Event Planning and Design
1. Based on the event theme and your strengths, select the time, location, format, scale, and participants, and negotiate with the client to finalize all details.
2. Timing: Choose the date and time based on the client's promotional schedule and key people's availability. For events lasting about 3 hours, Thursday evening is best, with Saturday afternoon as the second choice. For full-day events, weekends are preferred; business events are best on Saturdays, family events on Sundays.
3. Venue: High-end business events should be held at five-star hotels or upscale clubs. To highlight artistic taste, consider design hotels, galleries, or bars. Outdoor events are not recommended unless necessary due to weather unpredictability. Semi-outdoor spaces like corridors or gray spaces are viable, but always have an indoor backup plan.
4. Scale: For brand promotion, events can range from stadium concerts with thousands to typical events of 200-500 people. Product launches should not exceed 100 attendees, and high-end product launches should be limited to 50.
5. Format: For brand promotion, focus on one-way communication with a stage, featuring presentations by client-appointed speakers, possibly adding forums with scholars, media, or customer representatives. Artistic performances can also be included to convey the brand's aesthetic. For product promotion, prioritize interaction with potential clients; banquets or cocktail parties are ideal, with staff engaging one-on-one to drive sales.
Guests and 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 text with time, location, agenda, weather, and dress code.
Event Execution Notes
11. Venue confirmation: Confirm the venue as early as possible and sign the rental agreement.
12. Table arrangements: Choose from large round tables, small round tables, long western tables (for ~30), small western tables (for ~6), classroom style, theater style, U-shape, or hollow square. Ensure the quantity and quality (style, material, packaging) 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. Sound equipment: Confirm the mixing console, power supply, cables, cable trays, connectors, speakers, microphones (handheld, gooseneck, headset—specify quantities), microphone stands, and computers. Equipment should arrive 5 hours before and be tested 2 hours prior.
16. Lighting equipment: Confirm the lighting console, truss, number of lights, power, and cables. Arrive 5 hours before and test 2 hours prior.
17. Backstage: Prepare space for costume changes, makeup, and waiting. Ensure performers do not cross the audience area; they should not be visible before their entrance. Large shows may require lifts.
18. VIP lounge: If needed, prepare with attention to VIP flow, staff, refreshments, and flowers.
19. External venue setup: Confirm the design, production, and installation of registration backdrop, signage, and red carpet; complete 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 done 30 minutes prior. Large shows require rehearsals.
22. Hostesses/ushers: 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 the host announces an act but the performer isn't ready.
25. Control desk: Every event must have a 'chief controller' who acts as the overall commander. The chief should stay in a fixed location where everyone can find them. Before the event starts, the chief stands at the registration area, as clients are the most important. After the event begins, the chief moves 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 envelopes labeled with names, and distribute before the event starts, as there will be no time later. Alternatively, use WeChat or Alipay after the event.
Event Materials
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 in advance; 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, ensuring quality. Set up 1-2 hours before.
31. Tableware and tea sets: If self-provided, include but not limited to: buffet stations, 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.
Event Promotion and Media
33. Select a media list in advance, invite journalists early, and prepare a sign-in sheet.