Process flow refers to the sequence of procedures arranged 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 a set of standardized, modular process flows is established in the production of event products and becomes a replicable standard, then regardless of the scale of future events, as long as their category and attributes are identified—such as commercial events, festive events, charity events, etc.—appropriate processes can be applied, enabling more precise scheduling, higher resource efficiency, and significantly 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 applications.
The execution manual for large-scale gala events includes: organizing institutions, execution team (brief), main performers, event overview, program descriptions, countdown schedule, music list, dance rehearsal plan, costume list, prop list, video planning, fireworks plan, stage design plan, laser plan, technical plan, security plan, publicity plan, marketing plan, and contact directory (including heads of partner teams).
Rehearsal Process Flow:
1. On-site verbal rehearsal for all crew members: Etiquette personnel are numbered and assigned positions, familiar with leaders' positions and the flow; performers and guests are numbered and positioned, and the guest liaison producer becomes familiar with positions and flow; directors for lighting, sound, video, props, and special effects review the flow.
2. On-site full rehearsal for all crew members: All personnel, including stage design, lighting, sound, costumes, and special effects, conduct a full dress rehearsal with equipment on site, following the flow. Technical coordination with the TV station's live broadcast team is carried out, and the on-site flow is adjusted and confirmed.
3. The rehearsal coordination meeting is crucial. All personnel participate, including directors, technical directors, producers, stage design, lighting, sound, costumes, and special effects. They collectively review the rehearsal recording, raise issues, and finalize the director's rundown. The rundown includes: personnel assignments, broadcast times, sequence numbers, programs, performers, entrances and exits, large screen, audio, music, lighting, costumes, props, special effects, and durations.
On-Site Execution Process Flow:
Two hours before the event, a meeting is held for all staff. The final program flow sheet is distributed, and walkie-talkies are distributed and tested.
Director Group: Finalize the flow script, direct at the stage entrance, oversee the overall program, adjust the hosts on-site, ensure performing guests are in place and waiting, supervise the overall TV presentation and stage effects (wire rigging, lasers), and manage the waiting of dance teams (professional, specialty, volunteer) to ensure the event proceeds orderly.
Production Group: Ensure performing guests are in place, costumes and props are ready at the stage entrance, and vehicles are prepared 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. Makeup for performers and etiquette personnel
2. Security checks
3. Guidance for audience entry outside the venue
4. Etiquette guidance for seating inside the venue
5. Sound system testing
6. Lighting testing (a field recording monitor must be provided)
7. LED screen testing
8. Live broadcast and relay signal testing
9. Distribution of atmosphere props
10. Warm-up music
11. On-site director briefing
12. Recording audience applause and cheering shots
(2) Leaders Enter the VIP Room to Wait
1. Welcome etiquette, tea service, vehicle management and dispatch
2. Coordination and touch-ups for VIP room hosts and performing guests
(3) Live Broadcast Recording Preparation
1. Walkie-talkie testing for the chief director, technical director, executive director, and all positions
2. Performers enter the waiting area, and the stage entrance cue director is in place
3. Camera intercom system testing, camera white balance adjustment
4. Dance teams (professional, specialty, volunteer) are in place
5. Special effects are in place (wire rigging, lasers, fog, fireworks)
6. Testing of LED video and audio, and live streaming video and audio
7. Host cue cards prepared, and still photographers in place
8. Performing guests, costumes, and props are ready at the stage entrance
(4) Leaders Enter and Take Seats
1. Etiquette ladies are in position
2. Etiquette ladies guide leaders to enter and take seats
3. Remind the technical director to switch to the on-site signal
4. The emcee cue director prepares the emcee script
5. The emcee cue director reminds the emcee to go on stage
6. The host cue director prepares host cue cards
7. The host cue director reminds the host to go on stage
8. Backup microphones
(5) Countdown to the Gala
1. All positions at the stage entrance, including director, host, sound, lighting, microphones, and special effects, are in place, and the chief director confirms via walkie-talkie
2. Video playback is ready on the first frame
3. Video recording begins with color bars
4. Camera intercom system is clear
5. The subtitle operator checks name captions, song titles, performing teams, lyrics, and credits
6. The chief director informs the technical director that everything is ready, and the countdown begins via walkie-talkie
(6) Gala Begins
1. Opening sequence plays
2. Hosts go on stage
3. Leaders go on stage to deliver speeches; remind etiquette to guide
4. Backup microphones
5. Remind interpreters to be in position
6. Adjust the height of the lectern
7. Backup props
8. Cue performers
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 manages camera positions; subtitle operator adds name captions, song titles, performing teams, lyrics, and credits
(8) End of Gala, Leaders, Performing Guests, and Audience Exit
1. Remind etiquette to guide and dispatch vehicles
2. Security guides leaders, performing guests, and audience to exit orderly
3. Remind the leader's liaison to take gifts and related materials
4. The broadcast van checks the recording and sets it to record-lock status
(9) Follow-up Work
1. Post-event security and security checks
2. Collection of walkie-talkies, costumes, microphones, headsets, and props
3. Stage dismantling and equipment removal