Start with the guest sequence
The Neoasia Gala Dinner gallery shows the stage, guest tables, and event control area. When planning your gala dinner, connect activities across those areas through the running order. Start with guest arrival, dinner, speeches, and the main sessions in your programme. Mark when attention moves to the stage and who cues the team.
Use one row for each change
A programme explains what happens. A technical running order also explains what each team needs to do. Number significant changes and use the same session names in video files, music lists, and host notes. A notes column can keep unresolved points visible without presenting them as final instructions.
- Cue number, session name, approximate time, and start trigger.
- Visual or audio files to use, if any.
- Required lighting changes and speaker positions.
- The person responsible for calling the cue.
Align cues with venue service
Discuss meal service, staff movement, and stage sessions with the venue. Mark moments when the organiser wants guests to focus on a speaker or video. If meal-service timing changes, agree who informs the stage manager and technical team before the next cue is called.
Rehearse moments involving several teams
Choose transitions that need a shared cue, such as a speech leading into video or the host introducing an act. Try them with the intended files and positions. Agree what guests see and hear while the programme is on hold so operators have clear instructions when the next session is not ready.
Close revisions with one shared version
After rehearsal, version the running order and share it with everyone delivering cues. Describe later changes specifically: the affected cue, replacement file, or different speaker. When requesting a quotation, send this programme outline with the date and venue so audio, visual, lighting, and operator requirements can be discussed around your event.
