On November 9, 2025, during the 15th National Games, the Tidal Square at Shenzhen Talent Park welcomed "Our City, Our Song" — the New Era Urban Folk Song Gathering (Season 3) benefit concert, featuring the "New World of Urban Folk" special session. This musical event, blending sports and culture, not only showcased Shenzhen's vitality as a cultural highland in the Greater Bay Area but also raised legal considerations regarding the compliant operation of large-scale cultural events. From performance approvals and music copyright to privacy protection in on-site interactive segments, every detail harbors potential legal risks. This article provides a lawyer's perspective on the key legal points in large-scale cultural events, offering practical guidance for event organizers, performers, and audiences alike.

Approval Submission and Compliant Operations for Large-Scale Cultural Events: Law First, Avoid the Risk of "Performing Before Approval"

According to the "Regulations on Safety Management of Large-Scale Mass Activities" and the "Regulations on the Administration of Commercial Performances," a public welfare concert held in Shenzhen constitutes a large-scale mass activity open to the public, and the organizer must submit prior reports and obtain approval from public security, cultural, and other relevant departments. Holding such an event without approval may result in administrative penalties or even criminal liability.

"As a government-supported cultural project, the 'Our City, Our Songs' series deserves recognition for its compliance, but organizers of folk activities must pay special attention to the following: obtaining permission from the venue management for the use of the site, ensuring that temporary stage construction meets fire safety and building safety standards, and purchasing public liability insurance. If audience members sustain personal injury due to organizational negligence, the organizer will bear tort liability in accordance with Article 1198 of the Civil Code."

In practice, many organizers neglect the formulation and rehearsal of "safety plans," and once a stampede or equipment accident occurs, the consequences would be disastrous. Lawyers advise that before an event, professional legal counsel should be commissioned to conduct a compliance review, including the completeness of approval documents and the feasibility of emergency plans, and to retain all approval records for regulatory inspection.

Copyright Licensing and Use of Musical Works: Starting from A Cappella Arrangements

That night, the Shenzhen Qilin Chamber Choir gave an innovative a cappella rendition of the National Games theme song "Imposing as a Rainbow." This adaptation involves the reproduction, adaptation, and performance rights of the musical work. According to the Copyright Law, using others' musical works requires permission from the copyright holder and payment of remuneration.

Adaptations also require additional authorization for the right to adapt. If the copyright of the Games' anthem belongs to the National Games Organizing Committee, the choir or the organizer must obtain written permission in advance. Unauthorized adaptation and performance may result in civil compensation. In addition, for original works performed live, such as the song "Little Flower and Azheng" by the band Linlai, the lyricists and composers automatically enjoy copyright. If the organizer intends to record, livestream, or subsequently distribute the performance, it must sign a licensing agreement with the creators.

For the large number of works gathered in the "Hundred Cities Urban Folk Song SHOW," the platform "Shenzhen Launch Center for Chinese Urban Folk Songs" should clearly define copyright ownership and revenue distribution during promotion and release, so as to avoid disputes caused by vague terms. Lawyers suggest that when multiple musicians are involved, a standard-format "Music Work Licensing Contract" should be used, specifying the scope of authorization, duration, territory, and usage methods, as well as stipulating liability for breach of contract.

On-site Interaction and Data Collection: The Boundaries of Privacy Protection and Portrait Rights

The fun quiz segment set up at the concert brings citizens closer to the National Games, but the interaction process may involve the collection of personal information. If the organizer conducts online interaction or registration through the APP "First Scene," it must, in accordance with the Personal Information Protection Law, clearly state the purpose, method, and scope of collection, and obtain user consent.

Additionally, in on-site filming and live streaming, the protection of audience portrait rights cannot be overlooked. According to Article 1019 of the Civil Code, no one may produce, use, or publicly disclose a person's portrait without the consent of the portrait right holder. Event organizers should prominently indicate that "there will be filming during the event, and participation is deemed as consent," or obtain written authorization.

The lawyer reminds that for minors' participation in interactions, additional consent from guardians is required to avoid legal risks. At the same time, collected personal information should be stored encrypted and must not be used beyond the scope or disclosed; otherwise, administrative penalties will be imposed.

Key Points in Contract Review for Event Sponsorship and Commercial Cooperation

Large-scale cultural events are usually accompanied by sponsor partnerships. The brand collaborations involved in the "My City, My Song" event require formal contracts to clarify the rights and obligations of both parties. When reviewing the contract, attention should be paid to the payment milestones for the sponsorship amount, forms of brand exposure, exclusivity clauses, and liability for breach of contract.

For example, if a sponsor requests to set up a booth at the event venue, the scope and duration of venue use must be clearly defined to avoid disrupting the event flow. Meanwhile, licenses for intangible assets such as the event name and logo should be written into the contract to prevent sponsors from using them beyond the agreed scope.

The lawyer advised that the organizer should establish a contract management ledger, matching each item of income and expenditure with the corresponding contract terms to ensure financial compliance. If government subsidy funds are involved, it is also necessary to follow the relevant special fund management measures and ensure that the funds are used for their designated purposes only.

Conclusion: Legal Protection Behind Cultural Prosperity

The continued holding of "Our City, Our Songs" highlights Shenzhen's cultural innovation vitality, but the success of each event cannot be separated from precise prevention and control of legal risks. Whether it be the organizers, performers, or audiences, all should establish legal awareness to ensure cultural extravaganzas operate on the track of the rule of law. Guangdong Zhiming Law Firm specializes in legal services for the cultural industry and can provide event organizers with full-process support from approval consultation to contract drafting and copyright protection, helping Shenzhen's cultural undertakings achieve steady and long-term development.