Client Lenovo
Event Emerging Markets Group 2011 Global Kick-off Meeting
Organiser George P Johnson
Venue Shangri-La, Beijing
Delegates 600
Date March 25 to 27
 

The brief
Lenovo was hosting 600 staff from its Emerging Markets Group (EMG) for a three-day meeting that included 15 events and social functions. An off-site event for 10,000 people was also in the brief.
 
Challenges
Planning began in January. The number of events meant that most of the hotel’s event space was in use and there were a number of tight turnarounds. The Valley Wing Ballroom was used for meetings and the opening-night dinner, which meant converting the space from a theatre style set-up to a dinner venue for 500 people within an hour, and then twice again on day two for lunch and dinner following the meeting sessions. The hotel used an average of 100 staff for each turnaround.
 
Organisers originally expected 450 attendees. Three days before the event, attendance registered at 650 people. To accommodate them, the hotel allowed the use of its Blu Lobster restaurant as well as its Event Centre for the opening day lunch.
 
Execution
Meetings were held in the Valley Wing Ballroom and nearby meeting rooms, and a lunch buffet was held in the ballroom on days two and three. The opening night’s cocktail reception was held in The Garden, a lawn area off the lobby bar. The hotel worked closely with the organisers on each menu. Gala dinner highlights included a roast suckling pig and smoked duck platter, rack of lamb and a Valrhona chocolate tart served with Caraïbe grand cru sorbet and thin cocoa and sable biscuits. A lute performance and live band provided the entertainment.
 
Delegates dressed in national costumes for the gold-themed Cultural Night. The ballroom was filled with everything from sarongs to vuvuzelas, and organisers wanted the setting to match. Tables were laid with gold saris while gold Lycra covered the chairs. The buffet reflected the diversity of the group and included tempura, vegetable curry, dauphine potatoes with Emmental cheese, pork piccata with spicy tomato sauce and a Peking duck carving station. Entertainment included a sand-art performance, drumming and Peking opera as well as a disco to end the night.
 
The Lenovo Global Kick-off for 10,000 staff was held off-site at Capital Stadium.
 
Comment
“Every event showcased the hotel’s attention to detail and team spirit,” says Nelson Shen, associate director, George P Johnson. “Clear, concise and seamless communication between the hotel, Lenovo and event organiser was achieved. In addition, briefing and preparation work by the hotel was extremely detailed, resulting in a well-executed event.
 
“The first day of any three-day event is usually busy with many last-minute changes and arrangements. In spite of this, the hotel handled all issues calmly without even a hint of disarray. There were many changes for each of the events, even right up to the actual event days. Shangri-La Hotel, Beijing was adaptable and accommodating with every change.”