If you’re an international brand planning an event in China this year, the difference between a smooth production and a stressful scramble often comes down to one thing: timing.
China’s event ecosystem operates on its own rhythm. Venues book early. Permits take time. Content review requires patience. And the best talent gets reserved months in advance.
After producing hundreds of events across Beijing, Shanghai, and provincial capitals, we’ve developed a reliable production timeline. Below is your week-by-week guide to booking, planning, and executing a successful event in China.
Overview: The 4-Month Timeline at a Glance
| Phase | Timeline | Key Activities |
|---|---|---|
| Discovery & Planning | 16–13 weeks out | Goals, budget, city selection, venue shortlist |
| Venue & Permits | 12–9 weeks out | Site visits, venue lock, permit filing, creative concept |
| Casting & Creative | 8–5 weeks out | Talent casting, music editing, choreography development |
| Production & Rehearsals | 4–1 weeks out | Vendor lock, tech advance, rehearsals, final approvals |
| Show Week | Final 7 days | Load-in, tech rehearsals, show, strike |
Phase 1: Discovery & Planning (16–13 Weeks Out)
The Goal: Define what success looks like and build a realistic roadmap.
Week 16: Define Objectives & Budget
What to do:
- Clarify event goals: brand awareness? product launch? VIP engagement? media coverage?
- Set budget guardrails including contingency (10–15% minimum)
- Identify key stakeholders and approval chains
- Determine rough date window (be flexible—China’s event calendar fills fast)
ING’s role: We help international brands translate abstract goals into concrete creative and production requirements.
Week 15: City & Venue Shortlist
What to do:
- Research cities that match your objectives
- Tier-1 (Beijing, Shanghai): maximum media visibility, highest costs
- Provincial capitals (Zhengzhou, Chengdu, Wuhan): cost savings, faster permits, engaged audiences
- Auto corridors (Guangzhou, Wuhan): specialized reveal ecosystems
- Request venue availability for your date window (aim for 3–5 options)
ING’s role: We maintain venue relationships nationwide and provide city-by-city recommendations based on your specific needs.
Week 14: Site Visits & Preliminary Planning
What to do:
- Visit top 2–3 venues in person (or send local representative)
- Assess: rigging points, LED pitch, power capacity, load-in access, dressing rooms
- Document everything: photos, measurements, contact names
- Begin preliminary creative concept based on venue character
ING’s role: We conduct site visits with you or on your behalf, providing detailed venue reports with technical specs and potential challenges.
Phase 2: Venue & Permits (12–9 Weeks Out)
The Goal: Lock the location and start the compliance clock.
Week 12: Lock Venue & Sign Contract
What to do:
- Confirm venue and sign contract
- Verify: rental period (including load-in/out), technical hours, noise/curfew restrictions, insurance requirements
- Secure backup date if possible (especially for outdoor events)
Critical check: Ensure contract includes all technical access needed—sometimes load-in windows are shorter than expected.
ING’s role: We review venue contracts to flag hidden constraints and ensure technical requirements are captured.
Week 11: Begin Permit Filings
What to do:
- Prepare bilingual documentation pack:
- Performance synopsis
- Set list with timings
- Music licenses (or proof of licensed tracks)
- Visual content for review (LED, printed materials)
- Safety plan and risk assessment
- Vendor credentials and insurance
- Venue approval letter
- File with local bureaus (Public Security, Fire, Cultural Affairs, etc.)
Timeline reality: Standard permits take 10–20 working days. Complex events (drones, outdoor, large crowds) require longer.
ING’s role: We handle the full compliance pathway—preparing packs, submitting to the right bureaus, and managing follow-ups so you stay focused on creative.
Week 10: Creative Concept Development
What to do:
- Refine creative concept based on venue constraints
- Develop mood boards, music direction, wardrobe concepts
- Create preliminary run-of-show structure
- Identify which segments require special talent (heritage acts, specialty performers)
ING’s role: Our creative team develops concept boards, music edits, and segment structures aligned with your brand and venue realities.
Week 9: Content Review Submission
What to do:
- Submit content for review if required (music, visuals, scripts)
- Prepare A/B content versions for sensitive elements (alternate tracks, toned visuals)
- Document all submissions with tracking numbers and responsible contacts
Pro tip: Content review in China can be iterative. Building alternate versions upfront saves weeks of back-and-forth.
ING’s role: We flag potential review triggers during concept development and prepare compliant alternatives ready for submission.
Phase 3: Casting & Creative (8–5 Weeks Out)
The Goal: Build the team and finalize the creative product.
Week 8: Talent Casting
What to do:
- Issue casting brief to talent agencies
- Review performer options (heritage acts, contemporary crews, specialty acts)
- Book ING Girls or other core performers
- Confirm availability for all rehearsals and show dates
Lead time reality: Top heritage acts (lion dance, Bian Lian) book 6–8 weeks out. ING Girls availability should be confirmed at this stage.
ING’s role: We manage the entire casting process—briefing, auditions, contracts, and performer coordination.
Week 7: Music Editing & Timecode Development
What to do:
- Finalize music selections
- Edit tracks for segment timing
- Build timecode for lighting, playback, and SFX integration
- Create A/B music versions (no-pyro, no-haze variants)
ING’s role: Our music editors craft tracks with intentional “air” for cues, dynamic arcs for emotional pacing, and timecode markers for technical integration.
Week 6: Choreography Development
What to do:
- Begin choreography rehearsals with core cast
- Build signature tableaux, formations, and transitions
- Test movement against music edits
- Document choreography for video reference
ING’s role: Our choreographers develop camera-aware movement—macro pictures for wide shots, micro textures for close-ups, “hold and breathe” frames for directors.
Week 5: Wardrobe & LED Content Design
What to do:
- Finalize costume designs
- Source fabrics and begin construction
- Design LED content (if applicable)
- Schedule LED and wardrobe testing
Critical check: Test fabrics against the actual LED wall if possible. Matte finishes avoid moiré; high-contrast colors read better on camera.
ING’s role: Our costume designers create premium, camera-ready wardrobe. Our video team designs LED content that complements choreography and tests for technical issues.
Phase 4: Production & Rehearsals (4–1 Weeks Out)
The Goal: Lock vendors, integrate departments, and rehearse for precision.
Week 4: Lock Vendors & Technical Planning
What to do:
- Finalize and contract all vendors (LED, lighting, audio, SFX, camera)
- Confirm equipment list with backup spares
- Submit final technical requirements to venue
- Schedule crew calls and load-in times
ING’s role: We vet vendors on broadcast references, inspect gear, and ensure spares are built into contracts.
Week 3: Full Cast Rehearsals Begin
What to do:
- Begin full cast rehearsals (Choreo Grid)
- Integrate all performers (heritage acts, specialty acts)
- Record rehearsals for review
- Identify any performance adjustments
ING’s role: We run structured rehearsals with video documentation, ensuring every performer hits marks and timing.
Week 2: Tech Advance & Camera Planning
What to do:
- Conduct tech advance meeting with all department heads
- Finalize camera plot and shot list
- Test LED content and wardrobe together
- Confirm comms protocol (bilingual channel map)
- Review contingency plans (A/B/C/D show versions)
ING’s role: We lead bilingual tech advances, test all systems, and ensure everyone understands the contingency ladder.
Week 1: Final Rehearsals & Approvals
What to do:
- Run full integrated rehearsals (Choreo + Tech Grids)
- Conduct camera blocking with directors
- Final content approvals (if still pending)
- Confirm all permits are in hand
- Distribute final run-of-show and cue sheets
ING’s role: We coordinate all final rehearsals, produce mirrored CN/EN cue sheets, and manage last-minute stakeholder reviews.
Phase 5: Show Week (Final 7 Days)
The Goal: Execute flawlessly and capture the moment.
Day 7–5: Load-In & Set Up
What to do:
- Stage equipment arrives
- LED walls built, lighting rigs flown
- Audio systems deployed
- Power and data lines run
Pro tip: China’s venues often have strict load-in windows. Arriving late means paying overtime or losing setup time.
ING’s role: We manage load-in with bilingual crew, ensuring everything arrives, unpacks, and assembles on schedule.
Day 4–3: Tech Rehearsals
What to do:
- Cue-to-cue rehearsals with all departments
- Timecode alignment (lighting, playback, SFX)
- Camera rehearsal with performers
- LED and wardrobe final testing
- Safety briefings
ING’s role: We run tech rehearsals with disciplined comms, documenting any adjustments and ensuring all systems are show-ready.
Day 2: Dress Rehearsal
What to do:
- Full run with all elements
- Stakeholder review and notes
- Final adjustments
- Press moment rehearsal
ING’s role: We coordinate dress rehearsal, capture notes, and ensure stakeholder feedback is incorporated before show day.
Day 1: Show Day!
What to do:
- Final safety check
- Performer warm-up and call
- Technical systems final check
- Run the show!
- Capture press moments
- Post-show: controlled exit, photography
ING’s role: We call the show with bilingual precision, manage all departments, and handle any last-minute adjustments.
Day 0: Strike & Load-Out
What to do:
- Equipment packed and returned
- Venue restored
- Post-show debrief
- Final invoicing
ING’s role: We manage efficient strike, ensure no venue penalties, and document learnings for future events.
Timeline Summary: Quick Reference
| Week | Critical Milestone | Key Action |
|---|---|---|
| 16 | Objectives & Budget | Define goals, set budget |
| 15 | City & Venue Shortlist | Research, request availability |
| 14 | Site Visits | Inspect top venues |
| 12 | Lock Venue | Sign contract, secure date |
| 11 | Begin Permits | Submit bilingual documentation |
| 10 | Creative Concept | Develop mood boards, structure |
| 9 | Content Review | Submit music, visuals for approval |
| 8 | Casting | Book talent, confirm availability |
| 7 | Music Editing | Finalize tracks, build timecode |
| 6 | Choreography | Begin rehearsals |
| 5 | Wardrobe & LED | Finalize designs, test |
| 4 | Lock Vendors | Contract all technical vendors |
| 3 | Full Cast Rehearsals | Choreo Grid rehearsals |
| 2 | Tech Advance | All departments, camera plan |
| 1 | Final Rehearsals | Integrated run-throughs |
| Show Week | Load-In to Strike | Execute flawlessly |
What Can Go Wrong If You Don’t Follow This Timeline
| Mistake | Consequence |
|---|---|
| Booking venue < 8 weeks out | Limited availability, premium pricing, compromised technical access |
| Filing permits < 4 weeks out | Risk of denial or last-minute changes, potential cancellation |
| Casting talent < 6 weeks out | Second-tier performers only, heritage acts unavailable |
| Starting music editing < 5 weeks out | Rushed edits, poor timecode alignment |
| Skipping LED/wardrobe testing | Moiré on camera, flare, compromised visual quality |
| No contingency versions | Show fails when pyro denied, performer unavailable, weather changes |
Why ING Makes This Timeline Work
We’ve built this timeline from hundreds of productions. But timelines are just paper without a team that executes them.
What ING provides:
- Bilingual project management: We track every milestone in CN/EN, ensuring nothing falls through cracks
- Pre-vetted vendors: We maintain relationships with proven suppliers, eliminating the vendor search phase
- Permit expertise: We know exactly which documents each bureau needs, saving weeks of back-and-forth
- Integrated creative + technical: No handoffs between separate teams—we do it all
- Contingency built-in: A/B/C/D versions, spare equipment, understudy performers—we plan for the unexpected
Ready to Start Your Timeline?
The Year of the Horse rewards those who plan with intention and move with confidence. Whether you’re 16 weeks out or 6, ING Entertainment can help you navigate China’s event ecosystem with clarity and precision.
Let’s review your timeline together. We’ll assess where you are, what needs to happen next, and build a custom production roadmap that gets you to show day with confidence.