Operations, Logistics, and Supplier Management
Supplier lifecycle
Select suppliers on capability, reliability, insurance and compliance; contract with clear scope, cancellation terms, payment terms and service levels. Maintain a supplier database with contacts, licences and emergency numbers. Review performance after each season.
Ground logistics
Key operational realities: luggage forwarding between hotels, seat reservations on Shinkansen and limited expresses, bus parking and driver hour limits, and airport transfer buffers. Build contingency for weather (typhoons, snow) and for rail disruption.
Documentation and vouchers
Confirmations, vouchers, rooming lists and manifests must match. Errors at handover cause the most visible failures. Use a single source of truth and version control.
Traps
Questions test whether you notice missing contingency, unrealistic transfer times, or a contract without cancellation or force majeure terms. Another trap: assuming a verbal confirmation from a supplier is binding-get it in writing. Driver hours and vehicle capacity limits are commonly overlooked.
Rule of thumb
For every critical service, confirm three things in writing: what, when, and who to call if it fails. Build a 15–20% time buffer around airport transfers and intercity connections.