Company Caterpillar
Organiser MCI Beijing
Venue Tuan Cheng Fortress
Delegates 500
Date September 15

The brief
Caterpillar 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.

Challenges
The 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.”

Execution
MCI 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.”

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