HEM21204 EVENT MANAGEMENT

EVENT MANAGEMENT
(HEM21202P - PRACTICAL)

POST MORTEM REPORT

DEPARTMENT: REGISTRATION
PREPARED BY:

NAME ID NUMBER PROGRAMME

KRISHNAVIY A/P SELVAM 012024092010 BHM
VINOD A/L ARUNASALAM 012024071318 BCA
YOGIS A/P CHANDRAN 012024092009 BCA
NURUL NADIAH BINTI MOHD ALFA 012023091909 BHM
SHAMSURI

PREPARED FOR:
NUR AMIRAH BINTI MAZME
ZAKMALISA ERNA BINTI MD ZAKI
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TABLE OF CONTENT
PROJECT........................................................................................................................................1

COMMITTEE MEMBERS.............................................................................................................3

PROJECT OVERVIEW..................................................................................................................4

PERFORMANCE............................................................................................................................8

PROJECT HIGHLIGHTS.............................................................................................................12

KEY PROBLEM AREAS.............................................................................................................13

OVERALL PROJECT ASSESSMENT ……………………………………………………….. .18

ADDITIONAL COMMENTS.......................................................................................................20

KEY LESSONS LEARNED/SUGGESTIONS/SOLUTIONS.....................................................21

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PROJECT

DESCRIPTION

A lively event under the International Music, Arts & Culture Convention (IMACC) was
successfully held on May 28, 2025, at Management and Science University's (MSU) School of
Hospitality and Creative Arts. The Batik Painting Workshop, which took place from 2:30 to 5:30
p.m., and the IMACC Talent Star competition, which took place from 6:00 to 10:00 p.m., were
the two main events that were planned to highlight creativity, culture, and student involvement.
Students from a variety of fields, including Culinary Arts, Hospitality and Tourism Management,
and Event Management, participated in the whole program, which was held at M0201.

The Batik Painting Workshop, a practical cultural exercise that exposed participants to the
ancient Malaysian craft of batik, kicked off in the afternoon. All of the required supplies,
including linen, brushes, dyes, and wax, were given to the students. They were able to express
their creativity and learn about cultural heritage while making their own batik art creations under
the supervision of facilitators. The atmosphere was serene and stimulating, full of interest and
zeal. As a sentimental memento of the event, participants were also able to take home their
customised batik works. In order to provide e-certificates and provide appropriate
documentation and recognition of their participation, a second Google Form was later added to
gather participant email addresses.

As night fell, attention turned to the IMACC Talent Star event. Students had the opportunity to
demonstrate their abilities in performance art, dance, and music at this much awaited talent
contest. To choose the finalists, a pre-talent audition had been held before the event. Ten of the
fifteen original registrants were selected to participate in the main show. The registration staff
handled name badges, guest check-in, and the flow of participants as the event got underway
on time at 6:00 p.m. The program's cultural focus was strengthened by the venue's thoughtful
preparation and decoration, which combined traditional and modern design elements.

Students grabbed the stage and presented outstanding performances during the concert,
showcasing their commitment and inventiveness. An enthusiastic audience and a panel of
judges evaluated each performance on the basis of skill, uniqueness, stage presence, and
impact, creating a vibrant atmosphere. Winners were given prizes and certificates organised by
the event's prize and gift department, and categories such Best Performance, Most Unique Act,
and Audience Favourite were given out.

In order to control the flow of both event portions, the registration department was crucial. To
expedite registration, advertising posters contained QR codes that connected to online forms.
To ensure that all pertinent data, including participant names, student numbers, and payment
confirmations, were precisely gathered, separate forms were made for the workshop and the
talent performance. The check-in procedure ran smoothly and effectively thanks to the final form
modifications, which included more detailed fields and clearer structures.

Throughout the event, there was clear coordination between several divisions, including activity,
logistics, entertainment, and decoration. The preparation process included multiple team
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meetings, rehearsal sessions, and continuous updates between lecturers and committee
leaders, and each department made a contribution to the overall success. A day before the
event, a thorough rehearsal was conducted to finalise the flow of the event and work out any
kinks.
Both attendees and participants gave the IMACC Talent Star & Batik Painting Workshop
favourable reviews at its conclusion. It served as a venue for education, teamwork, and cultural
inquiry in addition to being an entertainment event. It reflected the main teaching objectives of
the IMACC program and demonstrated the need for cooperation, leadership, and clear
communication. Students obtained valuable experience in real-world event management
through active participation in planning and execution, and the event itself created a lasting
sense of happiness, inventiveness, and camaraderie.
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COMMITTEE MEMBERS

KRISHNAVIY A/P
SELVAM
(LEADER)

NURUL NADIAH BINTI VINOD A/L ARUNASALAM

YOGIS A/P CHANDRAN
MOHD ALFA SHAMSURI (CREW MEMBER)
(CREW MEMBER)
(CREW MEMBER)
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PROJECT OVERVIEW

The Registration Department plays an essential and multifaceted role in ensuring the success of
the International Music Arts and Culture Convention (IMACC) 2025, specifically for its two
signature events: the Batik Painting Workshop and the IMACC Talent Star. As the first point of
interaction between the event and its participants, this department is tasked with creating a
smooth, welcoming, and efficient registration experience that sets the tone for the rest of the
event. The team is responsible for designing and managing user-friendly online registration
platforms, which gather comprehensive participant data such as names, contact information,
age, participation category, and any special needs. These systems must be secure, reliable,
and accessible to ensure maximum participation from various target audiences. The department
also establishes clear registration deadlines and works closely with the promotions team to
disseminate registration details through digital channels, posters, and social media.

To maintain high standards of accuracy and professionalism, the Registration Department

verifies the information provided by registrants and ensures they meet all event requirements,
such as age groups or category specifications, especially for the talent competition. In doing so,
the team compiles and regularly updates a centralized database, which serves as a reference
point for other departments, including event planning, logistics, and hospitality. Additionally, the
registration team is responsible for handling inquiries and concerns from participants, offering
timely responses via email, phone, or social media to resolve any issues that may arise during
the registration period.

On the day of the events, the Registration Department oversees all on-ground registration and
check-in activities. This includes setting up clearly marked registration counters, managing
queues, and ensuring participants receive identification badges, wristbands, or event kits. The
team is trained to handle high volumes of attendees with efficiency and courtesy, minimizing
wait times and helping create a positive first impression. Walk-in participants, if permitted, are
also attended to with proper documentation and inclusion in the database. Special
arrangements are made for VIPs and sponsored guests to ensure they receive personalized
attention and swift access to event areas.

Collaboration is another critical function of the department. The registration team works hand-in-
hand with other departments such as logistics to manage the flow of participants through event
venues and with hospitality to recognize and accommodate special guests. Regular updates on
participant numbers are shared with the overall organizing committee to assist in effective
planning, such as seating arrangements, resource allocation, and food and beverage planning.

Post-event responsibilities are equally important. The Registration Department is in charge of

compiling attendance records and generating detailed reports, including statistics on
participation by age, category, and origin. These insights are valuable for future event planning
and sponsor reporting. Additionally, the team provides participant contact lists to the evaluation
or feedback team, enabling the collection of post-event surveys and testimonials. All registration
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data is then safely archived for future use and recordkeeping, ensuring transparency and
accountability.

Ultimately, the Registration Department plays a pivotal role in the structure and flow of IMACC
2025. By ensuring that participants are efficiently registered, well-informed, and warmly
welcomed, the department contributes significantly to the overall success and professionalism
of the convention. Their commitment to detail, communication, and collaboration ensures that
each attendee has a positive and organized experience, reflecting the values and excellence
that IMACC strives to uphold in promoting arts, culture, and talent on a grand scale.
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● WHAT WAS THE PROJECT SUCCESS CRITERION?

The success of the International Music Arts and Culture Convention (IMACC) 2025, particularly
focusing on the Batik Painting Workshop and the IMACC Talent Star competition, was
measured through a wide range of carefully considered criteria that extended well beyond
simply meeting attendance goals. While achieving or exceeding the anticipated number of
participants remained a critical factor, the true measure of success was reflected in a
combination of participant engagement, operational efficiency, and the overall cultural impact of
the events. The organizers employed comprehensive outreach strategies, including targeted
social media campaigns, collaborations with educational institutions, and partnerships with
cultural organizations, which successfully attracted a diverse group of participants spanning
various age groups, cultural backgrounds, and skill levels. This diversity enriched the
experience and reinforced the convention’s commitment to inclusivity and cultural celebration.

The registration and check-in processes were meticulously designed to offer participants a
hassle-free and efficient experience from start to finish. The online registration system was
developed with a focus on user accessibility and reliability, ensuring that individuals could
register easily across different devices, including smartphones, tablets, and computers.
Features such as instant automated confirmation emails, reminders, and a digital platform
capable of handling high traffic volumes helped maintain participant confidence and
engagement before the event. On the day of the convention, QR code technology was used to
expedite check-in, significantly reducing waiting times and minimizing physical contact—a
critical consideration for health and safety standards. The onsite experience was further
enhanced through clear signage, designated help desks, and trained staff who managed the
flow of participants smoothly and courteously, setting a welcoming tone that contributed
positively to the overall atmosphere of the event.

Participant feedback was continuously sought and valued as a fundamental component in

assessing the success of the Batik Painting Workshop and Talent Star competition. Surveys
and informal feedback channels revealed a high degree of satisfaction with the clarity of
communication, the professionalism of event staff, and the overall quality of the programming.
Many participants expressed appreciation for the well-structured schedule, the opportunity to
engage with traditional arts hands-on, and the platform to showcase emerging talents. This
positive reception not only affirmed the quality of event execution but also suggested a strong
likelihood of continued interest and participation in future IMACC editions.

From an operational standpoint, maintaining the accuracy and security of registration data was
essential to ensuring smooth event flow. The organizing team implemented stringent data
validation and encryption measures to protect personal information, which helped build trust
among participants and avoided any potential disruptions due to errors. Real-time
synchronization between registration records and on-site check-in systems allowed staff to
manage attendance efficiently and address any last-minute changes with agility. Collaboration
with logistics, hospitality, technical support, and venue management teams was seamless,
ensuring all material preparations from art supplies and stage equipment to catering and seating
arrangements were ready well in advance. This comprehensive interdepartmental coordination
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prevented bottlenecks and enabled each segment of the convention to operate without
interruption.

A key pillar of IMACC 2025’s success was its strong commitment to accessibility and safety.
The event was thoughtfully planned to accommodate participants with special needs by
providing wheelchair access, sign language interpreters, and assistive technologies. These
measures ensured an inclusive environment where all attendees could participate fully and
comfortably. Moreover, strict adherence to health and safety protocols, including crowd
management, first aid availability, and emergency response plans, provided reassurance to
participants and staff alike, further underscoring the professionalism and responsibility of the
organizing committee.

Technological innovation was a standout feature in enhancing the overall experience of IMACC
2025. The use of mobile-optimized registration portals, automated communication systems, and
QR code check-ins modernized participant engagement and reduced reliance on paper-based
processes, aligning with sustainability efforts. The technology also enabled live monitoring of
attendance, allowing event managers to dynamically allocate resources, respond to emerging
issues, and maintain optimal participant flow throughout the day.

The project timeline was strictly followed, with all registration and event preparation milestones
met as scheduled. This timely execution allowed for a well-paced and stress-free event
environment, avoiding last-minute rushes and ensuring that each activity received adequate
attention. Post-event, the organizing team produced comprehensive reports detailing participant
demographics, operational successes, challenges encountered, and actionable
recommendations for future improvements. These reports formed a crucial foundation for
continuous enhancement of IMACC’s programming and logistics.

Ultimately, the success of the Batik Painting Workshop and IMACC Talent Star competition was
measured not just by numbers or operational smoothness, but by the rich cultural impact and
community engagement they fostered. The Batik Painting Workshop offered participants an
immersive experience in traditional arts, blending education with creativity and cultural
preservation. Meanwhile, the Talent Star competition served as an inspiring platform for
emerging performers to showcase their skills, celebrate diverse talents, and gain recognition
within a supportive environment. Together, these events embodied IMACC 2025’s mission to
celebrate international music, arts, and culture through inclusive, vibrant, and professionally
executed programming. The success of the project was evident in the lasting impressions left on
participants and the wider community, affirming IMACC’s role as a key cultural event of the
year.
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PERFORMANCE

The SHCA IMACC Talent Show 2025 was a highly anticipated event that combined several
cultural and creative activities, including the Batik Painting Workshop and the IMACC Talent
Star competition. These events were the result of careful planning, coordination, and hard work
from multiple departments, including Registration, Protocol, Activity, Sponsorship, F&B,
Entertainment, Decoration, and Prize & Gift. Each department had clear responsibilities, and
together we created a successful and memorable experience for participants, guests, and
organizers alike.

As a member of the Registration Department, I was involved in several key aspects of the event
organization. Our main tasks included managing participant registrations, coordinating with
other departments, preparing attendance lists, and ensuring smooth check-in processes on the
event days. Throughout the project, I observed how each department contributed their unique
expertise and how our teamwork helped overcome challenges and achieve our goals. The event
not only showcased the talents of our participants but also strengthened our skills in
communication, planning, and collaboration.
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● What went right?

Many aspects of the event planning and execution went well, contributing to the overall
success. One major strength was the clear and open communication between
departments. From the start, the Registration Department maintained constant contact
with Activity, Entertainment, Protocol, and Sponsorship departments to align on
participant numbers, schedules, and requirements. This helped avoid confusion and last-
minute surprises, allowing us to prepare accordingly.

The online registration system was very effective. Using Google Forms and shared
Google Sheets allowed for easy data collection and real-time updates. We could monitor
participant registrations for both the Batik Painting Workshop and IMACC Talent Star
smoothly, and quickly address any missing information or changes. This digital approach
made the registration process efficient, saving time and reducing errors compared to
paper-based methods.

The team also successfully handled changes in event details, including the renaming of
the event from IMACC 2025 to SHCA IMACC Talent Show 2025 and the adjustments in
categories and schedules. Our department was quick to update forms, participant
details, and internal documents to reflect the new information, ensuring that all
stakeholders had the most current data.

On the day of the events, the Registration Department managed check-in and welcome
duties effectively. We organized the registration tables, prepared name tags, and
ensured VIP guests, participants, and general attendees were welcomed professionally.
This created a positive first impression and helped maintain smooth event flow. Support
from the Protocol Department ensured that VIP guests were handled respectfully, with
proper seating and guidance, enhancing the overall event atmosphere.
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● What worked well?

Several elements contributed significantly to the smooth running of the event. First, the
teamwork and dedication within the Registration Department stood out. Each member
took responsibility for specific tasks, such as handling online vendor registrations,
coordinating with the Sponsorship team, or managing on-site check-in logistics. Our
collective effort ensured no detail was overlooked, and tasks were completed on time.

Close collaboration with other departments was key. The Activity Department provided
timely updates on workshop participants and their needs, enabling us to prepare
registration materials that fit the workshop format. The Entertainment Department shared
performer lists and schedules for the Talent Star event, helping us prepare detailed
check-in lists and manage time slots effectively.

The Sponsorship Department’s assistance with vendor coordination helped us keep

track of external participants and sponsors who required access to the venue. Their
support also made sure that the fundraising and event funding ran smoothly, which
indirectly helped our work by ensuring resources were available.

The F&B department’s careful planning of refreshments helped maintain attendee

satisfaction during waiting periods, while the Decoration Department’s work on setting up
a welcoming and vibrant venue created a comfortable environment for registration. The
Prize & Gift Department coordinated closely with us to confirm participant rewards,
certificates, and tokens were ready, enhancing the event experience for everyone
involved.

Our use of technology worked well in real-time communication. The WhatsApp group
chats among department leaders and members allowed us to quickly share updates,
respond to questions, and solve unexpected issues immediately. This constant
connectivity was critical on the event days when timing and coordination mattered most.
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● What was found to be particularly useful?

The implementation of digital tools like Google Forms and Google Sheets was especially
valuable. These platforms allowed us to collect participant information efficiently and
maintain an organized, accessible database. Having real-time access to registration
details meant that last-minute changes or additions could be handled swiftly, avoiding
delays and confusion on event day.

The detailed planning sessions and dry runs held in the weeks leading up to the events
were also very helpful. These sessions allowed us to walk through the registration flow,
test our equipment and setups, and identify potential bottlenecks. For example, we
ensured there were enough registration stations and sufficient backup materials such as
printed forms and writing materials, which proved essential when some participants did
not complete online registration.

Clear role assignment within the Registration Department made it easier to delegate
tasks and manage workload. For example, one person focused on vendor registrations,
another on participant check-in, and others on VIP coordination. This division of labor
ensured efficiency and helped prevent overlap or confusion.

Finally, close interaction with the Protocol and Logistics teams enabled us to design a
clear layout for the registration counters, manage crowd flow, and coordinate with
security to maintain order. This made the registration process feel seamless for
participants and visitors alike.
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 Project Highlights

The most rewarding highlight of the project was seeing the event come together
smoothly after weeks of planning and preparation. Watching the Batik Painting
Workshop unfold, with participants enjoying their creative time in a well-organized space,
was fulfilling. The calm and engaging atmosphere was partly due to good registration
management and clear communication between our department and the Activity team.

Similarly, the IMACC Talent Star competition was a high-energy, well-coordinated event.
Our team managed performer registrations and check-ins efficiently, which helped keep
the event on schedule. The presence of VIP guests, carefully managed by the Protocol
Department, added an official and celebratory tone to the event. It was rewarding to see
attendees enjoy the performances in a comfortable, well-decorated venue prepared by
the Decoration team.

The combined effort of all departments created a festive and organized environment that
allowed participants to focus on their performances and activities. The support from the
Sponsorship team ensured that financial and vendor aspects were well managed, while
the F&B team kept everyone refreshed. The Prize & Gift Department’s timely preparation
of awards and souvenirs helped make the participants feel appreciated and valued.

Overall, the event was a demonstration of strong teamwork, clear communication, and
shared responsibility. Each department played a vital role, and the willingness to assist
beyond one’s own department helped overcome challenges and maintain a positive
spirit throughout the process.
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Key Problem Areas

● What Went Wrong?

Despite the overall success of the SHCA IMACC Talent Show 2025, several challenges
and shortcomings emerged during planning and execution, particularly within the
Registration Department. One prominent issue was the late decision to change the
event’s official name from IMACC 2025 to SHCA IMACC Talent Show 2025. This
change was not uniformly updated across all registration forms, promotional materials,
and internal documents, which caused confusion among participants and
inconsistencies in communication. As a result, the Registration Department had to
perform numerous last-minute revisions, increasing the risk of errors and participant
uncertainty. Furthermore, while digital registration tools generally streamlined the
process, a significant number of participants failed to complete their registration online
as required. This gap led to delays during on-site check in as staff had to manually
register walk-in participants and verify missing information, revealing the need for better
follow up and enforcement of pre-event registration protocols.

Another challenge was the delayed collection of participant email addresses, which
were crucial for issuing e-certificates after the event. Since emails were not gathered
during the initial registration, a second Google Form had to be circulated post-event,
creating duplicate data entries and raising the likelihood of incomplete submissions.
While teamwork between departments was commendable, clearer documentation of
roles and contingency plans for unforeseen issues such as technical difficulties or last-
minute participant changes could have reduced pressure on the Registration team and
improved overall efficiency. These difficulties highlight the critical importance of early
coordination, proactive communication, and comprehensive contingency planning in
ensuring a smooth registration process.
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● What Project Processes Did Not Work Well?

Several project processes during the SHCA IMACC Talent Show 2025 did not operate
as smoothly as intended, especially regarding registration coordination and handling
last minute adjustments. The process of updating registration materials following the
event’s name change was poorly managed, lacking a centralized change management
system. This resulted in inconsistent updates across various platforms, which confused
participants and undermined communication clarity. Additionally, despite the availability
of digital registration tools, there was no strict mechanism to enforce completion of
registration prior to the event. Consequently, a surge of walk-ins and late registrants
overwhelmed the Registration Department, causing bottlenecks at check-in counters.

The method for collecting participant data for e-certificates was inefficient, as email
addresses were not gathered initially, necessitating a follow-up data collection effort that
increased the risk of missing or inaccurate information. Communication between
departments to finalize registration lists was sometimes rushed and lacked clarity,
leading to mismatches between expected participant numbers and prepared materials.
Moreover, the project did not have a formal contingency plan to address technical or
logistical problems during registration. This lack was evident when participants arrived
without proper documentation and name tags had to be printed on the spot, disrupting
the check-in flow and adding stress for the staff. These process weaknesses
underscore the need for more structured planning, stricter registration deadlines, and
enhanced interdepartmental coordination to improve the reliability of future event
operations.
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● What Specific Processes Caused Problems?

Several specific procedural issues significantly contributed to the challenges

encountered during the event. A primary problem was the delayed implementation of
changes to the event’s official name and performance categories, which were not
uniformly updated across all related platforms such as registration forms, promotional
materials, and internal documents. This discrepancy caused confusion among
participants and forced the Registration Department to repeatedly revise forms and
participant lists at the last minute, disrupting workflow and increasing the potential for
errors.

Additionally, the initial registration process failed to collect participant email addresses,
which were essential for e-certificate distribution. This oversight necessitated the
distribution of a second Google Form after the event to gather the missing data,
increasing the administrative workload and causing some participants to miss out on
certificates. Furthermore, the lack of a strictly enforced registration deadline resulted in
many late registrations and walk-ins on the event day, severely affecting logistics
related to check-in, preparation of name tags, and seating arrangements. The absence
of a robust version control system for registration lists exacerbated the problem, as
outdated or incorrect data circulated among different departments, causing duplicated
entries and missing information that disrupted coordination efforts, particularly for
certificate issuance and scheduling.

On the event day, the team also had to perform manual corrections and print name tags
on the spot due to incomplete or inaccurate participant data, slowing down the
registration process and increasing stress among staff. Lastly, unclear delegation of
responsibilities for managing walk-in participants forced the team to improvise
verification and registration procedures, resulting in further delays and confusion.
Collectively, these flawed processes negatively impacted the event’s smooth flow and
overall participant experience
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● What Were the Effects of Key Problem Areas?

The challenges faced during the event had notable repercussions on the schedule,
budget, and operational efficiency. The lack of a strict registration deadline allowed for
unexpected walk-in participants, which led to long queues and last-minute data entry,
delaying the overall check-in process and the start of various event segments. Manual
corrections and on-the-spot printing of name tags on the event day further postponed
scheduled activities and disrupted coordination between departments such as Emcees,
Ushers, and Stage Crew, extending the event timeline beyond initial plans.

These delays also had financial consequences. The unplanned printing of additional
name tags and certificates increased the consumption of paper, ink, and other
materials, causing the printing budget to be exceeded. The need for extra lanyards and
other materials to accommodate walk-ins, which were not accounted for in the original
budget, added further costs. Additionally, the extended use of printing equipment and
the requirement for staff to work longer hours for last-minute tasks resulted in increased
manpower expenses.

From an operational standpoint, the Registration team was overwhelmed by the volume
of work, having to juggle multiple tasks simultaneously, which led to fatigue and reduced
efficiency. The absence of proper version control in managing participant data resulted
in miscommunication with other departments, particularly those responsible for
certificate issuance and event coordination. The failure to collect emails initially delayed
certificate distribution after the event, diminishing participant satisfaction. In summary,
these problem areas caused schedule overruns, budget inflation, and operational strain,
underscoring the need for more stringent registration protocols and better data
management in future events.
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● Technical Challenges?

Several technical issues impacted the event’s overall efficiency. The reliance on
multiple Google Forms for different registration and certificate-related tasks caused
confusion among both participants and audiences, with some information being
duplicated or omitted. The forms sometimes experienced slow loading times and
technical glitches, especially when accessed simultaneously by large numbers of users,
which delayed data collection and verification. The QR code system intended for on-site
check-in also encountered problems, such as failed scans caused by poor lighting
conditions or device incompatibility. These issues resulted in longer wait times for
participants and increased frustration.

Moreover, real time communication between departments was hampered by delays in

data synchronization, causing mismatches in participant lists and check in records.
Although the team managed to resolve many of these technical difficulties promptly, the
experience highlighted the limitations of the existing digital tools and the need for more
robust, integrated systems to enhance the registration and check in processes in future
events.
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Overall Project Assessment [Score/rank the overall project assessment according to

the measures provided. A 10 indicates excellent, whereas a 1 indicates very poor.]

Criteria Score

Performance against project 1 2 3 4 5 6 7 8 9 10

goals/objectives

Performance against planned 1 2 3 4 5 6 7 8 9 10

schedule

Performance against quality goals 1 2 3 4 5 6 7 8 9 10

Performance against planned 1 2 3 4 5 6 7 8 9 10

budget

Adherence to scope 1 2 3 4 5 6 7 8 9 10
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Project planning 1 2 3 4 5 6 7 8 9 10

Resource management 1 2 3 4 5 6 7 8 9 10

Project management 1 2 3 4 5 6 7 8 9 10

Development 1 2 3 4 5 6 7 8 9 10

Communication 1 2 3 4 5 6 7 8 9 10

Team cooperation 1 2 3 4 5 6 7 8 9 10

Project deliverable(s) 1 2 3 4 5 6 7 8 9 10
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Additional Comments

The Batik Painting Workshop and IMACC Talent Star were part of the exciting and
enlightening SHCA IMACC Talent Show 2025, which effectively promoted student
cooperation, creativity, and cultural expression. All things considered, the Registration
Department showed excellent coordination, flexibility, and teamwork with other
departments. Participants praised the professionalism and easy flow of events, and the
event had a lively and captivating environment.

Although the event's main objectives were met, a number of technical and logistical
issues including uneven event nomenclature, insufficient pre-event registration, and
last-minute data collection showed room for improvement. In spite of this, the committee
managed difficulties well by being committed and communicating in real time. More
thorough contingency planning, centralised data management, and more stringent
timelines could all be advantageous for future projects.

To sum up, this project provided priceless hands-on event management experience and
demonstrated the significance of effective communication, proactive planning, and
interdepartmental collaboration in producing a successful event.
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Key Lessons Learned/Suggestions/Solutions

Key Lessons Learned

Early Planning and Version Control Are Critical

Confusion was caused on several platforms by the event's name and performance
categories being changed so late. In order to avoid misunderstandings and last-minute
mayhem, the team learnt the value of regular updates and a centralised version control
system.

Enforce Pre-Event Registration Strictly

Many walk-in participants caused delays, logistical issues, and budget overruns. Future
events must strictly enforce pre-event registration with cut-off dates to maintain flow and
reduce on-site pressure.

Data Collection Must Be Complete from the Start

Email addresses were not initially collected, affecting the distribution of e-certificates.
This highlighted the need to ensure all essential data (e.g., name, ID, email) is captured
at the first point of registration.

Contingency Planning Is Essential

The absence of clear roles for handling unexpected participants and technical glitches
during check-in added pressure. Establishing detailed contingency plans and role
documentation would improve resilience and efficiency.

Digital Tools Are Helpful but Need Optimization

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Google Forms and QR codes were useful but showed limitations such as system lag
and scanning issues. Better tools or offline backups should be prepared for smoother
technical operations.

Suggestions & Solutions for Improvement

Create a Standard Operating Procedure (SOP)

Develop a clear SOP for all registration processes, including data collection, form
creation, updates, and final list dissemination. This prevents duplication and missed
information.

Implement a Centralized Change Management System

Use a master checklist or shared document where all departments update and verify
real-time changes to event details, forms, and promotional content.

Set and Enforce Registration Deadlines

Enforce a final registration deadline with automated reminders. Disallow walk-ins unless
pre-approved under special circumstances.

Designate a Walk-In Desk with Predefined Protocols

Prepare a dedicated counter and procedure for handling last-minute participants to

avoid disrupting general check-in flow.

Use Integrated Event Management Software

Consider switching to comprehensive event software (like Eventbrite or Whova) that

combines registration, QR code check-in, and certificate distribution in one platform.

Improve Interdepartmental Communication

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Schedule mandatory coordination meetings and establish clear reporting lines and
escalation protocols. WhatsApp worked well; however, a shared project board (e.g.,
Trello or Notion) could be even better for documentation and accountability.

By applying these solutions, future events can be more structured, efficient, and less
stressful for both organizers and participants.