May 8, 2007

1. PURPOSE:

   To assist official visitors in preparing for and executing their visits to Japan in conjunction with activities related to Foreign Military Sales (FMS) and Defense Cooperation in Armaments (DCA).

2. GUIDELINES:
   1. To assure an efficient and fruitful visit, coordinate your visit plan with your point of contact at the Mutual Defense Assistance Office (MDAO).

   2. In accordance with DOD Directive, 4500.54-G, the Foreign Clearance Guide, submit an official country clearance request via APACS or the Defense Message Service (DMS) at least 30 days out. Address the message to CHMDO TOKYO JA and send an information copy to USDAO TOKYO JA. After receiving your request, MDAO will send back a country clearance approval message.

   3. The country clearance message must include name, rank/position, job title, agency or company, security clearance, citizenship, purpose of visit, duration and organizations to be visited, logistical/administrative support required, and your contact information.

   4. Additionally, visitors should send their biographical sketches ahead of time which MDAO will pass to the organizations to be visited.

   5. MDAO will reserve hotel rooms for visitors for official business in and around the Tokyo area, the purpose being to concentrate everyone in the same place to maximize the efficiency of limited transportation assets. The primary hotels used for MDAO visitors are the ANA Hotel, Okura Hotel and New Otani Hotel, in this order, due to their proximities to the American Embassy. Visitors who choose to make their own hotel reservations will be responsible for arranging their own transportation to and from their hotel. If visiting other regions in Japan, visitors are responsible for making their own hotel reservations however, MDAO can assist if desired.

   6. MDAO will coordinate transportation in and around the Tokyo area, based on availability, for official purposes only. This does not include transportation to and from the airport. General/Flag officers and other visitors of equivalent rank will be accorded the appropriate level of protocol for escort and transportation.

   7. The best way to get from the airport to the Embassy area is to use the "Airport Limousine", which is a bus service, easily recognizable by its distinctive orange and white logo. There are numerous reservation desks at the airports and the busses stop at all the major hotels downtown. The trip takes about 90 minutes and costs about 3,000 yen. For the return trip, you can reserve a seat on the bus at your hotel's front desk.

   8. Public transportation in Tokyo is very reliable and easy to use. If you choose to arrive at the embassy or ANA Hotel by train, the Tokyo Metro stop at Tameike-Sanno (Namboku and Ginza Lines) is closest. Exit 13 is closest to the embassy's entrance gate and the ANA Hotel front entrance. See a map of the Tokyo subway system.

   9. MDAO will schedule appointments and meetings with appropriate Embassy, U.S. Forces and host country officials. In- and out-briefings with the Chief of MDAO will be conducted if he/she is available.

   10. It is highly recommended that you plan for an initial and closing "US only" meeting at the Embassy during the visit if part of a conference with Japanese counterparts. MDAO will reserve a meeting space.

   11. MDAO will make additional logistical and administrative arrangements, i.e. interpreter support, as required. Costs may apply. Please notify us as far in advance as possible.

   12. The following items will not be permitted inside the Embassy:
       1. Absolutely no personal, non-government owned laptop computers or cell phones. Personnel on TDY bringing government-owned laptop computers into the Embassy must gain RSO approval beforehand - MDAO will coordinate this for you if you inform us as to who will bring in a laptop computer.

       2. No laptop, even government-owned, may be connected to the Embassy network.

       3. No laptop, even government-owned, may be taken inside a Controlled Access Area (CAA) without pre-approval from RSO.

       4. Government-owned cell phones may be brought into the embassy, but must be placed inside storage bins beside the entrances of embassy offices.

       5. Additional prohibited items include:
          1. Cameras (digital and still photography)
          2. Video cameras
          3. Radios
          4. Tape recorders (including Walkman players/recorders, MP3, MD, CD)
          5. Electronic equipment
          6. PDAs/PEDs (See Administrative Notice No. 129, dated July 18, 2002)
          7. Weapons
          8. Water bottles or any bottles containing liquids, food etc.
          9. Aerosols

       6. Items not permitted entry can be checked in at the Embassy front entrance for safe keeping.

   13. Uniform policies. When conducting official business in Japan, business attire is required.
       1. For males, the standard is collared shirt with a necktie, slacks and a jacket (or suit) and leather shoes. During the summer months, some offices permit the removal of neckties, but it is best to wait and see until you arrive at the meeting. A point of order is to not remove your jacket until the head Japan and US representatives mutually agree to do so.

       2. For females, the dress code is a dress, skirt, or pantsuit.

       3. Wear of the appropriate military uniform is highly encouraged when meeting with military counterparts; however, military personnel should avoid wearing the uniform while using public transportation or in public areas where the uniform would draw undue attention to the individual or a military presence. For example, if you are going from a hotel to a U.S. or Japanese military base, the American Embassy or the Ministry of Defense, and you are traveling by government vehicle or taxi, wear of the uniform is appropriate. If the meetings are conducted at civilian facilities, involve social functions in commercial establishments or require you to use trains or busses to get there, wear civilian business attire.

   14. Safety: Although Japan is a very safe country, the biggest concern being frequent earthquakes and tremors, it is recommended that you visit the State Department website to view the latest threat information. In the event of a major earthquake, the Japanese Government will be responsible for assisting foreigners, so please follow the procedures outlined at your location (i.e. hotel, office). If possible, please contact your MDAO sponsor, but expect telephone services to be severely overloaded and restricted by the government to priority users. Nonetheless, the Embassy will quickly try to ascertain the welfare and whereabouts of American citizens.

       To aid in this process, American citizens should cooperate with Japanese authorities at evacuation sites and clearly identify themselves as Americans. The Embassy will be in touch with the Japanese Government and with larger umbrella organizations to attempt to identify as many American citizens as possible and determine their welfare. We will pass information about the welfare of individual U.S. citizens back to the Department of State in Washington, D.C. so that this information may be shared with your familites, friends and employers.

   15. Options for getting Yen. Credit card use is fairly widespread in Tokyo, but less so outside of Tokyo. Many establishments may charge a surcharge for credit card use. Compared to the U.S., Japan is still a very cash-based economy. So, you will need cash.
       1. Most ATMs in Japan do not accept non-Japanese debit and credit cards. The exceptions are Citibank ATMs (open 24 hours), Post Office ATMs (open weekdays from 0900-1600 only) and US Community Bank ATMs located at the New Sanno Hotel and Hardy Barracks, as well as any US forces base.
       2. Government employees with TDY/TAD orders may cash checks for up to $300 per week at the embassy cashier cage.
       3. There are a limited number of exchange booths around Tokyo where you can exchange dollars or travelers checks, as well as hotels, but the exchange rate is generally less than the credit card, ATM or airport rates.
       4. It is highly recommended that you initially exchange dollars for yen at the airport as the airport's rates tend to be better than exchange booths or hotels.
       5. Very few merchants will accept or exchange U.S. dollars (and asking them to do so would be deemed inappropriate), so please ensure you have sufficient Japanese yen or a credit card.

3. MEETING MINUTES/AFTER ACTION REPORT:

   Please provide MDAO with a copy of your final report.

Additional travel links: Tourist guide