Behind the Scenes of a Successful International Conference in Vietnam

When Castrol India, a global leader in automotive lubricants, planned their international corporate event, they weren’t just looking for a meeting venue - they envisioned a complete experience. Their aim was to bring together 200 employees for a seamless conference in Vietnam that would strengthen company culture, reward performance, and explore a new destination.

With clear objectives and high standards, Castrol chose Vietnam as the setting and entrusted Threeland Travel – A Leading DMC in Vietnam to design and execute the event. The result: a meticulously organized, culturally enriching, and truly memorable program.

Understanding the Castrol Vision

Castrol India’s vision for this international event was multifaceted: to host a professional conference with flawless logistics, offer a curated cultural itinerary, and ensure every detail, from food to entertainment, aligned with the preferences and cultural expectations of Indian participants.

Threeland began with in-depth consultations to understand the brand’s values, guest profile, and travel expectations. Our planning prioritized comfort, convenience, authenticity, and moments of celebration, all tailored to Castrol’s team dynamic and corporate spirit.

Designing a Balanced and Impactful Itinerary

The conference took place over five days and four nights in Da Nang, combining formal meetings with cultural discovery and leisure. The itinerary was designed to promote networking, inspiration, and relaxation, ensuring that guests felt both productive and appreciated.

Key highlights included:
•    A structured full-day business conference with professional audio-visual setup, Indian-friendly catering, and branded meeting materials
•    Visits to iconic landmarks: Linh Ung Pagoda, Lady Buddha, Dragon Bridge, and Hoi An Ancient Town
•    Private performance of the Teh Dar Show – showcasing Vietnam’s ethnic culture
•    Guided exploration of Ba Na Hills, including the Golden Bridge, French Village, Buddhist temples, Fantasy Park, and Ba Na Brewery
•    A grand gala dinner celebration that reflected Castrol’s global identity and Indian roots

Every element was customized to reflect Castrol’s values and objectives, creating a sense of belonging and purpose for every attendee.

Seamless Logistics from Start to Finish

Managing travel and event logistics for a group of 200 international participants is no small feat, but it’s Threeland’s specialty. Our MICE team handled every logistical detail with care, including:
•    Pre-arranged airport transfers and group transportation
•    Rooming and check-in coordination with hotel staff
•    Indian meals and vegetarian options throughout the event
•    Personalized on-ground assistance and real-time communication with client coordinators

Our coordinators were present every step of the way, ensuring Castrol’s internal organizers could focus on their team and enjoy the event stress-free.

Signature Dining & Celebrations

Threeland curated three signature evenings, each offering a unique experience tied to culture, atmosphere, and celebration.

Welcome Dinner at Rêu Dining

The program opened with a culturally immersive dinner at Rêu Dining, a heritage-themed venue known for its ambiance and craftsmanship. Guests enjoyed a curated Vietnamese set menu served in an environment that blended rustic elegance with traditional charm, offering a warm and inviting first taste of Vietnam.

Gala Dinner at Ariyana – Furama: A Celebratory Highlight

The pinnacle of the experience was an exclusive gala dinner hosted at the prestigious Ariyana Convention Centre – Furama. The evening was a fusion of elegance and celebration, featuring:
•    Customized venue décor inspired by both Castrol’s branding and Vietnamese culture
•    A diverse dinner menu featuring Indian and Vietnamese favorites
•    A curated entertainment lineup including Vietnamese performances and Indian music
•    High-energy moments of dance, connection, and recognition

The gala night served as the perfect setting to honor achievements, build camaraderie, and leave a lasting impression on the entire group.

Cocktail Dinner at Malibu Beach

For the final evening, the tone shifted to relaxed celebration with a Cocktail Dinner at Malibu Beach. This high-energy event featured:
•    A beachfront venue setup with stage, lighting, and sound system
•    Live DJ music and dance floor
•    A fully curated Indian buffet

Guests enjoyed dancing under the stars, sharing stories, and closing the trip on a vibrant note.

Proactive Management of Unexpected Challenges

No international event goes entirely without surprises, but Threeland’s proactive and responsive team was prepared. Flight changes, personal requests, and minor medical needs were handled discreetly and professionally. Every challenge was met with fast solutions, ensuring minimal disruption and full guest satisfaction.

Castrol’s Feedback: Confidence and Connection

Castrol’s leadership praised the event not only for its execution but for the care and cultural understanding Threeland provided throughout the journey. Guests felt genuinely welcomed, comfortable, and engaged from arrival to departure. For the internal team, the experience offered a meaningful combination of brand celebration and human connection.

Threeland Travel: Your Trusted MICE Partner in Vietnam

At Threeland Travel, we specialize in delivering tailor-made MICE experiences for global companies with diverse needs. Whether it’s for incentive travel, regional conferences, or brand retreats, we create programs that reflect your culture, respect your preferences, and exceed your expectations.
From corporate goals to local immersion—Threeland turns your event into a lasting success.

Get in touch with our MICE team at: [email protected]