[MMM]

I would send the photos now. If you don't hear back, send them again with your phone number the week before you leave.

I am guessing they are saying to contact with your number a week before you arrive because they get a lot of inquiries from people that never actually come to Japan, so they want to know you are on your way before they waste their time.

There were some corrupt characters, but it looks like you should bring photos with you when you go to their office. There are times when they take photos their at their studios (I guess if you photos suck).