80+ Guests at WebX2025: A Tea Ceremony Booth That Closed Early Due to Popularity

In August 2025, at WebX2025 held at The Prince Park Tower Tokyo, our tea ceremony experience booth welcomed over 60 participants on the first day.

We expanded capacity to 80 people on the second day, but ran out of wagashi (Japanese sweets) and had to close early again.

Interestingly, most participants were Japanese nationals.

“Matcha isn’t bitter at all!”


“This is my first time trying tea ceremony.”

Despite being a Japanese cultural tradition, many Japanese people have never experienced it—which is exactly why it becomes a memorable highlight at corporate events and exhibitions.

So how do you choose a tea ceremony catering service that creates this kind of “queue-worthy” experience?

5 Key Points When Choosing Tea Ceremony Catering

1. Demonstration vs. Hands-On Experience

Tea ceremony catering services typically offer two formats:

  • Demonstration: Instructor performs the tea ceremony
  • Hands-on: Participants make their own matcha

For higher event satisfaction, we recommend the hands-on format. At WebX2025, many guests said “making my own matcha made it special.”

2. Instructor Capacity Based on Guest Count

  • Up to 10 guests: 1 instructor
  • 20-50 guests: 2 instructors recommended
  • 50+ guests: 3+ instructors + interpreter (if needed)

At WebX2025, we had 2 instructors + 1 interpreter for 80 guests.

Honestly, we could have used one more instructor. Having adequate staff ensures each participant receives proper attention.

3. Capacity Changes With or Without Wagashi

Tea ceremonies traditionally include wagashi (Japanese sweets). However, sweet inventory can become a limiting factor.

  • With wagashi: Complete experience, but limited by inventory
  • Without wagashi: Can accommodate more participants

Choose based on your event goals: thorough experience vs. reaching more people.

4. Setup and Equipment Coverage

Tea ceremony services vary in what they provide:

  • Full setup: Includes umbrellas, tatami mats, screens
  • Equipment only: Tea utensils and instructors (like WebX2025)
  • Bring-your-own: Client arranges everything

Clarify what your organization can arrange beforehand to ensure smooth coordination.

5. English Language Support

For events with international guests, English support is crucial. The ability to explain tea ceremony background and etiquette in English significantly impacts satisfaction.

At WebX2025, international participants appreciated having explanations in English, which deepened their understanding.

Transparent Pricing: We’re the Only One

When considering tea ceremony catering, pricing is often a major concern.

However, most tea ceremony providers in Tokyo don’t list prices on their websites. You’ll only find “Contact us for details” or “Price upon request,” forcing you to inquire without knowing the actual cost.

We prioritize transparency by clearly displaying our pricing, allowing clients to make informed decisions with confidence.

Pricing Overview

GreenTeaTokyo’s pricing consists of two simple components: Service Fee + Per-Person Fee

Example: 10 Guests
Total: Approximately ¥76,000~ (about ¥7,600 per person)

Example: 20 Guests
Total: Approximately ¥136,000~ (about ¥6,800 per person)

Base pricing includes instructor dispatch, matcha, wagashi, and complete tea utensil set.

→ View detailed pricing & options　|　Learn more about our service

While adjustments may be needed based on venue and guest count, knowing the base pricing upfront helps prevent unexpected budget surprises.

Few “Catering-Specialized” Tea Ceremony Services

While Tokyo has many tea ceremony schools, few specialize in catering services. Most focus on classroom instruction and only occasionally handle off-site events, making flexible accommodation of corporate events and large-scale functions challenging.

As a catering-specialized service, we can design experiences tailored to your venue and accommodate last-minute guest count changes.

Frequently Asked Questions

Q. Do you need a traditional Japanese room?

No problem. The WebX2025 venue was a Western-style room. We can create a Japanese atmosphere by bringing tatami mats and cushions.

Q. How far in advance should I book?

We recommend booking at least 2 weeks in advance. During peak seasons (spring and autumn), 1 month advance notice is advisable.

Q. How long does each experience take?

Approximately 5-10 minutes per person. For 50 guests, plan for 2-3 hours total. However, we can adjust timing to match your event schedule.

Q. Is there an additional charge for English support?

If an interpreter is required, this will be quoted separately. For basic English guidance, our instructors can provide this directly.

Q. Can you accommodate experiences without wagashi?

Yes. Without wagashi, we can serve more participants. We’ll discuss options based on your event objectives.

Summary

When booking tea ceremony catering in Tokyo, verify these key points:

  • Demonstration vs. hands-on format
  • Instructor capacity for your guest count
  • Flexibility with/without wagashi
  • Setup and equipment coverage
  • English language support
  • Pricing transparency

As demonstrated at WebX2025, where we exceeded expected attendance, choosing a service with scalability ensures you can deliver an authentic cultural experience that matches your objectives.

We specialize in catering with transparent pricing and flexible arrangements, supporting everything from corporate events to exhibitions.

→ Learn more about our service　|　View pricing