BEM PRACTICUM E-LOGBOOK by Tan KhaiChez

Tan Khai Chez 287540

chezkaici2 — 2025-10-01 19:48:01 UTC

Hi, my name is Tan Khai Chez, matric number 287540. I am currently in my final semester of Event Management at Universiti Utara Malaysia and completing my practicum with a concert company, TopGallant Show Sdn. Bhd. In this Padlet, I will be sharing the knowledge, skills, and experiences I gain throughout my six-month internship journey.

WEEK 1

chezkaici2 — 2025-10-01 20:00:05 UTC

From 16/3 to 21/3, after the introduction session, my supervisor which is one of the senior event executives assigned me to research potential artists for concerts in Malaysia, starting with Hozier and later Wang Yi Tai, as well as possible venues such as Axiata Arena. Since the concert for Kiss of Life was approaching, I was also given smaller tasks like finding wholesalers, labeling items, sourcing card holders, and comparing prices for backstage necessities such as cutlery, paper cups, snacks, and beverages. In addition, I helped with errands like buying breakfast for the management team before meetings, while gradually familiarizing myself with the company’s workflow and operations.

WEEK 2

chezkaici2 — 2025-10-01 20:01:33 UTC

In the second week, after completing the price research for backstage items, I helped purchase the necessary supplies and assisted with printing services, including collecting crew tags (Organizer, AAA, Security, Crew, Medic, Media, Photographer, Videographer), posters, buntings, and banners. I also contributed ideas for Instagram stories to promote the Kiss of Life concert, created content using CapCut, and helped compile sponsor tickets into one file. Additionally, I assisted with the lucky draw for winners and, during free time, conducted further artist research on Ju Jingyi and Li Shengjie.

WEEK 1

chezkaici2 — 2025-10-01 20:05:47 UTC

I continued with artist research and created videos using CapCut. A new designer also joined the company during this period. Since my boss and supervisor were away, I focused mainly on research work in the office and assisted a senior in measuring the height and length of buntings and banners.

WEEK 2

chezkaici2 — 2025-10-01 20:07:43 UTC

As the concert approached, I helped purchase snacks, worked on the seating plan, and checked the accuracy of the designer’s layout. I also assisted in collecting lanyards, assembling them with crew tags, and preparing backstage materials. On 10/4, we worked overtime to laminate signage, assemble lanyards and crew tags, prepare photocards and card holders, and check merchandise quality. Fortunately, we discovered one faulty box of lightsticks for the Korean band before the concert.

WEEK 3

chezkaici2 — 2025-10-01 20:10:27 UTC

On 11/4, we moved all items from the TGS office to Mega Star Arena (MSA). I was in charge of briefing and managing a part-timer, and together we set up signage locations since it was our first time working at MSA. On 12/4, we continued setup and handled hotel arrangements for the arriving artists, including preparing snacks, food, key cards, and an envelope with spending money for their use in Malaysia. On concert day (13/4), we began at 4 a.m., setting up merchandise, redemption counters, and the fan zone. I also helped decorate the photo wall with around 70 posters and placed numbering stickers on chairs. From 2 p.m. onwards, I worked at the merchandise counter until the show started at 8 p.m. I managed to watch the first three songs before helping dismantle tables, chairs, buntings, and signage. We finally finished clearing the venue and returning everything to the office at nearly 2 a.m.

WEEK 4

chezkaici2 — 2025-10-01 20:11:22 UTC

I had two days of replacement leave. When I returned, I assisted with stock counting and tidying up. A new full-time staff member also joined, and I was assigned as her partner for future projects, including Wang Yitai’s concert, whom I had researched earlier. We also held a post-mortem session followed by an after-party. The next day, we reported to the office at noon, and I was tasked with researching three different venues and gathering information on an artist scheduled to perform in Sarawak, Dong Li Huo Che.

WEEK 5

chezkaici2 — 2025-10-01 20:12:40 UTC

After receiving confirmation of securing Wang Yi Tai’s concert, the new full-timer and I began working on artist planning. I was assigned to outline requirements from the artist’s management, brainstorm teaser ideas, and draft sample content. I also prepared captions for all future concert posts, including the announcement, teasers, raffles, ticket reminders, and sales updates. Once the full marketing plan was completed, we presented it to our manager, and after gaining approval, I began sourcing suitable KOLs and self-media for promotion, as well as researching nearby hotels for the artist and his team.

WEEK 6

chezkaici2 — 2025-10-01 20:13:29 UTC

On 27/4, our company was invited to the opening ceremony of a new venue, 3Damansara. My supervisor suggested that I attend to gain exposure. After the owner’s speech, there was a showcase of the venue’s lighting and sound system, followed by a backstage walkthrough. The event concluded with a catering session prepared by the organizer.

WEEK 7

chezkaici2 — 2025-10-01 20:14:02 UTC

After attending the opening ceremony, I prepared a detailed venue report on 3Damansara’s IDEA LIVE, including its backstage layout, facilities, and map, to present to my colleagues and boss. I continued working on collaborations by identifying suitable KOLs and university clubs in the KL area that could support the concert. I also searched for potential bento service sponsors. Later, I had a meeting with my supervisor to review plans for sponsorships, university collaborations, hotel arrangements, captions, and video content. Additionally, I sourced live clips of the artist to be sent to his management for permit applications.

WEEK 1

chezkaici2 — 2025-10-01 20:14:29 UTC

This week, we had meetings with the boss and manager to review and update the concert plan. I drafted messages for hotels and universities to seek sponsorships or collaborations, and also participated in a meeting with the artist’s manager, where we discovered a potential connection between AirAsia and Wang Yi Tai. I was then tasked to research AirAsia’s relationship with the artist in China. To expand into the Chinese market, I opened a company Weibo account, planned the posting schedule, and discussed suitable content with my team. Finally, I presented the airline sponsorship research and Weibo posting plan to my supervisor, while also contributing to discussions on flight and hotel arrangements, as well as the timeline for ticket sales.

WEEK 2

chezkaici2 — 2025-10-01 20:15:35 UTC

During the weekly progress meeting, I learned about the importance of artist Key Visuals (KV), with Wang Yi Tai’s theme being black, white, and chess. I also researched venues in other Southeast Asian countries and started drafting an artist profile for YiHuik, who was confirmed to hold a concert under our company. In addition, I prepared a sponsorship report for AirAsia and coordinated with the artist’s side to collect all passports for flight arrangements.

WEEK 3

chezkaici2 — 2025-10-01 20:16:01 UTC

This week was lighter in workload, mainly focusing on corrections to artist profiles. I had a meeting with my supervisor about planning for the next artist concert. I also drafted a press release, checked and recorded media coverage, and researched ticket prices of other concerts as references. After internal voting, my press release draft was selected as the most promising, though it required revisions before being sent to the media company.

WEEK 4

chezkaici2 — 2025-10-01 20:16:19 UTC

My tasks included checking the passports of the artist and entourage, as well as researching Katy Perry’s songs to select options without explicit content such as sexual, violent, political, religious, or offensive themes. I also worked on preparing a Katy Perry artist profile, helped with small office purchases, and compared prices and quality for photocard printing. In addition, I checked and updated all files required by media and ticketing partners, and researched airport transfer packages to select the best option for 25 people traveling from different parts of China to Malaysia.

WEEK 1

chezkaici2 — 2025-10-01 20:21:46 UTC

I prepared the full floor plan for Zepp KL and calculated the number of crew required on the concert day. We also reviewed social media feedback and found that responses on Xiaohongshu (XHS) were not very positive, so we brainstormed strategies to strengthen the concert’s online presence there. During free time, I continued artist research, focusing on the group H1-KEY.

WEEK 2

chezkaici2 — 2025-10-01 20:22:14 UTC

As Wang Yi Tai’s concert preparations were nearly complete, I assisted another team working on a concert in Thailand. My tasks included identifying suitable Thai KOLs for promotion, sourcing Thai AirAsia images for email blasts, and exploring collaboration opportunities such as social media tie-ups, flight promotions, and hotel or ticket discounts. I also helped translate an English proposal into Chinese for the artist’s management in China. During free time, I researched potential venues for Monsta X and IVE, discussed the findings with my supervisor, and was later assigned to prepare proposals for both artists. On 13/6, ticket sales for Wang Yi Tai’s concert launched at 12 p.m., and I assisted my supervisor in monitoring and supporting the sales process.

WEEK 3

chezkaici2 — 2025-10-01 20:22:47 UTC

This week, I researched Chinese artists suitable for concerts in Malaysia, Singapore, and Thailand, and later discussed my findings with my supervisor. During the meeting, I proposed exploring Japanese artists, an area I have more knowledge in, and was given the opportunity to conduct further research. Over the next few days, I prepared reports on five Japanese artists I considered highly suitable for concerts in Malaysia and Singapore. Additionally, I contacted venues in Singapore using the company phone to request quotations, check availability, and assess venue suitability.

WEEK 4

chezkaici2 — 2025-10-01 20:23:31 UTC

In the weekly company meeting with the boss and entire team, we reviewed the work-in-progress (WIP) of several projects, including YiHuik, Tabber, Hwasa’s Thailand concert, and Wang Yi Tai. Since some concerts were experiencing slow ticket sales, we also brainstormed strategies to improve them. I presented my Japanese artist research during the meeting, but due to the company’s limited experience in Japanese concerts and the presence of another promoter specializing in this market, my boss decided to put the idea on hold for future consideration. Afterward, I continued researching Chinese artists, including Chen Linong and Zhen Bingzhe.

WEEK 1

chezkaici2 — 2025-10-01 20:23:49 UTC

Since ticket sales for Wang Yi Tai’s concert did not meet expectations, we brainstormed promotional strategies, including special campaigns such as the 7.7 Sale and Chinese Valentine’s Day promotions. At the same time, I began researching Viviz’s past tour prices and fan benefits, as the company had just confirmed their concert for 25 October.

WEEK 2

chezkaici2 — 2025-10-01 20:23:59 UTC

I assisted in checking the accuracy of Meta advertisements, ensuring that the promotional links and information were correct. I also searched for VIP box menu sponsors, checked flight updates for Wang Yi Tai, and inquired about venue availability in Singapore. During free time, I conducted artist research on Mark Tuan and explored potential venues in Thailand suitable for him.

WEEK 3

chezkaici2 — 2025-10-01 20:24:36 UTC

This week, I helped reorganize company stock for future concerts, including t-shirts, wristbands, lanyards, and other items. I also assisted in monitoring ticket sales for You.will.knovv’s concert. Since first-day sales were not strong, my supervisor asked me to research examples of past announcements where concerts had changed from standing to seating to encourage better sales.

WEEK 4

chezkaici2 — 2025-10-01 20:25:15 UTC

I contributed to planning the Wang Yi Tai after-party, drafting the event flow and suggesting interactive games and activities for fans. I attended a meeting with the venue side to finalize the plan and also assisted in preparing the transportation and manpower requirements for the concert.

WEEK 5

chezkaici2 — 2025-10-01 20:26:05 UTC

I worked on planning the press conference for Wang Yi Tai’s Malaysia concert, which would include announcing a secret guest and boosting ticket sales. I also researched and recommended potential MCs whose style matched the event. In my free time, I contacted organizations such as the Malaysia Music and Korea Academy, local underground bands, a Korean language academy, and a Korean cultural club to explore collaboration opportunities for promoting You.will.knovv’s concert.

WEEK 1

chezkaici2 — 2025-10-01 20:26:38 UTC

During this period, I was mainly involved in completing all the necessary preparations before our trip to Thailand for the upcoming Hwasa concert. My responsibilities included finalizing and collecting all the printed and laminated materials, purchasing and organizing DIY items, and ensuring that every essential requirement was prepared in advance. This stage was crucial as it set the foundation for a smooth production process once we arrived in Thailand, and it also trained me to manage multiple logistical tasks efficiently within a short timeframe.

WEEK 2

chezkaici2 — 2025-10-01 20:27:05 UTC

I traveled with the company team to Thailand for the Hwasa concert, which became one of the most valuable learning experiences of my internship. On 7/8, I gathered at my colleague’s house at 3:30 a.m. before heading to KLIA for our 6:30 a.m. flight. Upon arrival, our first task was to check the advertising boards placed around the concert venue, which was located inside a large shopping mall, to ensure that all information and visuals were accurate. Afterward, we returned to the hotel for rest before beginning the more intensive tasks.
In the following days, I assisted with preparing backstage items and was also assigned to escort the artist at the airport, serving as part of the security team. Once production setup was completed, I was appointed as the Person in Charge (PIC) of seating, where I carefully checked the entire seat plan to ensure accuracy and applied labeling for each chair.
On the actual concert day, I acted as a supporting PIC, rotating between different departments to provide assistance wherever necessary. My duties included helping the marketing team capture on-ground video content and interview fans, assisting the merchandise team with stock management and sales tallying, and supporting the backstage team by monitoring stock levels. After the show ended, I participated in dismantling the venue, which included disposing of items that could not be transported back to Malaysia such as beverages, ice boxes, and certain electronic equipment.
The next day, I joined my colleague at the airport to escort the artist back to Korea. Afterward, the entire team gathered for an after-party at a local mall, celebrating the success of the concert. Before our evening flight back to Malaysia, we also had a few hours of free time to explore Thailand together as a team.

WEEK 3

chezkaici2 — 2025-10-01 20:27:58 UTC

Once we returned from Thailand, I was assigned to handle the post-event administrative tasks for the Hwasa concert. This included counting Thai currency, reconciling company petty cash, and organizing receipts for all purchases such as F&B and event-related materials. These tasks helped me understand the financial reporting side of concert management. In addition, I began planning for the Wang Yi Tai concert, where I was appointed as the main PIC of backstage, taking on full responsibility for backstage preparation and execution.

I worked on creating a comprehensive checklist for all hotel and backstage items required for the Wang Yi Tai concert. This involved calculating the total number of items needed, preparing a budget, and forecasting costs. At the same time, I assisted with Yihuik’s concert printing preparations, checking the quantity and type of items to be printed such as fan benefits, tags, and crew IDs. I also helped my supervisor source materials by visiting various wholesalers and printing companies to compare options, finalize orders, and collect supplies. This process gave me a deeper understanding of vendor communication and the importance of budgeting accuracy.

WEEK 4

chezkaici2 — 2025-10-01 20:28:35 UTC

As the Wang Yi Tai concert drew closer, I double-checked the backstage checklist and printed out the finalized item distribution list. Since the event was smaller in scale, I also assigned each colleague specific items to bring directly to the venue instead of hiring a van, which helped reduce unnecessary costs.
On 25/8, we visited the Westin Hotel to begin setup and later went to the airport to welcome the artist’s entourage. On 27/8, I participated in the press conference at Myth Club, where Wang Yi Tai’s special guest was announced.
On concert day, I arrived at 7:30 a.m. to brief the part-timers and started unloading and organizing backstage equipment at 8:00 a.m. Throughout the day, I acted as the main backstage PIC, ensuring that operations were smooth and every team had what they needed. After the show, I also led the dismantling process and dismissed the part-timers. On 30/8, I helped with transportation arrangements, escorting the entourage to the airport and assisting with departure procedures for their return to China.

WEEK 1

chezkaici2 — 2025-10-01 20:29:00 UTC

After the Wang Yi Tai concert, I worked on financial claims for expenses I had personally advanced. These included purchases for snacks and beverages for the artist, backstage supplies, transport and parking fees, and other small costs. Once the claims were submitted, I continued focusing on Yihuik’s concert preparations, specifically finalizing printing requirements such as fan benefit packages, crew tags, and signage. This phase allowed me to balance administrative tasks with creative responsibilities.

WEEK 2

chezkaici2 — 2025-10-01 20:29:27 UTC

During this week, I finalized the backstage, printing, and signage plans for Yihuik’s concert, where I again acted as the main PIC. I also presented my full plan to my supervisor, explaining the workflows and contingency measures to ensure everything would run smoothly. After receiving approval, I began purchasing and collecting the required items from suppliers, ensuring that all logistics were completed ahead of schedule.

WEEK 3

chezkaici2 — 2025-10-01 20:29:55 UTC

My internship concluded with the Yihuik concert, which was held on 19 September, coinciding with my final day at Top Gallant Show Sdn. Bhd. Before the concert, I had the special opportunity to join a dinner with the artist and her team, which was a memorable experience.
On the day of the show, I carried out my responsibilities as the main backstage PIC, while also supporting on-ground operations. I welcomed the main sponsor, coordinated with the photographer and videographer, and ensured that all of their requirements were met. After the concert ended, I led the dismantling process and transported items back to the office. Finally, I joined the after-party with the artist’s team and colleagues, officially marking the successful completion of my six-month internship journey.