You have to go to Tokyo Station and take "Nagano Shinkansen" departing from platform No.20-23 once or twice every hour depend on time and day. It takes about 100 minutes from Tokyo to Nagano.
In Nagano the reasonable hotel is Mielparque Nagano. Please see this webpage.
If you are going to stay in Tokyo, Shinjuku New City Hotel is located in the heart of commercial center in Tokyo. The price is negotiated to be reasonable for NEXT visitors. Please see this webpage.
Train tickets can be bought separately, but cheapest way is to buy Japan Rail Pass. If you are only visiting Nagano and Karuizawa, you can buy JR East Pass. With this you can travel unlimited in the eastern part of Japan with the price of ¥ 20.000 (equals about 185 €) If you are visiting other part of Japan, Japan Rail Pass is needed.
You can purchase Japan Rail Pass or JR East Pass either via travel agency, in internet or upon arrival at Narita Airport, please see this webpage. Please note, ticket cost between Narita Airport and Shinjuku is about ¥ 3000, so you can also use JR East Pass in this route without extra charge.
If you are interested in organizing a special session, please do not hesitate to contact us.