Organizing a large-scale event like the SG60 Chingay Show is no small feat. At Event Buddy, we pride ourselves on our ability to bring grand visions to life while ensuring every detail runs smoothly. From morning to well past midnight, our team works tirelessly to create an unforgettable experience. Here’s an exclusive behind-the-scenes look at a day in the life of an event planner during one of Singapore’s most anticipated celebrations.
Weeks before – Site Recce
9:00 AM – Setup Begins
The day kicks off with our team setting up the event grounds. We prepare all the materials for game booths, fringe activities, and queue poles for easier queueing and traffic control. Simultaneously, we organize prepacked beverages, set up the LED wall backdrop, sound system, bouncy castles, inflatable booths, and signages to ensure everything is in place before the big event.
11:00 AM – Site Inspection, Sound, and Visual Tests
We conduct a thorough walk-through of the event grounds at both sites, where it takes place at Punggol West Community Square as well as Pasir Ris Drive 4. Everything must be in place—from barricades and seating arrangements to emergency exits and VIP areas. Technical teams ensure every transition is seamless, from float processions to cultural performances. At this stage, we are also ready to make sound and visual tests to ensure that the LED wall, sound system, and lighting function perfectly. Technical teams ensure every transition is seamless, from float processions to cultural performances.
2:00 PM – Performers and Volunteers Arrive
Hundreds of performers and volunteers start streaming in. Our team oversees their check-in, distributing event passes and ensuring they are briefed on schedules, entry points, and safety procedures. Coordinating so many people requires a balance of efficiency and patience.
3:00 PM – Rehearsal Begins
Rehearsals commence with performers, speakers, and hosts running through their segments. Sound checks, stage transitions, and timing adjustments are fine-tuned to ensure a flawless performance during the live show. We also coordinate on the tech riders that are needed as per requested during our pre-event management discussion. Additionally, we lead performers and participants to their designated holding areas to ensure smooth execution during the main event.
Since we are running the same event at two locations, Team A at the Pasir Ris site must communicate effectively with Team B at the Punggol site. One crucial aspect is coordinating float movements, ensuring that Team A informs Team B when floats are leaving their site to ensure smooth transitions and avoid any delays in the performance lineup. Rehearsals commence with performers, speakers, and hosts running through their segments. Sound checks, stage transitions, and timing adjustments are fine-tuned to ensure a flawless performance during the live show.
We also coordinate on the tech riders that are needed as per requested during our pre-event management discussion. Additionally, we lead performers and participants to their designated holding areas to ensure smooth execution during the main event. Rehearsals commence with performers, speakers, and hosts running through their segments. Sound checks, stage transitions, and timing adjustments are fine-tuned to ensure a flawless performance during the live show.
5:00 PM – Last-Minute Adjustments
As the event nears showtime, we make final tweaks to ensure everything runs smoothly. Last-minute adjustments include fine-tuning stage lighting, editing visuals, and making any necessary changes requested by the client. Every detail must be perfected to deliver a seamless and memorable experience for the audience.
7:00 PM – Showtime!
The lights dim, and the Chingay parade begins. Behind the scenes, our team is on high alert, ensuring smooth transitions between acts. Radio headsets crackle with constant communication as we manage timing, and fix unforeseen hiccups. This requires intense coordination — Event Buddy’s coordinators must keep the emcee informed about the VIPs’ arrival so they can be properly introduced and welcomed.
Meanwhile, we also engage the audience, hyping them up to maintain the event’s energy. On top of that, we assess whether to shorten or extend performances, making real-time adjustments based on the VIPs’ arrival time. We play it by ear, ensuring that everything aligns seamlessly for a smooth and engaging show.
10:00 PM – Event Wrap-Up and Tear-Down
As the show ends in a grand finale of fireworks and cheers, our job is far from over. We coordinate post-event logistics, ensuring equipment is packed, waste is managed responsibly, and feedback is collected from staff and attendees.
11:30 PM – Debrief and Reflection
Exhausted but exhilarated, the team gathers for a quick debrief. We celebrate wins, discuss challenges, and take notes for future improvements. It’s a moment of pride to see months of hard work come to life successfully.
Indeed a HUGE THANK YOU to Event Buddy Team! I am sure this event was no walk in the park, with extremely short timeline and challenging requirement. All went extremely well. The performances are good and suit the event. Looking forward for more events with you guys again!
Review by: Pasir Ris Committee
