Standardized Process for Large-Scale Festive Events: A Complete Guide from Rehearsal to Execution

Process flow refers to the sequence of procedures in industrial production, from raw materials to finished products. A well-designed process flow effectively utilizes resources, greatly improves production efficiency, and ensures product quality.

With the maturity and development of the event industry, standardized and modular process flows for event execution are the future trend. If we establish a standardized, modular process flow for event production that can be replicated, then regardless of the scale of future events, as long as we identify their category and attributes—such as commercial events, festive events, charity events, etc.—we can apply the appropriate process, making execution more precise, improving resource efficiency, and greatly reducing errors during execution, ensuring the success of the event.

Through years of exploration, we have developed a standardized, modular process flow for large-scale festive events, which has been refined through multiple practical tests.

The execution manual for a large-scale gala includes: organizing institutions, executive team (brief), main performers, event overview, program description, countdown schedule, music list, dance rehearsal plan, costume list, prop list, video plan, fireworks plan, stage design plan, laser plan, technical plan, security plan, publicity plan, marketing plan, and contact directory (including heads of cooperating teams).

Rehearsal Process Flow:

1. On-site personnel dry run: Etiquette staff are numbered and assigned positions, familiar with leaders' positions and flow; performers and guests are numbered and positioned, and their handlers are familiarized with positions and flow; directors for lighting, sound, video, props, and special effects review the flow.

2. On-site personnel full rehearsal: All personnel, including stage design, lighting, sound, costumes, special effects, etc., conduct a full rehearsal on-site with costumes and equipment, following the flow, coordinating with the TV station's live broadcast team, and adjusting to finalize the on-site flow.

3. The rehearsal coordination meeting is crucial. All personnel attend, including directors, technical directors, producers, stage design, lighting, sound, costumes, special effects, etc., to collectively review the rehearsal recording, raise issues, and finalize the technical director's script. The script includes: personnel assignments, broadcast times, sequence numbers, programs, performers, entrances/exits, large screen, audio, music, lighting, costumes, props, special effects, and durations.

On-Site Execution Process Flow:

Two hours before the event, a meeting for all staff is held, distributing the final program flow sheet, and distributing and testing walkie-talkies.

Director Group: Finalize the flow script, command at the stage entrance, control the overall program, adjust the host's on-site performance, ensure performance guests are in place and waiting, supervise the overall TV presentation and stage special effects (wire flying, lasers), and manage the waiting of dance teams (professional, specialty, volunteer) to ensure the event proceeds orderly.

Production Group: Ensure performance guests are in place, costumes and props are prepared at the stage entrance, and vehicles are arranged in advance.

Technical Group: Ensure the normal operation of stage, lighting, sound, LED, special effects, fireworks, and program recording.

Publicity Group: Handle media reception and on-site reporting.

(1) Staff and Audience Entry

1. Actors and etiquette staff makeup

2. Security checks

3. Guiding audience entry outside the venue

4. Guiding audience to seats with etiquette

5. Sound system testing

6. Lighting testing (a monitor for on-site recording is essential)

7. LED screen testing

8. Live broadcast and relay signal testing

9. Distribution of atmosphere props

10. Warm-up music

11. On-site director instructions

12. Recording audience applause and cheering shots

(2) Leaders Enter VIP Room to Wait

1. Welcome etiquette, tea service, vehicle management and dispatch

2. Coordination of VIP room hosts and performance guests, touch-ups

(3) Live Broadcast and Recording Preparation

1. Walkie-talkie testing for chief director, technical director, executive director, and all positions

2. Actors enter waiting area, stage entrance director in place

3. Camera intercom system testing, camera white balance adjustment

4. Dance teams (professional, specialty, volunteer) in place

5. Special effects in place (wire flying, lasers, fog, fireworks)

6. Testing LED video and audio, and live streaming video and audio

7. Host cue cards prepared, still photographers in place

8. Performance guests, costumes, and props ready at stage entrance

(4) Leaders Enter and Take Seats

1. Etiquette ladies in position

2. Etiquette ladies guide leaders to their seats

3. Remind technical director to switch to live signal

4. Emcee cue director prepares emcee script

5. Emcee cue director reminds emcee to go on stage

6. Host cue director prepares host cue cards

7. Host cue director reminds host to go on stage

8. Backup microphones

(5) Countdown to the Show

1. All positions (stage entrance director, hosts, sound, lighting, microphones, special effects) in place, chief director confirms via walkie-talkie

2. Video playback ready at first frame

3. Video recording starts with color bars

4. Camera intercom system clear

5. Subtitle operator checks name captions, song titles, performance teams, lyrics, and end credits

6. Chief director notifies technical director that all is ready, and the countdown begins via walkie-talkie

(6) Show Begins

1. Opening video plays

2. Hosts go on stage

3. Leader goes on stage to give a speech; remind etiquette to guide

4. Backup microphones

5. Remind interpreters to be in position

6. Adjust podium height

7. Backup props

8. Cue actors

9. Cue music

10. Cue video

11. Cue lighting

12. Cue special effects

(7) Overall Coordination

1. Chief director coordinates on-site

2. Technical director coordinates camera positions; subtitle operator adds name captions, song titles, performance teams, lyrics, and end credits

(8) Show Ends, Leaders, Performers, and Audience Exit

1. Remind etiquette to guide and vehicle dispatch

2. Security guides leaders, performers, and audience to exit orderly

3. Remind leader liaisons to take gifts and related materials

4. Broadcast van checks recordings and sets to record-protect mode

(9) Follow-up Work

1. Post-event security and safety checks

2. Collect walkie-talkies, costumes, microphones, headsets, and props

3. Stage dismantling and equipment removal