WWW.CEI.ASIA24 CEI ASIA NOVEMBER/DECEMBER 2011

Case Study01

WWW.CEI.ASIA NOVEMBER/DECEMBER 2011 CEI ASIA 25

Case Study 02

Caterpillar’s evening ends with a bang in Beijing

Convention side event takes over military fortress for dinner, dancing and fireworks By Megan Gell

Kung Fu A martial arts performance from

Historical Tuan Cheng Fortress is an

First MCI Beijing secures the Fortress as a business event venue for the first time

Entertaining Delegates enjoy a buffet dinner prepared on-site by Culinary Capers

Competitive Nightly sponsored social functions are designed to impress delegates

Convention The meetings segment took place at China World Hotel, Beijing

The briefCaterpillar wanted to host an off-site evening function for delegates attending the International Pipeline and Offshore Companies Association (IPLOCA) Convention, of which it was a sponsor.

The convention is a week-long event with three days of touring and activities, two days of meetings, social functions and competitive sponsor events each evening.

Every year the nightly social functions must be bigger, grander and more exciting than the year before. Convention organiser MCI Beijing was also appointed to organise each of these functions. The Caterpillar event needed to include a dinner and party with entertainment for 500 people.

ChallengesThe annual IPLOCA convention was being held in Beijing for the first time, so Caterpillar wanted a venue that represented the city and country’s history and culture.

Delegates were exposed to

Chinese culture earlier in the week, with tours of major landmarks such as the Forbidden City, Tiananmen Square and The Great Wall as well as a local silk factory. A Great Wall historian was also invited to address the group, and pre- and post-tours to see the terracotta warriors in Xian were well attended.

An essential requirement of the Caterpillar evening was a 10-minute fireworks show.

Richard Rheindorf, managing director, MCI Beijing, says: “As per regulations, fireworks may only be displayed outside of Beijing’s fifth ring road, limiting considerably the available venues for such an event.

“After considering several options, Tuan Cheng Fortress was chosen as the best venue because of its landmark status, location and its historical and cultural significance.”

Tuan Cheng Fortress was built in 1749 as a military compound for emperors of the Qing dynasty to train and inspect their troops.

“With its unique architectural style combining city structure, temple, tower and drill ground

into one, the venue offered a number of possibilities for the evening,” he says. “However it has been never used as a location for international corporate or association events before.”

ExecutionMCI Beijing’s team worked closely with local authorities, venue and suppliers to set up a memorable evening.

Delegates were transferred by coach directly from the

convention at China World Hotel, Beijing, to the Fortress.

“Upon arrival, guests were greeted outside of the Fortress with drinks and canapés and were able to get a glimpse of the spectacularly lit Fortress walls and features,” says Rheindorf.

VIPs were welcomed by guards dressed in imperial costumes and after a martial arts performance on a platform at the venue, guests were invited inside the Fortress

itself, which was decorated with flags and Chinese lanterns. A live band performed during the dinner.

“After a sumptuous buffet dinner, guests were invited onto the Fortress ramparts to enjoy a 10-minute fireworks show, followed by dancing until the early hours.”

Catering was provided by Culinary Capers, who also catered another sponsor event during the convention. Canapés were prepared in

advance and temporary kitchens were set-up at the Fortress for the preparation of the buffet dinner. Comment“Tuan Cheng fortress is a very unusual venue and a great choice for clients who want to end the night with the bang of fireworks,” says Rheindorf. “We will definitely propose it again, though ideally for groups of up to 450 people.”

FactfileCompany CaterpillarOrganiser MCI BeijingVenue Tuan Cheng FortressDelegates 500Date September 15

Timeline

December 2010 Request received February 2011 Proposal April 2011 Client site inspection May 2011 Site selection

“It has never been used for international corporate or association

events before”Richard

Rheindorf, MCI

OLL

I GEI

BEL

PH

OTO

GR

APH

Ya platform at the Fortress welcomed guests to the venue

18th century military compound built for soldier training during the Qing dynasty