Onsite Command Center Setup for Large Events
Author
Chan
Date Published
Behind every seamless large-scale event in Japan is a well-structured command center that synchronizes every operation from venue access to incident management. Known locally as the Un’ei Honbu (Operations Headquarters), this hub serves as the event’s brain, linking technical, security, and hospitality teams in real time. International organizers often underestimate its complexity, assuming a simple backstage table setup is sufficient. In Japan, however, a command center must be compliant, clearly staffed, and physically positioned to allow instant coordination.
This guide explains how to design and staff an onsite operations hub that ensures precision, accountability, and uninterrupted communication during major conferences and exhibitions.
Space and Layout
Command centers in Japan are expected to balance accessibility with control. They are usually located behind the main hall or adjacent to the service corridor, close enough to monitor operations but away from public traffic.
Command Center Layout Reference
Zone | Function | Recommended Area | Key Requirements |
|---|---|---|---|
Coordinator Desk | Central operations and scheduling | 3 m x 2 m | Direct line of sight to main hall or screen feed |
Comms Station | Radio, intercom, and data routing | 2 m x 2 m | Noise insulation and labeled channels |
Security Desk | Incident monitoring and staff dispatch | 2 m x 2 m | CCTV monitor access, emergency contacts |
Medical & Safety Corner | First aid and emergency coordination | 2 m x 2 m | AED nearby, stocked first aid kit |
Rest & Backup Zone | Staff rotation and meal breaks | 2 m x 1.5 m | Marked “Staff Only,” with minimal noise |
Mini Checklist
- Position the command center near a service corridor or hall entrance
- Ensure all desks have clear labeling and bilingual signage
- Include two independent power sources and secure Wi-Fi access
- Maintain visibility of main stage or CCTV feed at all times
Clause Example:
The Organizer shall establish an operations headquarters with secured access, equipped with independent communication and power systems to ensure uninterrupted event control.
Plan your layout early and request venue approval to ensure compliance with fire and crowd flow regulations.
Communication Channels
Japanese venues require organized communication structures, especially for large events involving multiple vendors. Radio systems, intercoms, and chat-based platforms like LINE WORKS or Microsoft Teams are commonly used but must follow assigned frequency and security protocols.
Communication Hierarchy Table
Channel Type | Purpose | Users | Notes |
|---|---|---|---|
Handheld Radio | Real-time operational communication | Stage, AV, logistics, security | Assign unique channel numbers per department |
Intercom System | Internal building communication | Venue control, command center | Often routed via venue IT; request testing day before |
Chat Platform | Documented message exchange | Supervisors, interpreters, admin | Must have bilingual chat moderators |
Hotline Phone | Emergency and VIP liaison | Command center, venue duty office | Keep a physical list of key contacts nearby |
Mini Checklist
- Assign each department a radio channel and backup group chat
- Keep a communication log at the command desk
- Conduct channel test 30 minutes before opening each day
- Store extra batteries and chargers in labeled boxes
Clause Example:
All onsite communications shall be routed through assigned channels, with a centralized log maintained at the command center to ensure traceability and coordination.
Display the communication map at every team desk to prevent cross-channel interference.
Staffing and Shift Management
A Japanese command center runs like a control tower, where defined roles prevent confusion. Staffing must reflect both scale and responsibility, with bilingual coordination wherever foreign teams are involved.
Sample Staff Roster
Role | Responsibility | Language Requirement | Shift Example |
|---|---|---|---|
Event Director | Oversees all departments, final decision authority | English/Japanese | 07:00–19:00 |
Operations Coordinator | Tracks schedule, vendor progress, incident reporting | Japanese | 07:00–16:00 / 13:00–22:00 |
Technical Lead | Monitors AV, lighting, and power systems | Japanese/English | 08:00–20:00 |
Security Liaison | Manages crowd flow and emergency contact | Japanese | 06:00–18:00 |
Interpreter / Liaison Officer | Facilitates cross-language communication | English/Japanese | 08:00–20:00 |
Admin & Log Clerk | Maintains written logs and report sheets | Japanese | Split shifts |
Mini Checklist
- Assign bilingual staff to all external contact points
- Keep a printed roster with mobile numbers and department codes
- Define rest rotations to prevent fatigue during multi-day events
- Conduct twice-daily staff briefings with attendance sign-in
Clause Example:
The Organizer shall maintain a fully staffed operations headquarters with defined roles, documented shift schedules, and bilingual liaisons for all foreign-related communications.
Prepare laminated ID tags for command center personnel with department color codes.
Real-Time Logging and Reporting
Japanese event management emphasizes record-keeping for accountability. Every communication, decision, and incident must be documented in real time, either digitally or manually. These logs are often reviewed post-event to evaluate response efficiency and safety compliance.
Sample Log Sheet
Time | Department | Message / Incident | Action Taken | Staff Initials |
|---|---|---|---|---|
08:15 | Logistics | Truck delayed at dock gate | Notified security, rescheduled load-in | HK |
09:45 | AV | Screen flicker on Stage B | Adjusted connection, verified stable | SM |
12:30 | Registration | Lost badge request | Issued replacement, logged ID | YT |
15:00 | Security | Minor trip near Hall C | First aid dispatched, report filed | NS |
Mini Checklist
- Maintain continuous log coverage, even during breaks
- Use bilingual log sheets for mixed teams
- Back up digital logs every four hours
- Submit summary report daily to event management
Clause Example:
All operational communications and incidents shall be logged in real time, with bilingual summaries submitted to the organizer’s management office each day.
Provide supervisors with tablets or printed log templates to ensure consistency.
FAQs
1. How early should the command center be set up?
Ideally one full day before the first load-in, allowing equipment checks, signage installation, and network testing.
2. Who authorizes incident decisions at the venue?
The Event Director or designated Operations Coordinator, depending on the issue category.
3. Can the command center operate from a temporary tent?
Yes, provided it meets power, Wi-Fi, and security requirements and is approved by the venue.
4. Are logs mandatory for small conferences?
Yes. Even single-hall events must maintain at least a simplified daily log sheet.
5. How should radio channels be distributed among departments?
Assign fixed channels by function (AV, logistics, security) and one shared emergency channel monitored at the command desk.
Conclusion
A well-designed command center is the backbone of smooth event execution in Japan. With clear layout planning, communication discipline, accurate staffing, and consistent logging, organizers can maintain real-time control even under pressure.
By aligning with Japanese operational standards and cultural expectations of accountability, planners ensure both efficiency and safety. To access editable command center templates, communication flowcharts, and sample log sheets, connect with us for a full event operations toolkit.