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Mice Asia Net : October 2008
case study caltex in vietnam NAME: Caltex National Distributors Association Vietnam Conference TYPE: Biannual conference CLIENT: Caltex National Distributors Association NO. ON ORGANISING TEAM: Conference Complete staff of three, plus Destination Asia team PAX: 142 BUDGET: A WHAT YOU DID: Delegates travelled from all major Australian cities to Hanoi via Singapore with Singapore Airlines. All delegates stayed at the Sheraton Hanoi Hotel for the five nights of the conference. The program included a half-day city tour with a BBQ lunch in the Botanical Gardens then all delegates were treated to their own personal cyclo tour of the old quarter, and an Ao Dai fashion show with one of Hanoi’s top designers during a special partners breakfast. The highlight of the conference was most definitely the mystery gala dinner (see “special touches”), and a full- day tour to Halong Bay where delegates enjoyed a fabulous seafood lunch onboard a junk boat as they drifted around the stunning Halong Bay. Partner tour options included a cooking tour, a rural bicycle tour and a visit to a local house. Michael Mann - ex Australian Ambassador – was guest speaker at a lunch event and we arranged for some delegates to attend Dawn Service at the Australian Embassy for Anzac Day. All tours, transfers and off-site events were managed by Destination Asia with excellent outcomes. SPECIAL TOUCHES: On arrival in Hanoi all delegates received a tailor- made traditional silk jacket to be worn on the evening of the gala dinner. On the evening of the gala dinner delegates were transported to the Hanoi Opera House, an historic French Colonial building where they were greeted by girls in Ao Dai’s and ushered into the foyer to enjoy champagne and canapés and were entertained by a string quartet. Many photos were taken in this setting with the Caltex ice carving in the background before the delegates were led into the theatre for the next surprise, their own private performance by the Vietnam National Symphony Orchestra whose performance left many stunned and amazed and walking out of the room on a high. The evening then progressed upstairs to the “hall of mirrors” for a five-course French cuisine dinner with entertainment by a pianist and stringed instruments. This event was a truly unique experience for all, and one that will live long in their memories. CHALLENGES: The only challenge was that the conference numbers increased to the point where it was going to be difficult to fit everyone in at the gala dinner. TOP: Halong Bay. Photo courtesy of Paul Levrier. MIDDLE: The Caltex group ready to party. BOTTOM: Hanoi, Opera House. Photo courtesy of Paul Levrier. OVERCOMING CHALLENGES: Extra rooms on the sides of the main room were opened up to accommodate the increase in numbers. This was a good result as it meant that the highlight of the conference could go ahead. miceAsia.net 29 O C T U O B E R 2 A 0 C 0 8 – M A I C E S I . N E T S E S T D Y N O . 3 4 2 1 9 6 5 -