Frequently Asked Questions (FAQ)
About the Gathering
What is the Perennial Gathering?
The Perennial Gathering is an invitation-only convening designed to bring together leaders, practitioners, and partners for reflection, relationship, and renewal. It offers a slower, more intentional alternative to traditional conferences—centering dialogue, shared practice, and time in nature to support sustainable leadership and long-term impact.
Who is the Gathering for?
The Gathering is for people engaged in leadership, social impact, philanthropy, systems change, and care-centered work who value reflection, community, and depth over speed or scale.
How is this different from a traditional conference?
Rather than full days of panels and presentations, the Gathering emphasizes facilitated dialogue, small cohorts, shared meals, reflection, and spaciousness. It is designed to nourish the inner life of leadership as much as professional learning.
Is the Gathering invitation-only?
Yes. Participation is by invitation. Interested individuals are invited to submit an interest form, which is reviewed by the Perennial team. Approved participants are then invited to register.
Registration & Pricing
How much does it cost to attend?
Registration fees are offered at a partner-supported rate for Year 1 and vary by accommodation type:
- Cottage setting: $3,960 USD + 10% JCT
- Hotel room: $4,760 USD + 10% JCT
Thanks to our generous founding partner, these Year 1 rates represent a 20% discount from standard pricing.
What is Japanese Consumption Tax (JCT)?
Japanese Consumption Tax is similar to VAT in Europe or sales tax in the US. It’s a 10% tax applied to all commercial transactions in Japan, regardless of whether the organization is for-profit or nonprofit.
- This tax is collected by us remitted directly to Japanese tax authorities
- It is not retained by Perennial or used for programming
- It is a legal requirement that applies to all attendees
- We show it separately to maintain full transparency
What is the difference between the lodging options?
When you register, you will choose between two options:
Cottage setting:
Each cottage offers four private bedrooms (each with its own ensuite bathroom) alongside a shared living space designed for informal connection and downtime. The cottage setting supports a more communal, retreat-style experience — space to gather in the evenings, while still having the privacy of your own room to rest and reflect.
This option may be best for participants who enjoy a sense of shared rhythm and proximity, and who value both connection and personal retreat.
Hotel room:
Hotel rooms offer a private, more spacious setting located within the main hotel and Gathering hub. This option provides convenient access to plenary and session spaces, as well as direct access to the onsen, allowing for ease, comfort, and quiet restoration throughout the Gathering.
This option may be best for participants who prefer a more traditional hotel experience, additional space, and immediate proximity to program and wellbeing facilities.
Please note that rooms for each option are limited, and registration is offered on a first-come, first-served basis.
What does the registration fee include?
Registration includes accommodation, all meals, full participation in the Gathering program, facilitation, materials, comprehensive visa and on-site support.
What is NOT included in the registration fee?
- International or domestic flights to/from Japan
- Train ride to/from Tokyo and Karuizawa
- Travel insurance (strongly recommended)
- Personal expenses (souvenirs, additional personal items)
Is there an early bird registration period?
Yes. Early bird registration is available through February 28, 2026.
Do you offer group or foundation registrations?
Yes. Foundations and institutional partners supporting multiple participants may register through the Foundation Group Registration option. Group registrations are subject to approval and invoicing.
Are scholarships or financial support available?
Partner-supported pricing allows us to keep rates as accessible as possible. Limited support may be available in specific cases; please contact us at info@perennial.org to inquire.
Can I bring a partner or family member?
Participants may bring an accompanying adult family member or partner for an additional fee covering meals and resort-related expenses. The Gathering is designed for adult participants, and no child-specific programming or supervision is provided.
Approval Process
What happens after I submit the interest form?
The Perennial team reviews submissions on a rolling basis. Approved individuals will receive an email invitation to register
When will I hear back after submitting the form?
You can expect to hear from us within a few weeks of submission, depending on volume and timing.
Does approval guarantee a spot?
Approval allows you to register, but participation is confirmed once registration is completed and payment is received.
Cancellation & Transfers
What is your cancellation policy?
- Cancellations before February 28, 2026: Full refund minus processing fees
- Cancellations between March 1 – April 15, 2026: 50% refund
- Cancellations after April 15, 2026: Non-refundable
Can I transfer my registration to someone else?
Yes. Registrations may be transferred to another approved participant with prior written approval, subject to availability and up to May 1, 2026.
What if the Gathering is cancelled due to unforeseen circumstances?
If the Gathering must be cancelled due to circumstances beyond Perennial’s control, participants will be offered a credit toward a future Perennial program or Gathering.
Visa & Travel
Where is the Gathering held?
Do I need a visa to attend?
Visa requirements depend on your country of citizenship. Some participants may not require a visa for short-term stays in Japan. If your country is not on Japan’s visa exemption list, you will need to apply for a visa prior to travel.
Will Perennial provide visa support?
Yes. Once registered, participants who require a visa may request an official invitation letter and confirmation documentation to support their application. We will provide you with clear step-by-step guidance and coordination as needed.
How do I get to the Gathering location?
Karuizawa is a 1-hour train ride from Tokyo. Detailed travel guidance, including recommended arrival and departure windows, will be shared in a welcome packet following registration.
Contact & Support
Who should I contact if I have questions?
Please reach out to us at info@perennial.org. We’re happy to help.
When will more details be shared?
Registered participants will receive ongoing communications and a detailed welcome packet closer to the Gathering, including logistics, preparation materials, and what to expect.