Support for Overseas Agencies
International artist management and booking agencies often need to send talent to Japan for performances, appearances, and events. Navigating Japan's Entertainment Visa (興行ビザ) requirements from abroad can be challenging without local expertise.
Oak Admin Office serves as your on-the-ground partner in Tokyo, providing licensed immigration support that bridges the gap between your agency and Japan's requirements.
Who We Help
- International artist management companies
- Global booking and talent agencies
- Record labels with touring artists
- Production companies bringing talent to Japan
- Sports management agencies
- Influencer and creator management firms
Japan-Specific Requirements
Japan's entertainment visa process has unique requirements that differ from other countries:
- Japanese sponsor required: A local entity must act as the receiving organization
- Detailed activity schedules: Immigration requires specific dates, venues, and activities
- Contract documentation: Agreements must meet Japanese standards
- Certificate of Eligibility: Most applications require COE processing before visa issuance
We guide overseas agencies through these Japan-specific requirements with clear explanations and actionable checklists.
Coordination with Local Partners
Whether you're working with a Japanese promoter, venue, or production company, we help ensure all parties are aligned:
- Reviewing contracts for visa compliance
- Coordinating document collection from Japanese partners
- Clarifying responsibilities between overseas and local parties
- Ensuring sponsor documentation meets immigration standards
Timeline and Documentation
We work with your booking schedule to establish realistic visa timelines:
- Assessment of processing time based on your event dates
- Clear deadlines for document submission
- Proactive communication on application status
- Time zone-friendly updates for international clients
How We Work
- Initial consultation (video call or email) to understand your needs
- Artist/talent assessment and visa requirement confirmation
- Japan-specific documentation checklist for your team
- Coordination with your Japanese partners
- Application preparation and submission
- Status updates until visa issuance
Common Mistakes to Avoid
Assuming International Contracts Are Sufficient for Japan
Overseas agencies often use their standard international contracts for Japan bookings without realizing that Japanese immigration has specific documentation requirements. Contracts must clearly state compensation details, performance dates and venues, and the relationship between the talent and the Japanese sponsor. Standard international entertainment contracts may not include all the information required by Japan's immigration authorities, leading to requests for additional documentation that delay the process.
Not Identifying a Japanese Sponsor Early Enough
Japan's Entertainment Visa (興行ビザ) requires a Japanese sponsoring organization (招へい機関) to file the application. Overseas agencies that begin planning a Japan engagement without confirming who will serve as the Japanese sponsor often discover this requirement too late. Identifying and confirming the sponsor — whether it's a Japanese promoter, venue, or agency — should be one of the first steps when planning any talent engagement in Japan.
Underestimating Japan's Processing Timeline
Agencies accustomed to faster visa processing in other countries may underestimate the time required for Japan's Entertainment Visa. The Certificate of Eligibility (在留資格認定証明書) process adds a step that doesn't exist in many other countries' visa systems. Standard processing takes 1-3 months, and agencies should plan accordingly rather than assuming Japan's timeline matches other destinations on an artist's tour schedule.
Treating Japan as Just Another Tour Stop
When an artist is touring multiple countries in Asia, agencies sometimes treat Japan's visa process the same as neighboring countries. However, Japan has unique requirements including the COE process, specific sponsor documentation, and detailed activity schedule requirements that differ from other Asian markets. Each country requires its own approach, and Japan's process benefits from early, specialized attention.
Poor Communication Between Overseas and Japanese Partners
Visa applications require coordinated documentation from both the overseas agency and the Japanese receiving organization. When communication between parties is unclear, slow, or relies on assumptions, critical documents can be delayed or submitted incorrectly. Establishing clear communication channels, defined responsibilities, and document submission deadlines at the outset prevents the misunderstandings that commonly derail applications.
Frequently Asked Questions
Can you help if we don't have a Japanese partner yet?
We can advise on the sponsor requirements and help assess whether your planned activities require a local partner. Japan's Entertainment Visa process requires a Japanese sponsoring organization (招へい機関) to file the Certificate of Eligibility application. If you don't yet have a Japanese promoter, venue, or agency to serve as sponsor, we can explain the requirements and in some cases suggest approaches to meet the sponsorship requirement. Understanding these requirements early helps overseas agencies plan their Japan market entry effectively.
What languages do you work in?
We provide full service in both English and Japanese, making us effective liaisons between international agencies and Japanese partners. All documentation is prepared in the language required by immigration authorities, while client communication is conducted in English. This bilingual capability is essential for overseas agencies that need to coordinate with Japanese promoters, venues, and sponsors who may operate primarily in Japanese.
How do you handle time zone differences?
We are experienced working with clients across all time zones — from the Americas to Europe, Asia, and Oceania. We accommodate scheduling needs for video consultations and provide detailed written updates that don't require real-time communication. Our process is designed to minimize delays caused by time zone differences, with clear documentation, proactive status updates, and responsive email communication during Japan business hours (JST).
What is the role of the Japanese sponsor in the visa process?
The Japanese sponsoring organization (招へい機関) plays a critical role in the Entertainment Visa process. The sponsor is typically the Japanese promoter, venue operator, production company, or agency that is receiving the foreign talent. The sponsor must file the Certificate of Eligibility (在留資格認定証明書) application with immigration, provide documentation about their organization, and take responsibility for the activities of the visa holder during their stay.
Can an overseas agency serve as the visa sponsor?
No, the visa sponsor must be a Japanese entity. Overseas agencies cannot directly sponsor Entertainment Visa applications. However, the overseas agency works closely with the Japanese receiving organization to coordinate documentation and ensure the application meets all requirements. We help overseas agencies understand this relationship and coordinate effectively with Japanese partners. In situations where the overseas agency is arranging multiple bookings with different Japanese clients, we help identify the appropriate sponsor for each engagement.
How do contract requirements differ for Japan compared to other countries?
Japan's immigration authorities have specific expectations for performance and appearance contracts that may differ from standard international entertainment contracts. Contracts must clearly state compensation details, performance dates and venues, the relationship between the foreign talent and the Japanese sponsor, and the specific activities to be performed. Japanese immigration may also require contracts to be translated or accompanied by summaries in Japanese. We review all contracts for compliance with Japanese requirements before submission.
Do you offer ongoing partnership arrangements for agencies with regular Japan bookings?
Yes, for agencies that regularly send talent to Japan, we offer ongoing partnership arrangements that streamline the visa process across multiple bookings. This includes maintaining agency documentation templates, keeping a library of previously submitted materials for faster processing, establishing communication protocols, and providing priority handling for your applications.
Related Services
- Certificate of Eligibility (COE): Required for most Entertainment Visa applications — learn about the COE process and timeline.
- Entertainment Visa: Overview of all Entertainment Visa categories and general requirements for Japan.
- Concert & Festival Promoters: Specialized support for agencies coordinating artist lineups for Japan events.
- Tour Production: Visa coordination aligned with multi-city tour routing through Japan.