorry, but since our festival relies on groups finding
their own travel funding from sponsors, there is too often
the case where we experience late cancellations beyond our
control. We do our very best to lay out a series of appropriate
deadlines, but in practice, the "Late July" date that we
list on our "Full Application Information" is the only practical time
where we can commit to making the final running order.
Q 2-14: Can groups tour Japan or Asia before or after WMDF?
A: WMDF is happy for groups to visit other locations
for tourism or performances, outside the dates of
our own Festival.
Q 2-15: We want to come with more than 25 members. Can we?
A: Effectively, this is a question about finances.
It costs WMDF around 5000JPY/person/night to
accommodate group members, so if groups
groups cannot meet the limits we stipulate, this charge
may be passed on to them. However, we have in the past
granted exemptions for free accommodation of extra group
members, so we encourage you to contact WMDF early to
discuss your situation. Please tell us how many extra
people you need to bring, your reasons, and your budget.
We wish to be fair to all groups, so please be aware that
it may only be possible to make the final decision on
excess charges once WMDF has decided on its final list
of participants.
Q 2-16: Can we be accompanied by journalists and/or TV crews?
A: Yes, but the group size will be counted as the total
number of people including the reporters. If the
total number increases over 25, then you will need
to discuss extra charges with WMDF. Common sense rules
on the fair use of only brief portions of the performances
of other artists apply. Also, there is a tendency for camera
crews to get in each others' way (and sometimes in the way of
audience, or even artists). To minimise the chance of
problems, camera crews are requested to attend a daily
meeting with the Festival Director and/or his
representative(s). We also need to know well in advance any
requests for access to WMDF infrastructure such as pickup
from stage microphones.
The minimum requirement for filming is that WMDF is
provided with a one-minute overview clip with permission
to use on its web pages. For accompanying print
journalists we would also very much appreciate being
forwarded electronic or hardcopy articles that we can
place on our web site.
Q 2-17: Can artists be accompanied by family members,
children or otherwise?
A: We can offer only a small number of such places overall
each year. Please contact us to discuss.
Our basic policy is to include such members in the
category of "artist". This means that they receive
an artist pass, so that they can access areas such
as backstage and changing areas, which is often important
for group logistics. It also makes sense for extra members
to be housed in the same location as the group, so
that they can use our shuttle buses. There is space
to include such members on the WMDF form. Please also
indicate rooming possibilities in the space provided
in Section 4 of the form. This is a kind of "first come,
first served" arrangement, with very limited possibilities,
so please contact us early. Maximum party size of
25 still applies.
Q 2-18: What about customs? What goods are prohibited or restricted?
A: Since we cannot take responsibility for giving incorrect
information to this question, we hope that if you have
questions about bringing goods into Japan, you could
check with the relevant Japanese government information
sources. Here are links to:
Japan Customs brochures for travellers
Main English brochure from the above page
Carnet goods passports (no group has ever needed this
for our event, but we include it for reference).
Typical international standards apply to goods made of furs: they
must be presented to customs on arrival for inspection. The
taxidermy must be of a sufficient standard to convince customs
officials that there is no possibility of disease being brought
into the country. Customs may require that items are treated before
permitting entry.
To check whether specific plant or animal species are CITES-listed under
the Washington convention, you need to know their scientific name.
For your reference, we list the Japanese government's files below.
(There are three categories, each with its own rules and application form.
Category I is the most restricted, and Category III the least).
CITES-listed animals (pdf)
CITES-listed plants (pdf)
The above files are from this Japanese government page (J).
Section 3 – About Finances
Q 3-1: Can you help us cover international flights?
A: Since we are not (yet) a rich festival, we simply do not have
the funds to cover travel fees. On the other hand, we can guarantee
to accomodate all groups that come to our site with traditional
Eastern hospitality. (Please also see Q 1-1).
Q 3-2: We can only pay for costs to Tokyo. Can you help us from there?
A: We are very sorry, but we cannot. Our funds are limited, and we
have to treat all groups equally. Airplane tickets bought outside
Japan typically have very cheap options for connecting flights
within the country. Also, special prices are available outside Japan
(See Q 2-4). Please ask your travel agent. If you cannot find
cheap tickets, you can try finding a route through Sapporo
(see Q 2-6).
Q 3-3: Can WMDF arrange for us to cover costs by performing at other events in Japan?
A: WMDF features an "Outreach" program where our artists perform
around the local Hakodate area, and sometimes this includes
events organised by other bodies. However, these
are not performances that offer fees. We are sorry, but
it is difficult for Worlds Meet Japan to find other
performance sites to cover fees for groups when they
are in Japan. One of the reasons is that there are relatively
few events in Japan that work with overseas groups. WMDF is
unusual in this regard. The level of foreign languages
spoken in Japan is surprisingly low, and most events would
have significant difficulty communicating logistics on a
daily basis. Our generic advice to groups who want to
arrange other performances is to contact the Embassy of their
country in Tokyo. They will have access to both events
information and to bilingual speakers who will be able to
ensure smooth running of logistics, should an event be possible.
A number of previous WMDF groups have accompanied their
visit to us with Embassy-organised events in Tokyo or elsewhere
in Japan.
Q 3-4: Can our group make extra performances for the purposes of cultural
exchange (for example free-entry in a Japanese temple)?
A: For performances before or after the group arrives in Hakodate,
yes, we hope that groups will feel free to organise their own schedules.
Please see the advice in 3-3 about Embassies. Once the group is in
Hakodate, our staff are generally fully occupied with the
festival logistics including the main event, outreach, and
social events, so we ask that groups follow the WMDF schedule.
Even non-ticketed events in Hakodate will require resources to
publicise, co-ordinate, prepare for performance, and other logistics,
and we are sorry that in this most busy period our expertise
is all committed.
Q 3-5: Will WMDF pay performance fees for professional groups?
A: In the past, we have given some participants
financial remuneration, but only as contribution towards
covering some travel costs, and the support is not at a high
level. It is best for use to treat all groups equally as
listed in the conditions, with no fees. Groups view our
logistical and accommodation support as "in-kind" payments,
worth around USD 600/person over the course of the event.
Also, WMDF takes no margin from the goods sold by artists
at the event: many groups cover fees with the sale of CDs,
etc, and our staff work hard to help groups sell them.
Q 3-6: Can WMDF work with us to gain sponsorship, eg from Japan Foundation?
A: In general, foundations require applications to be made in the
home country of the group. So, WMDF can support groups applying to
bodies in their own country, but we cannot apply on their behalf
to organisations in Japan. If you have a specific funding
body to which you would like WMDF to support your group's
application for funds, please send us materials and
videos of your group in good time. Since our administration
time is limited, it is unlikely that we will be able
fill in forms of any size. Please send us completed examples,
and a set of clear step-by-step instructions.
Q 3-7: Are there any special conditions under which you would pay for us to attend?
A: Our Festival has been attracting attention even from individuals
and groups with a worldwide profile. We wish that we were
in the financial position of being able to take advantage
of our popularity as a destination, but at the moment our
terms and conditions list all that we can practically do.