Travel & Logistics

This page is designed to help participants prepare for the journey to Karuizawa and arrive with more ease. It brings together practical transportation guidance, destination context, venue information, and a few notes that may be especially helpful for those visiting Japan for the first time.

Getting to Karuizawa

For most international travelers, the simplest route is to first reach Tokyo, then take the Hokuriku Shinkansen from Tokyo Station to Karuizawa Station. Karuizawa is well connected and relatively straightforward once you know the sequence.

From Haneda Airport

Recommended route

  1. From your arrival terminal, follow signs for the Tokyo Monorail.
  2. Take the monorail to Hamamatsucho Station.
  3. Transfer to the JR Yamanote Line or JR Keihin-Tohoku Line and travel to Tokyo Station.
  4. At Tokyo Station, follow signs for the Hokuriku Shinkansen.
  5. Board a train bound toward Nagano / Kanazawa / Tsuruga and get off at Karuizawa Station.
  6. From Karuizawa Station South Exit, take the hotel shuttle or a taxi to the resort.

Good to know: Haneda is usually the easier airport if you are arriving directly into Tokyo and heading onward the same day.

From Narita Airport

Recommended route

  1. From the airport station, take the Narita Express (N’EX) to Tokyo Station.
  2. At Tokyo Station, transfer to the Hokuriku Shinkansen.
  3. Board a train bound toward Nagano / Kanazawa / Tsuruga and get off at Karuizawa Station.
  4. From Karuizawa Station South Exit, take the hotel shuttle or a taxi to the resort.

Good to know: Narita is farther from central Tokyo, so this route is usually longer than coming from Haneda.

Buying your bullet train ticket to Karuizawa

The key long-distance leg is the Hokuriku Shinkansen from Tokyo Station to Karuizawa Station. We recommend buying this ticket in advance if you are arriving on the same day as the Gathering or traveling with luggage.

Option 1: Reserve in advance online

  1. Create an account with JR-EAST Train Reservation.
  2. Search for a route from Tokyo to Karuizawa.
  3. Select your train and seat.
  4. Choose either a paper ticket pickup or a linked e-ticket option.

Option 2: Buy at Tokyo Station

  1. Go to a JR ticket office or reserved-seat ticket machine.
  2. Look for the Hokuriku Shinkansen to Karuizawa.
  3. Choose a reserved seat if available.
  4. Allow extra time, especially if you are traveling during busy hours.

Important: An IC transit card such as PASMO or Suica is helpful for local trains and metros, but it is not the same thing as your long-distance Shinkansen reservation. For Tokyo–Karuizawa, you should think in terms of a bullet train ticket or e-ticket reservation.

Using the train system in Japan

Japan’s rail system is extremely reliable, but it can feel intimidating at first because stations are large and there are many operators. In practice, it becomes much easier once you know the basic distinction between local transit and long-distance trains.

IC transit cards

Use a Suica or PASMO card for local trains, subways, and many buses. You tap in and tap out at the gates.

Shinkansen tickets

Use a separate reserved ticket or linked e-ticket for long-distance bullet train travel such as Tokyo to Karuizawa.

Station signs

Most major stations have clear English signs. Follow the line name first, then the platform number.

Suica / PASMO

  1. If you use an iPhone, you may be able to add a transit card directly in Apple Wallet or use Welcome Suica Mobile.
  2. If you prefer a physical card, you can obtain one at major stations or airport locations where available.
  3. Load funds in advance so you do not need to stop at every station.
  4. These cards are useful for city transit and small purchases, but not a substitute for your Tokyo–Karuizawa Shinkansen reservation.

Helpful train habits

  1. Line up where marked and let passengers exit first.
  2. Keep phone calls off the train when possible.
  3. On commuter trains, keep voices low and avoid eating.
  4. On the Shinkansen, eating and drinking is normal.

Karuizawa

A little context

Karuizawa is a mountain resort town in Nagano Prefecture, at the base of Mt. Asama. It became well known in the late nineteenth century as a summer retreat, especially after missionary Alexander Croft Shaw introduced it more widely in 1886. Over time it developed a distinct reputation for cool weather, forested landscapes, villas, churches, and a quieter pace than Tokyo.

Climate

Karuizawa is known for being cooler than Tokyo, especially in the mornings and evenings. Even when Tokyo feels warm or humid, Karuizawa can feel brisk, particularly after rain or at night. Layers are strongly recommended.

What to expect: Fresh mountain air, a resort-town atmosphere, and a rhythm that feels slower than Tokyo. Comfortable walking shoes, a light jacket, and layers are usually more useful than formal city wear.

The Resort

The Gathering venue is part of Prince Grand Resort Karuizawa. The resort setting is one of the reasons this location works so well for the Gathering: guest rooms, meeting spaces, and the surrounding natural environment are integrated rather than separated.

Access from Karuizawa Station

From the South Exit of Karuizawa Station, the resort operates a free shuttle bus. For Karuizawa Prince Hotel West, the ride is about 10 minutes. Taxis are also readily available.

What the setting offers

The resort is surrounded by greenery and is designed for both gathering and staying. Depending on the exact lodging arrangement, participants may have easy access to guest rooms, meeting spaces, walking areas, and spa / onsen facilities within the broader resort campus.

Gathering etiquette + rhythm

This is not a conventional conference built around panels, keynote performances, or a packed agenda of presentations. The Gathering is designed more like an unconference in spirit: connection comes before performance, and conversations are intended to be participatory, honest, and generative.

What to wear

Daytime attire does not need to be formal business wear. We recommend clothing that feels comfortable, thoughtful, and easy to move in. Layers are especially useful. Rather than suits, think relaxed professionalism and comfort in a retreat-like setting.

A helpful mindset: come prepared not only to attend sessions, but to participate, listen deeply, and enter conversation. The value of the Gathering often emerges in the spaces between formal program blocks.

Especially helpful if this is your first time in Japan

Cash + cards

Japan is increasingly card-friendly, but carrying some cash is still wise for small purchases or station needs.

Luggage

If you are arriving directly from the airport, travel with luggage you can comfortably manage through stations and onto trains.

Power

Check your device plugs and charging setup before arrival, especially if you are coming from outside North America or Japan. Japan uses Type A (two-pronged, non-polarized) power outlets. For 3-prong (grounded) devices, you will need a Type B to A adapter.

Quiet public transport

Keep voices low on trains and avoid phone calls while riding.

Weather shift

Do not dress for Tokyo alone. Karuizawa is usually cooler.

Buffer time

Give yourself more transfer time than you think you need, especially in Tokyo Station.