Objectives

To produce a mega event at the Forbidden City (Tai Miao) for 800 people with full scale entertainment of over 50 entertainers including the 12 girl band.

Challenge

• Contingency planning for wet weather
• Group size due to over subscription of delegates

Solution 

With a full scale production, we worked very closely with the government officials to ensure that they were aware of all our activities due to the heritage status of the venue. We wanted their confidence of our commitment towards the care of the venue. To ensure clockwork precision, we conducted full rehearsals so that the timing and coordination was meticulously planned.

It was with this very serious commitment and pre preparation that allowed us the ability to move the entire set up and dinner arrangements for 750 people from one part of the complex to the other within one hour due to weather conditions.

We not only managed to persuade the authorities to allow us access to an area in the complex that had never been allowed for events before, we coordinated the efforts of all for a full turnaround of set up from one venue to the other.

By coordinating both the transfers from the hotel to the venue changes, we managed to delay the arrivals slightly to facilitate the movements at the site 

Result

We managed to avoid moving the event back to the hotel which resulted in what was described by the CEO as “spiritual” experience” for him.