On-Site Execution Management for Large Events: Role Division and Procedural Operations

Due to the large number of participants and complex affairs at event sites, controlling all on-site work and ensuring smooth event progress poses a significant challenge for managers. To improve management efficiency during the implementation phase, procedural management of operations should be implemented. Procedural management is a scientific management approach; only through procedural implementation can standardized and scientific management be achieved. Therefore, the key to implementation design is to design standardized operational procedures.

Based on the identities of main participants, they can be roughly divided into six categories: event organizers, venue staff, performers/hosts/contestants, stage/lighting/sound production teams, guests/audience, and media journalists. Management tasks can be assigned according to participant roles, with clear division of responsibilities. This management approach can be called "role-based management," where on-site management tasks are divided into several aspects based on participant identity, with each role group's related affairs assigned to dedicated personnel, and finally, the project leader manages the heads of each aspect to coordinate and control on-site work.

The premise of role-based management is to scientifically divide all participants into roles, which is also the foundation for implementing on-site work. When dividing, attention should be paid to both the independence of roles and the systematic and interconnected nature of the work within each role, as the ultimate goal is to achieve clear division and easy operation. For example, for a press conference or fashion show with performances, the stage aspect involves sound, lighting, and stage design, while the performance aspect involves hosts, actors, and props. To ensure smooth performances, the stage team must fully cooperate with the performers' needs, and the performers must also understand the stage team's requirements. Since the two parties are closely connected, it might seem better to assign one person overall responsibility, but due to the numerous affairs on each side, one person may be overwhelmed, and the two groups have distinct system attributes, so separate management is better. Of course, communication between the heads of both parties is important. However, for small performances, one person managing both aspects may be feasible.

① Event organizers: mainly include the host, co-organizers, and supporting organizations, as well as individuals involved in overall planning and operation. Regardless of procedures or actual handling, all organizing parties need close cooperation and communication, making their management and coordination crucial.

② Venue staff: mainly refer to the venue owner or manager, such as the stadium management for concerts, or the street office or property management for community events. They play a role in checking and cooperating during the actual operation of the event.

③ Performers/hosts/contestants: include actors, hosts, contestants, discussion speakers, and other individuals who perform, present, or speak. These are distinguished from the event's main audience, who need separate management.

④ Stage/lighting/sound production teams: include staff responsible for stage construction, lighting installation, and sound debugging.

⑤ Guests/audience: include leaders, guests, judges, and audience members present. For some large events with many guests and frequent related activities, guests and audience can be managed separately.

⑥ Media journalists: include media invited to the event and those who come to cover it on their own. Every event generates some social impact, and many PR activities ultimately aim to increase publicity and expand influence. Media participation provides important reference for evaluating event benefits, so media management is treated as an independent aspect.

Sometimes, each aspect of a large event may involve numerous tasks, such as large performances where the performer aspect may involve props, accommodation, backstage equipment, etc. In such cases, tasks can be further subdivided based on role division.

In summary, role division should fully consider the actual situation of the specific event, and the division content should be determined based on actual conditions to achieve twice the result with half the effort.