36 Key Details for Event Planning and Execution

Event Planning and Design

1. Based on the event theme and your strengths, select the time, venue, format, scale, and participants, and confirm with the client through repeated discussions.

2. Timing: Choose the date and time according to the client's promotional schedule and key figures' availability. For events lasting about 3 hours, Thursday evening is best, with Saturday afternoon as a secondary option. For full-day events, weekends are preferable; business events suit Saturdays, while family-oriented events suit Sundays.

3. Venue: For high-end business events, opt for five-star hotels or exclusive clubs. To highlight artistic taste, consider design hotels, galleries, or bars. Unless there are no special requirements, outdoor events are not recommended due to weather unpredictability. Semi-outdoor spaces like corridors or transitional areas are viable, but always have an indoor backup plan.

4. Scale: Based on client needs, brand promotion events can range from stadium concerts with thousands of attendees to more intimate gatherings of 200-500 people. Product launches should not exceed 100 attendees, and for high-end products, keep it under 50.

5. Format: For brand promotion, a one-way communication format focusing on the stage is suitable, with presentations and demos by client-appointed personnel. You may also add a forum segment with scholars, media, or customer representatives. Artistic performances can enhance the audience's appreciation of the brand's aesthetic and lifestyle. For product promotion, prioritize interaction with potential clients; banquets or cocktail parties work well, with staff engaging one-on-one to drive sales.

Guests and Target Audience

6. Invite clients 2-4 weeks in advance via phone, SMS, WeChat, Weibo, app notifications, and posters to maximize reach.

7. One week before the event, confirm the preliminary guest list and re-contact clients to confirm attendance.

8. Three days before, confirm the guest list again and re-contact clients.

9. One day before, finalize the list and re-contact clients.

10. On the event day, send a reminder message with time, venue, schedule, weather, and dress code.

Execution Details

11. Venue confirmation: Secure the venue as early as possible and sign the rental agreement.

12. Table arrangements: Choose from large round tables, small round tables, large rectangular tables (for ~30), small rectangular tables (for ~6), classroom style, theater style, U-shape, or hollow square. Ensure the quantity and quality (style, material, finish) meet requirements.

13. Stage: Confirm dimensions, height, and floor material; complete construction one day before.

14. Stage backdrop: Confirm LED screen or printed backdrop, approve the design, and complete production and installation one day prior.

15. Audio equipment: Confirm sound console, power supply, cables, cable ramps, speakers, microphones (handheld, gooseneck, headset—how many each), mic stands, and computers. Equipment should arrive 5 hours before and be tested 2 hours prior.

16. Lighting equipment: Confirm lighting console, truss, number of lights, power, and cables. Arrive 5 hours before, test 2 hours prior.

17. Backstage: Prepare space for performers to change, do makeup, and wait. Ensure they can enter and exit without crossing the audience's view. For large shows, include lifts or traps.

18. VIP lounge: If needed, arrange with attention to VIP traffic flow, staff, refreshments, and flowers.

19. Exterior setup: Confirm design, production, and installation of registration backdrop, signage, and red carpet one day before.

20. Transportation: Arrange VIP pick-up, guest vehicle flow, parking, and security guidance.

21. Performers: Confirm performers repeatedly. All performers should arrive 1 hour before, with makeup and costumes ready 30 minutes prior. Large shows require rehearsals.

22. Hostesses: Arrive 2 hours before, ready and in position 1 hour prior.

23. Flow control: Prepare and distribute a rundown (execution script) to relevant staff. Template as follows:

24. Stage manager: Assign a dedicated person familiar with client leaders and performers to act as stage manager. This role ensures the stage runs according to the script, preventing situations where performers are not ready.

25. Control desk: Every event must have a 'chief controller' who acts as the overall commander. The chief controller should stay in a fixed location where everyone can find them. Before the event starts, position at the registration area, as clients are the most important. After the event begins, move to the control desk to ensure music and lighting follow the plan. This is crucial.

26. Fee distribution: Prepare cash fees for performers and media in labeled envelopes in advance. Hand them out before the event starts, as there will be no time later. Alternatively, use WeChat or Alipay after the event.

Materials and Supplies

27. Design the key visual 1-2 weeks in advance, creating designs for various formats including main backdrop, registration backdrop, signage, registration book, display boards, posters, banners, paper bags, place cards, raffle box, raffle tickets, and invitations.

28. Complete production and installation of all materials 1-3 days before the event.

29. Prizes and gifts: Select and purchase 3-7 days ahead; have them ready 2-5 hours before.

30. Food and beverages: Finalize the menu 3-7 days ahead, whether using hotel catering or external services, and strictly check quality. Set up 1-2 hours before.

31. Tableware and tea sets: If self-provided, include buffet tables, coffee machines or pots, thermal containers for hot food, large platters for cold dishes, teapots, water pitchers, food tongs, small plates, cups, cutlery, fruit forks, napkins, toothpicks, and trash bins.

32. Assign at least one staff member to manage the food and beverage area, keeping it tidy and assisting guests.

Promotion and Publicity

33. Select media list in advance, invite journalists early, and prepare a sign-in sheet.