How to Book a Mobile Tea Ceremony in Tokyo | Pricing, Prep & Timing | GreenTeaTokyo ｜出張茶道体験東京｜法人・イベント向け抹茶ワークショップ

Thinking about booking a mobile tea ceremony in Tokyo?

GreenTeaTokyo sends an instructor to your chosen venue — home, hotel, corporate event space, and more — so your guests can whisk and drink their own matcha on the spot.

This page walks you through the entire process, from first enquiry to the day itself, including pricing and what to prepare.

What Is a Mobile Tea Ceremony?

A mobile tea ceremony is a service where a tea ceremony instructor travels to your venue and runs a matcha experience on-site.

Unlike a fixed classroom setting, it adapts to your space and group size. At GreenTeaTokyo, the focus is on a hands-on programme where every participant whisks their own matcha — not just a demonstration by the instructor.

Whisking your own bowl of matcha gives a much deeper feel for the practice — and it tends to stick in the memory in a way that simply watching does not.

How It Works: From Enquiry to Event Day

1. Get in Touch

Reach us by email, phone, or the contact form. You do not need to have everything figured out at this stage.

The following are fine to leave vague for now:

Exact headcount (“around 10 to 20 people” works)
Specific date (“sometime in mid-March” is enough)
Budget (“roughly how much does it cost?” is a perfectly good question)

Enquiries along the lines of “can I just get a quote?” or “I’d like to talk it through first” are very welcome.

2. Details, Numbers, and Venue Check

We will ask about the following:

Group size: approximate number of participants
Venue: location, size, and facilities (tables, chairs, etc.)
Date and time: preferred timing and duration
Purpose: corporate event, private gathering, international guest entertainment, etc.
Add-ons: English-speaking staff, kettle set, floor mat, etc.

We will suggest the best format based on your space and setup — seated or standing, for example.

3. Quote

Based on what you tell us, we will send a formal written quote.

Pricing structure:

Travel fee: from ¥38,000 (tax included)
Experience fee: ¥3,800 per person (tax included)
Add-on fees where applicable

Once you are happy with the quote, we confirm the booking.

Recommended: book at least one week in advance.
This gives us time to arrange the instructor and prepare the matcha and sweets to the standard we want. Last-minute bookings are possible but may incur a surcharge — just ask.

4. Pre-Event Check (If Needed)

For larger events or unusual venues, we may want to confirm:

Room layout
Loading and access routes
Power and water access
Overall event schedule

For complex setups, a site visit in advance can help things run smoothly on the day.

5. Setup on the Day

We arrive 30 minutes to an hour before the experience starts to set everything up.

Example from WebX2025:

Morning: arrive at venue, set up equipment and check flow of the space
During the event: groups of 5 rotate through the experience, around 5 to 10 minutes per group
Guests who prefer to watch: served matcha and sweets whisked by the instructor
After the event: pack up and clear the space

At WebX2025, we handled 60 participants on day one and 80 on day two — with two instructors and one English-speaking staff member covering both those who wanted to whisk their own matcha and those who just wanted to drink it.

6. The Experience

After a brief explanation of tea ceremony basics, participants whisk and drink their own bowl of matcha.

Typical flow:

Short introduction to tea ceremony (history and etiquette)
Japanese sweets
How to use the tea whisk
Whisk your own matcha
Drink what you made

“I didn’t realise matcha could taste this good!” and “I actually managed it on my first try!” are things we hear a lot.

What Do You Need to Prepare?

We bring all the essential equipment. No special preparation is needed on your side.

Included in the Base Price

Instructor
Full set of tea utensils (bowls, whisk, scoop, etc.)
Matcha
Japanese sweets (for all participants)
Guided instruction

What the Venue Needs to Provide

Tables and chairs (for a standing-style format)
A bin bag
Hot water access or a kettle, if possible

No hot water on site? Not a problem — we can bring a portable electric kettle.

Optional Add-Ons

Add-On	Price (tax included)
Additional instructor (recommended for 10+ guests)	¥11,000 per person
English-speaking staff	¥13,000 per person
Kettle and ladle set	¥11,000 + shipping
Floor mat (1.2 × 2.5 m)	¥5,500 + shipping
Outside Tokyo 23 wards	From ¥6,600

How Much Time Does It Take?

From Enquiry to Event Day

Lead Time	Status
3 days	Possible, but a last-minute surcharge applies
1 week	Recommended minimum
2 weeks to 1 month	Ideal — plenty of time for smooth preparation

Time Required on the Day

Phase	Time
Setup	30 min – 1 hour
Experience (per group of 5)	5–10 min
10 guests total	Approx. 1–1.5 hours
20 guests total	Approx. 2–2.5 hours
50 guests total	Approx. 3–4 hours
Pack-up	Approx. 30 min

We are happy to work around your event schedule — whether that means finishing in 30 minutes or spreading things out over three hours.

Pricing (Tax Included)

Pricing is straightforward: travel fee + experience fee per person.

Travel fee: from ¥38,000
Experience fee: ¥3,800 per person

Price Examples

Group Size	Breakdown	Total	Per Person
10 guests	¥38,000 travel + ¥38,000 experience	¥76,000	Approx. ¥7,600
20 guests (2 instructors)	¥38,000 travel + ¥76,000 experience + ¥22,000 extra instructor	¥136,000	Approx. ¥6,800

Other Japanese Cultural Experiences

Origami and calligraphy can be combined with the tea ceremony for a fuller programme.
See the Japanese cultural experience packages | View full pricing

Corporate Events & VIP Guests

We regularly work with hotels, companies, and international guest programmes. The experience can be conducted in English with an English-speaking staff member.

Corporate-friendly features:

Invoice payment accepted
Qualified invoice issuer (registration number: T2013301051519)
Venue site visits available in advance
Flexible scheduling to fit your event timetable

See the corporate service page

FAQ

Q. Can I request just a quote at this stage?

A. Yes — we can give you a rough estimate even before the details are settled. Just get in touch.

Q. Can you handle last-minute bookings?

A. Yes, we can often manage with as little as three days’ notice, though a last-minute surcharge applies. We recommend booking at least a week ahead.

Q. Does the headcount need to be confirmed in advance?

A. No. An estimate like “around 10 to 20” is fine. We can adjust once numbers are confirmed.

Q. Can numbers change on the day?

A. Yes, as long as you let us know in advance. At WebX2025, for example, we went from 60 guests on day one to 80 on day two without any problem.

Q. Is there a cancellation fee?

A. It depends on the timing. Full details will be provided at the quote stage.

Q. We don’t have a tatami room — is that okay?

A. Completely fine. We can set up a standing-style format with tables and chairs in any Western-style room. The venue at WebX2025 was a standard event hall.

Q. What is the minimum group size?

A. We take bookings from one person. Private sessions and small VIP gatherings are very welcome.

Q. Does everyone have to whisk their own matcha?

A. No. The standard format runs in groups of 5 to 10, but guests who prefer to watch or simply enjoy matcha and sweets prepared by the instructor can be accommodated too.

Q. Is there an extra charge for English-language support?

A. For basic English the instructor can manage directly. If fuller English-language facilitation is needed, the English-speaking staff add-on is ¥13,000 per person.