Events, ceremonies & galas
A ceremony or gala in Türkiye that leaves both sides satisfied: reputation lies in the details
A signing ceremony, opening, delegation dinner or promotional event may look like a single evening or half a day, but behind it are dozens of items: venue, flags and protocol, seating, menu, bilingual hosting, run of show and photography. Yeni İpekyolu (New Silk Road) handles all communication with the venue, suppliers and Turkish invitees, so both Chinese and Turkish guests feel truly well looked after. We organized the Turkish Ministry of Health's China-Türkiye event.
Behind the ceremony and banquet: flags, menu and run sheet
Who confirms the flags, name cards and text on the signing table?
At signing ceremonies, problems most often arise in the parts that look simplest. The placement of both countries' flags, the names and titles on name cards, the number of copies of the text to be signed and its language versions must all be confirmed with both sides in advance. Turkish official settings usually follow specific protocol conventions on flag use; rather than leaving this to the venue, we check it together with the Turkish side's protocol officer.
The text to be signed should be finalized by the parties' legal departments or lawyers; we provide an accurate translation and side-by-side check of the Chinese and Turkish texts, making sure both versions match exactly before the ceremony. On the day, we prepare the signing pens, folders and spare copies, and arrange a protocol officer to manage the order of signing and document exchange. Photo moments and angles are also discussed with the photographer in advance.
A menu for Chinese guests: balancing hot water, rice and halal cuisine
Banquet menus in Türkiye are usually based on Turkish and Mediterranean cuisine, and most restaurants do not serve pork. Many Chinese guests are used to drinking hot water or hot tea; cold dishes, iced drinks and very sweet desserts may feel unfamiliar, and after a long journey rice or a hot soup is often preferred. Working with the restaurant, we keep the character of Turkish cuisine while adding dishes suited to Chinese guests, and flag vegetarian, allergy and religious dietary needs separately.
The drinks arrangement also needs attention. At events hosted by Turkish official institutions, alcoholic drinks may not be served, so the toasting segment the Chinese side is used to needs to be adapted in these settings. We confirm this with the host in advance and plan the program accordingly; for example, toasts are made with fruit juice or tea, and no one is left embarrassed on the day.
Bilingual hosting does not mean saying every sentence twice
At many events, the program drags because host scripts and speeches are repeated in full twice. A better approach: the host script alternates between Chinese and Turkish with different emphases, bilingual titles appear on screen, consecutive or simultaneous interpreting is used for the main speeches, and other segments are conveyed through subtitles or a brochure. This shows respect to both sides while keeping time under control.
We prepare a minute-by-minute run sheet showing who is responsible for each segment, microphones, lighting, music and the order of stage appearances, and hold a rehearsal before the event. It is best to send speech texts in advance so the interpreters can prepare; speeches added at the last minute are common, so buffer time is usually built into the program.
Five items to finalize ten days before the event
Venue and date, guest list and seating, menu and drinks, program and speakers, photo-video and press arrangements: the earlier these five items are settled, the better. Turkish guests often confirm attendance late and the seating plan usually changes several times; we prepare interchangeable name cards and brief the registration desk team on key guests in advance.
After the event, we edit the photos and videos and help prepare a Chinese-Turkish press release that both sides can publish on their own channels. If press sharing or use of images is planned, we confirm in advance whether guests consent to being photographed or filmed.
Hosts holding signings, galas, openings or gatherings
Chinese and Turkish companies holding signing ceremonies
Signing a joint venture, cooperation or acquisition agreement calls for a formal, carefully run ceremony. We handle the venue, protocol, text check and press arrangements. The final wording of the text is set by the parties' lawyers.
China-Türkiye events of public institutions
Forums, gatherings or commemorative events of ministries, local governments or public institutions. We work with the host's protocol unit and coordinate hospitality for Chinese guests. We organized the Turkish Ministry of Health's China-Türkiye event.
Welcome and thank-you dinners for delegations
Delegations wishing to host their Turkish partners or hosts during a visit. We suggest a suitable restaurant and prepare the menu and seating plan. An interpreter is provided for speeches and conversation.
Openings, launches and promotional events
Chinese-owned companies holding an opening, product launch or investment promotion in Türkiye. We handle the venue, setup, host and guest coordination. Bilingual promotional materials can be prepared at the same time.
Six items from venue to press release, handled by us
Venue selection and setup
We suggest a hotel ballroom, convention center or special venue according to the event's scale and nature. We coordinate the stage, backdrop, sound and lighting. We agree setup and teardown times with the venue.
Flags and protocol arrangements
Flags, speaking order and guest reception are confirmed with both sides according to protocol conventions. The signing table, name cards and folders are prepared. A protocol officer is arranged to guide people on site.
Seating and guest management
A Chinese-Turkish seating plan and name cards are prepared. Attendance confirmations from Turkish guests are tracked. The registration desk recognizes key guests and can update seating instantly.
Menu and dietary needs
A menu is prepared that respects both Turkish cuisine and Chinese guests' tastes. Vegetarian, allergy and religious dietary needs are flagged. The drinks arrangement is confirmed in advance to comply with the host's rules.
Bilingual host and interpreter
A Chinese-Turkish host is arranged and the script is prepared. Main speeches are accompanied by consecutive or simultaneous interpreting. A minute-by-minute run sheet is prepared and rehearsed.
Photography, video and press release
Photo and video coverage is arranged, with key moments identified in advance. Images are edited after the event. Support is provided in preparing a Chinese-Turkish press release.
Service summary and requirements
| Event types | Signing · gala · opening · promotion |
|---|---|
| Host and interpreting | Chinese ⇄ Turkish / English |
| Service model | End-to-end or single item |
| Service languages | Chinese · Turkish · English |
| Cities served | Mainly Istanbul; also Ankara, Izmir and other cities |
The final price and timeline depend on your documents and scope; we send a clear quote within 2 hours.
What you need to provide
- Nature of the event, date, city and estimated number of attendees
- List of key guests on both sides and their titles
- Speakers, signing text (if any) and the desired program
- Dietary restrictions, drinks preference and press needs
Concept, preparation, rehearsal, delivery and review
- 1
Event concept
The nature, scale, date and expected impact of the event are discussed. The host and participating institutions on both sides are defined. The venue type and program framework are outlined.
- 2
Plan and budget
The venue, menu, program and team plan are presented. Cost items are listed for your approval. Bookings and invitations begin after approval.
- 3
Preparation and rehearsal
Guest confirmations are tracked; the seating plan, name cards and bilingual materials are prepared. Every item is checked with suppliers. A rehearsal is held before the event.
- 4
Event day
The on-site team follows the run sheet and protocol officers guide guests. Interpreting and hosting proceed according to plan. The on-site coordinator handles last-minute changes.
- 5
After the event
Photos, videos and the press release are delivered. Support is given in sending thank-you letters. A short review is prepared for the next event.
Frequently asked questions
How far in advance should we prepare for the event?
It depends on the scale and venue. Popular hotel ballrooms usually require early booking in peak season, and for events attended by official guests, invitations and protocol confirmation also take time. For a small dinner, the preparation period can be shorter.
Can we find a Chinese restaurant in Türkiye for a banquet?
There are Chinese restaurants in Istanbul and Ankara, but only a limited number can handle a formal banquet. Often the better option is to hold the dinner at a hotel or Turkish restaurant and add dishes suited to Chinese guests to the menu. We make recommendations based on group size and setting.
Can you prepare the signing text?
The legal content of the text should be prepared and approved by the parties' lawyers or a lawyer licensed in Türkiye. We translate and cross-check the Chinese and Turkish texts and ensure both versions match. We organize the preparation of copies and the signing sequence at the ceremony.
Does the host have to be bilingual?
No. A Chinese host and a Turkish host can work together, or a single bilingual host can be chosen. What matters is that the script is designed in advance, full repetitions are avoided and time is kept under control.
What if Turkish guests don't show up at the last minute, or extra people arrive?
This is quite common at events in Türkiye. We prepare interchangeable name cards and a few spare seats, and agree a final deadline for headcount changes with the restaurant. The registration desk updates the seating plan instantly.
Can there be a toast at an official event?
It depends on the host. At events organized by Turkish public institutions, alcohol may not be served; in that case, toasts can be made with tea or fruit juice. Company dinners can be more flexible. We confirm this with the host in advance.
Can we share event photos directly on our WeChat account or with the press?
Before publishing, we recommend confirming that key guests, especially Turkish officials, have consented to being photographed or filmed. Türkiye has legislation on personal data and image use (KVKK, the Turkish personal data protection law); seek legal advice for a definitive assessment. At the invitation stage, we can let guests know the event will be filmed and shared.
How is the budget calculated?
Costs consist of items such as the venue, food, setup, equipment, host and interpreters, and photography, and vary widely by scale and venue. At the planning stage, we list each item individually and make bookings after your approval. Venue and catering fees are usually based on the supplier's quote.
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