EventNook is empowering Physical events and activities with its new Online Booking Feature

EventNook Event Booking Site – Art Exhibition Demo

We are excited to share that EventNook has launched Online Booking Feature as part of its online event registration and ticketing platform to support physical events and activities that are coming back with the reopening of borders, travelling and physical activities.

As the countries and communities are learning to stay with the new normal COVID-19 endemic, organising physical events and activities are quite possible to run safely yet fun with digital tools and platforms.

The physical events are slowly coming back and some events will require managing the crowd capacity if a venue has a limit on the number of guests.

Booking Feature with visit date and time slot

Quick Overview of Booking Feature

We would like to go through the key essential online booking features that are offered by the EventNook platform.

Visit Date and Timeslots Setting

The events can be enabled with available dates and timeslots or sessions to accept the limited number of attendees or visitors per session. For example, if a venue for an art exhibition can accept a maximum of 50 guests per 1-hour session and 8 sessions a day, the booking site can be set up with 8 sessions and capacity.

Ticket Type

If the event requires to accept booking by different ticket types or categories such as Ticket for Adult, Child or Student, it can be easily set up with free or paid ticket type as in the picture below.

Custom Questions in the Booking Form

The event can also collect the custom questions in the booking form such as Name, Email, Mobile, etc. depending on what organisers require to know from the audience and terms and conditions of the event.

EventNook Online Booking Form with Personal Details and custom questions

Online Payment

For paid ticketed events, there are multiple online payment options available such as PayPal, Major cards such as Visa, Master, Amex, and Wallet Pay such as Apple Pay, Google Pay, Alipay and Grab Pay.

Online Payment for Ticketing

QR Code e-Ticket

The EventNook booking platform will issue the QR code e-ticket immediately upon the booking is successful and the guests will receive the QR code e-ticket via confirmation email. The e-ticket QR code can be presented from their mobile for check-in and admission at the event door.

Admission Control / Check-in App

EventNook Kiosk smart check-in (EventNook check-in) allows the organizers to easily scan the QR code for admission control and verify the ticket issued to the buyers in a second. EventNook smart check-in also can be used for printing a badge or a physical ticket on the spot upon check-in.

EventNook SMART Check-in and Badge Printing
EventNook Event Smart Check-in app and Instant Badge Printing or Ticketing

Event Microsite

Last but not the least, EventNook booking tools come with an event micro-website that will be a main event landing page to publish event details and the site can be shared across multiple online channels for promotion and invitation for booking the event.

EventNook Event Booking Platform

EventNook booking tool can be used for selling tickets online and accepting booking for various types of activities or shows such as Festival, Events, Science Museum, Indoor sport activities, art exhibition, Road show events for product launch, pop-up stores, more.

If you are looking for a simple and comprehensive online booking tools for your upcoming physical events or activities, reach out to EventNook to find out more about and a free consultation. [Contact Us]

ABOUT EVENTNOOK

EventNook is based in sunny Singapore and we have empowered events from 21 countries and counting. We have been supporting a range of events from various organizations – small non-profit organisations to top brands such as Google, IBM, EY, Deloitte, etc.

If you are planning to organize events and looking for the right event registration management solution, please contact us [EventNook – Contact Us] for a free trial and consultation.

How do you run the successful fundraising Walk or Run for a cause during the pandemic

If you can’t bring everyone together at a single place to run for a cause, you can bring everyone from anywhere to join any time.

We have been helping out the fundraising activities such as Virtual Run and Walk for charity causes during the COVID-19 pandemic. In fact, the virtual run had started prior to the pandemic but it has become the trend (or rather the only choice) during the pandemic. It will definitely continue beyond the COVID-19 pandemic.

There are some pro factors with the virtual runs. First off, the participants can run at their own flexible timing at their preferred places. Secondly, the participants can be from anywhere across the border and anyone from anywhere can participate for a cause they want to support. Thirdly, it doesn’t have major logistics issues in terms of requiring a large public space, emergency medical team, applying the permit to allow the road blocking, etc. during the race. More importantly, anyone or a small team can initiate it for a greater cause that can have an impact as big as a large scale physical event!

Of course, there are also a lot of great points with the physical run and the great experience and inspiration we can get from the physical events cannot be replaced.

silhouette of person standing near trees
Running in the country side (credit: unsplash)

So, how do you kick start the virtual run? And what tools do you need to run the event?

We would like to share how you can successfully run a virtual run or walk from the experience we have learned from helping our organizers.

We will be sharing the following 6 steps that are essentials.

  1. Start with the goal
  2. An Engaging Event Title, Tagline and #Hashtag
  3. Poster Design
  4. Recognition
  5. Event Website and Registration
  6. Payment Collection

1. Start with the Goal

Start with the goal – what is the objective? Is it for fundraising? Or raising awareness for a cause?

The clarity of the goal gives your team to create an effective marketing campaign and strategy to reach out to the demographic of the participants who will be interested to join your cause.

Here is an example of the goal from one of our clients – Kidney Dialysis Foundation, Singapore which has run the well engaged Virtual Walk successfully.

‘Got To Walk’ is a virtual walkathon that was first initiated in 2020, with the aim of creating awareness for the importance of kidney health, and to raise funds to sustain KDF’s efforts to provide subsidised dialysis for the poor. The event saw more than 1,200 sign-ups and raised a total of $100,000 over a span of two weeks.

2. Have an Engaging Title, Tagline, #HashTag

An engaging title, tagline and design really matters to attract the people to sign up and motivate them to join your cause for a purpose!

We are the #HashTag social media generation and it’s where everyone’s eyeballs are.

3. Poster Design

You can easily create a great poster design by using the simple and easy tools like

If you require some images to be used in the design, you can also get the loyalty free images from online website like unsplash. [To know more about searching free images, read here]

4. Recognition

Recognition for participant is super important. For a lot of people, it may be the first-time participation in the run or walk event. They would definitely like to collect something for memories of good deed.

Everyone likes to be proud of completing the run. You can consider a couple of things below for the recognition of their participation in your cause.

  1. Finisher medal
  2. Finisher Teeshirt
  3. Certificate or e-Certificate [EventNook registration platform can help you to design the personalized e-certificate and sending e-certificate to all participants via mass email]
Finisher - 42/52 | Medals awaiting to be handed out to finis… | Flickr
Sample of medal
Philadelphia Marathon Finisher Certificate | Rahim Rahman | Flickr
Sample of e-certificate

5. Event Website and Registration

The online registration will be a critical component to manage the participants with series of activities throughout the event during pre-event, on the event days and post-event.

And it’s also the easiest task as there are comprehensive online event registration software like us – EventNook that can provide you to easily create the event registration and website within minutes if you already have the event information ready to publish.

For registration form, you will need to consider a few things below:

  1. What details of the participant do you require to collect? Name, Email, etc?
  2. Do you need to collect the shipping address? – Yes, if you are sending a Finisher Medal to the participants who completed the run.
  3. Do you need to collect additional information for event planning such as How do they know about your event?

6. Payment Collection

If you need to collect payment for accepting donation or participation fee, EventNook online event registration platform has integrated online payment which you can easily plugin. EventNook payment integration with major payment gateways such as Stripe and PayPal offers a variety of payment options such as Visa, Master, Amex, JCB, Apple Pay, Google Pay, Grab Pay, AliPay, etc. The payment will directly proceed to your payment gateway account in real-time.

If you are planning to host a virtual or physical run, our EventNook team will be happy to share more on how to make your event registration management seamless for the whole end-to-end process and provide a free consultation to kick start your event registration.

Just drop us an email to hello@eventnook.com.

about eventnook

EventNook is based in sunny Singapore and we have empowered events from 21 countries and counting. We have been supporting a range of events from various organizations – small non-profit organisations to top brands such as Google, IBM, EY, Deloitte, etc.

If you are planning to organize events and looking for the right event registration management solution, please contact us [EventNook – Contact Us] for a free trial and consultation.

Product Update: Checking my events dashboard easily on a single page

In EventNook, our goal is to help organizers to get their jobs done quickly and easily so that they can save time and focus their energy on making events more successful and better experiences. It also helps a small team to handle a major big event.

This week, we are releasing another minor enhancement that can help organizers with series of events more efficient in managing the events.

Since the COVID-19 pandemic started, the organizers are shifting towards having series of webinars and virtual events. With virtual hosting, starting a webinar is also much faster than a physical seminar event as there are no issues with the physical space and venue.

VIEW DASHBOARD

When you have series of multiple events, one of the frequent tasks is to see the registration and sales stats dashboard. Previously, the users have to do more clicking and open the dashboard in the new tab. That will take 5 to 10 seconds to view the stats of the event.

Now, the organizers will be able to view the dashboard in a second of multiple events without going back and forth.

SEARCH EVENTS

When the organiser has series of events like 10 to 20 workshops happening under your account, the organizer needs to go to a particular event to manage, search will help to find it very quickly instead of going through a list of events.

BOOKMARK EVENTS

Bookmarking feature is another way to quickly go to the events that you are managing daily. You can quickly go to the bookmarked events tab and manage the event in 2 seconds.

Happy Organizing the events! Stay Safe and Stay Connected!

about eventnook

EventNook is based in sunny Singapore and we have empowered events from 21 countries and counting. We have been supporting a range of events from various organizations – small non-profit organisations to top brands such as Google, IBM, EY, Deloitte, etc.

If you are planning to organize events and looking for the right event registration management solution, please contact us [EventNook – Contact Us] for a free trial and consultation.

EventNook helped Cities of the Future event with smart check-in and onsite registration management

Singapore has been piloting MICE events with up to 250 pax since phase 3 of re-opening in Dec-2020 and it has recently increased the event size of up to 750 attendees with Safety Management Measures (SMMs) starting from 24-April-2021.

Cities of the Future hosted by IMG and organized by Unbound, the inaugural Cities of the Future conference took place on Wednesday, 28 April 2021, at the Raffles City Convention Centre, Singapore. This prestigious, invite-only event coincided with the HSBC Women’s World Championship LPGA golf tournament. This gathering of civic, corporate and startup leaders, all involved with driving the growth, planning and development of ASEAN cities, explored city development strategies and deployment of innovative solutions and technologies to build the connected city of the future. Delegates participated in a full day of case studies, panels, keynotes, roundtables, pitching and workshops.

EventNook provided the comprehensive onsite management solution for the Cities of the Future event to manage the guests registration smoothly according to the guideline of the Safe Business Events framework and safe management measures (SMM) provided by the Singapore Tourism Board (STB) and worked closely with the organizer to run the registration flow smart, professional and hassle-free.

For this event, we provided the Cities of Future team with the following services:

  • EventNook Onsite Mobile Kiosk Check-in System with QR code
  • Onsite Instant Badge Printing
  • Comprehensive Equipment Rental and Setup
  • Onsite Event Day Technical Supervision

Safe Check-in with Safe Distancing Requirement

The delegates must be assigned into Zone, Cohort, and Table Number as well as registration time-slot to avoid the crowd at the registration counter. The organizer requires an efficient and effective process to manage the guest list with that arrangement as well as sending out the personalized information to all guests in a timely manner.

How did we help the Cities of the Future with smart, efficient and seamless registration?

EventNook onsite management tool provides the essential features that allow organizers to manage the guest information with assigning Zone, Cohort, Table Number and Registration timeslot and personalized e-ticket with a stunning custom-designed corporate brand and event theme.

Prior to the event, the delegates will receive an email with personalized information such as Zone, Cohort, etc., and the QR Code e-ticket to check-in at the venue upon arrival and collect a badge instantly. The whole process for guest registration and collection of badges is done in less than 10 seconds.

With the comprehensive and personalized information such as Zone, Table, etc. provided to the guests, the delegates can proceed to their seats without any confusion or requiring to wonder where they have to proceed with.

Touchless check-in

With QR Code check-in, there is a very minimum touchpoint and the delegates don’t have to touch with the device and registration staff. The delegate just easily shows the QR code (as in the video below) to the screen and it’s done fast and seamlessly. The check-in and printing the badge took 3 seconds only.

Environmental Friendly Badge

EventNook also provided instant badge printing with a type of paper badge that doesn’t require an additional plastic badge holder. It saves having hundreds of plastic badge holders and also removed an additional step of having to insert the badge into the holder. That saves an additional 1 or 2 minutes of waiting time for every guest. The delegates can just move like Scan and Go!

Monitoring the attendance in real-time

Since the eventnook platform provides the real-time guest registration status from an app, the organizer can monitor whether all guests, VIP and speakers have arrived and able to coordinate with the event team and host to start the event.

QR code e-ticket

Here is a video of the touchless smart check-in registration:

Touchless check-in using QR code and Instant Badge Printing

We are glad to be an event technology partner of an inspiring, Cities of The Future event organized by UNBOUND and help out making the event experience great! Again, Congratulations to the UNBOUND team, and we look forward to supporting UNBOUND events in the future.

SG SafeEvents Certification

STB’s annual Tourism Industry Conference on April 7, 2021

Singapore introduced a new certification program called SG SafeEvents Certification for large scale events to be conducted with hygiene benchmarks and safe-distancing best practices.

During this challenging pandemic period, the Singapore government and associations have been formulating and imposing necessary standards and new regulations for each respective industry to minimize the risk of COVID-19 infection and to restart the MICE industry, and SG SafeEVents Certification will play a vital role for the event organizing to reborn again.   

Let’s go further in-depth about SG SafeEvents Certification by discussing the following topics.

  • What is SG SafeEvents Certification?
  • Why would we need SG SafeEvents Certification?
  • How can we get certified?
Antigen Rapid Test at STB’s annual Tourism Industry Conference on April 7, 2021

What is SG SafeEvents Certification?

The SG SafeEvents Certification program launched at the Tourism Industry Conference by the Singapore Association of Convention and Exhibition Organizers and Suppliers (SACEOS) is aimed at event organizers, venue owners, and suppliers’ competitive edge, a mark of assurance in a COVID-19 safe marketplace. The SG SafeEvents Standard is to be used in conjunction with WHO Guidelines and all other prevailing Singapore national standards, such as SG Clean, to ensure you can organize and execute your event in a safe, sustainable and responsible manner. 

The certification program is based on the Technical Reference (TR) 84 “Safe event management for the events industry”, developed by the Singapore Standards Council (SSC) and overseen by Enterprise Singapore (ESG). TR 84 is a paid guide that lists recommended best practices in hygiene and sanitization, safe distancing and emergency management for business events beyond the government-mandated Safe Management Measures (SMM). It also referenced the Events Industry Resilience Roadmap (IRR) released by SACEOS in October 2020, which guides organizing safe business events, solutions for hybrid events and new capabilities needed to transform the industry.

Why would we need SG SafeEvents Certification?

The Straits Times stated that the program, announced at STB’s annual Tourism Industry Conference, will run for three years, after which there may be plans to use the experience gained to turn the SG SafeEvents Certification into a full-fledged Singapore standard. Moreover, under the best practices of Event Industry Resilience Road Map Guideline (IRR), it also urged the MICE players to attain SG SafeEvent certifications and work only with certified SG SafeEvent Venues and SG SafeEvent Suppliers. Therefore, it would be no doubt that it can become a nationwide standard certificate every event industry player should have to display or assure that they meet Singapore government standards, ensuring conference attendees and their partners. 

How can we get certified?

Generally, the following aspects would be covered to get SG SafeEvents certified.

  • Event organizers must have risk management plans, documentation of identified hazards and necessary control measures to be implemented before, during and post the events 
  • Venue Operators must develop routine and periodic cleaning and disinfection plans 
  • Organizers and venue operators are encouraged to use contactless technology where feasible.
  • Protocols are needed to put in place to contain and manage emergencies.

Moreover, according to Event Industry Resilience Road Map Guideline (IRR), technology adoption in registration management becomes viable and best practices for event organizers in event planning and management. In IRR best practices, it is also recommended to do contactless registration, health screening by asking health assessment questions and perform with clear signages, thermal cameras and temperature checks at all entry points. 

In those aspects, you need to consider using technology advancements such as QR codes, RFID Badge or facial recognition for contactless registration and event check-in. And if touchless registration is not practicable, you need to control the access in advance – start from pre-event registration of stakeholders to ensure the number of people onsite and distribute tickets, badges ahead of time to reduce touch points upon entry. But that manual process can delay the working process and make it challenging to manage the registration in huge events unless using event registration management software like EventNook.

Zone assignment

EventNook can help your attendees to have the unique QR code when they registered and scan it on their own on EventNook mobile self check-in kiosks. And attendees can even print the personalised badge with name, zone and table number assigned at the onsite independently with no waiting time by reducing the touch points and avoiding the crowded situation as you see in the video below.

Moreover, it should be considered for health and screening safety measures to use an AI temperature scanner, constant temperature monitoring token, disinfection mist tunnel, and anti-microbial coating of common surface areas. 

Suppose you wish to be certified under the provisional standard or learn more about the certification process. In that case, you can register for the industry briefing next month by emailing SACEOS secretariat@saceos.org.sg.

I hope you find this article helpful, and if you have any feedback on the article, please feel free to drop us at hello@eventnook.com, and we would love to hear your thoughts!

EventNook is based in sunny Singapore, and we have empowered events from 21 countries and counting. We have supported a range of events from the various organizations – a small non-profit organization to top brands such as Google, IBM, EY, Deloitte, etc. If you are keen to know more about EventNook services for your upcoming events, we will be glad to assist, and please feel free to contact us.

References:

New standards for Mice sector launched as S’pore prepares to hold larger events, welcome visitors, Consumer News & Top Stories – The Straits Times

Certification programme launched to ensure safe resumption of Mice events in Singapore, SME – THE BUSINESS TIMES

New certification standard for large Mice events, Consumer News & Top Stories – The Straits Times

Tourism Industry Conference 2021 – YouTube

https://www.saceos.org.sg

QR codes for various use cases in events

Do you see a QR code everywhere in almost every event you attend, and have you ever wondered how do QR codes work or how they can be beneficial in the event industry? If you are beginning to understand QR code possible use cases in events, this article will help you one step ahead towards event market domination. The following are the contents we would cover.

  1. What is a QR code?
  2. How to use the QR code?
  3. Where to use the QR code in Events?
  4. How to create the QR code?

1. What is a QR code?

Before we jump to the possible use cases, we must first learn the QR code’s basic concepts.

QR code stands for Quick Response code, a two-dimensional version barcode capable of storing lots of data almost instantly by scanning with the mobile device. Nowadays, QR codes can be seen everywhere and anywhere widely used for marketing, advertising, events, healthcare, education, and payment.

There are two types of QR codes: Static & Dynamic. The Static QR code is fixed and permanent, and its data cannot be edited after completion. It could help link email addresses, social media, URLs, wifi passwords, etc. On the other hand, dynamic QR codes can store more data and can be edited and even after you have printed it on paper.

2.How to use the QR code?

QR code can be decoded in two ways:

  • Third-party QR code reader app that converts the image to usable information
  • The device camera functions as a built-in QR code scanner in a mobile device, such as new smartphone versions: iPhone, Bixby vision for Samsung, etc.

3.Where to use the QR code in Events?

QR codes for Event Marketing

You can use QR code to amplify your event marketing efforts in boosting more attendees. By offering additional information in the QR code, users can simply scan the code and view all the event details: location, time, and link to the event ticketing platforms to purchase the event ticket with a tap.

It is also perfect for advertising on paper-based printing materials such as leaflets. The space needed to spend on the ads page can be minimized and promotes advanced technology excitement through scanning. You can easily print those printed ads and do leaflets printingonline at Gogoprint, and they will deliver your orders to your doorstep. You can create large-scale marketing campaigns on prints such as billboards, advertising posts, even bus stops, and even in digital worlds by integrating the use of QR codes.

As an additional benefit, you can track and optimize your QR code campaigns in digital and print. In that report, you can view the real-time metrics such as location, time scanned, types of devices used, total scans, etc.

QR codes for Business Cards

Business cards are mandatory, especially in networking and business events. Instead of writing out your business emails, website, address, and some other details on your business card, you could easily create a QR code and print it on a business card without occupying too much space on it. QR codes on a business card are essential to communicate with your potential business partners, customers, and investors. They can be stored with your basic information and your company or product information to build your company’s credentials to the business community.

You may want to find out how Gogoprint can help you with Business card printing online.

QR codes for Onsite Registration at an event

When an event accepts walk-in customers and customers need to do onsite registration or onsite ticket purchase, it could be redundant in the registration process if you collect the attendee’s information with the manual registration process.

In that case, you can create a QR code for the URL of the registration site or event ticket platform and print it somewhere in the event registration area so that people can quickly scan the QR code to register or purchase the tickets in a short time on their own. And you can assign one or two staff at the onsite registration counter to help with it if there are any issues.

QR codes for Event Check-in

Check-in with a QR code can speed up the process and will help to avoid the long queue at the entrance. It can also track people’s attendance at an event. To create a QR code for event check-in, you can use an event registration software like EventNook.

With EventNook, once registrants purchase the ticket or register the Event, they will automatically receive the e-ticket embedded with an instantly generated and unique QR code. Then, on the event day, the event organizer can use a free EventNook mobile check-in kiosk to let people check in by scanning each registrant’s unique QR code. All you need is iPhone or iPad device.

In that way, QR codes can track the attendee’s check-in, absence data, and solve the long queue problems in event registration and make your events look stunning and professional with advanced technology excitement. Check out the below video on how smart check-in with QR code works.

QR code for Event Badges

Adding QR codes on custom event badges can improve the event entry process and provide networking and additional marketing opportunities.

For instance, there may involve a large group of attendees attending the same event in networking or business events, and it can put more pressure on the event management team to make both admission and re-entry faster. In that case, using digital methods can help with this. You can use registration software like EventNook, which can not only track the attendees but can provide onsite event badge printing services by showing the unique QR code to scan on the EventNook smart mobile check-in kiosk.

As you see in video above, within 2 seconds, you can print onsite custom event badges. You can also include QR code on the name badge that enables participants to network as digital business cards to streamline the networking efforts. Below is another sample video of how EventNook can scan the QR code inserted badge and track exhibitor leads.

4.How to create the QR code?

There are many free online QR code generators. You should still consider credibility, clarity, and brand reputation, such as if they got trusted by big names and brands in choosing the best QR code generators. Most QR code generators allow free static QR code, but you cannot change the information behind your QR code once generated in the QR code generator. But with the subscription, you can create the dynamic one, which allows you to edit the data behind the QR code even after printing. The followings are recommended free QR code generators.

  • QR codes for Event Check-in, Onsite Badge Printing- EventNook

I hope you find it helpful. If you have any feedback on the article, please feel free to drop us hello@eventnook.com, and we would love to hear your thoughts!

If you are keen to know more about EventNook services for your upcoming events, we will be glad to assist, and please feel free to contact us.

Product Announcement: EventNook launched a fresh-look admin tool

We are thrilled to announce the new fresh-look of our event management platform. It’s a complete redesign to be more productive and easy to manage the virtual, hybrid, or in-person physical events and get the job done faster! With the new design, we also hope to deliver a renewed delightful user experience while you are managing the events using our platform throughout the event journey.

EvenNook offers complete end-to-end event registration management for both virtual and physical events. Our platform provides a simple and effective way to create an online event site, accept registration, collecting payment for paid ticketed events, and automated communication processes such as email and SMS, and more.

For physical events and conferences, EventNook provides an onsite smart check-in with assigning zone information for safe distancing, tracking attendance, and an online travel declaration form for COVID-19 safety requirements.

Launch your event in minutes

With EventNook, whether you are organizing virtual, hybrid, or physical events, the event professionals and event organizers can easily launch an event with a simple guided event wizard process and launch the event registration site in minutes.

Create event wizard

The user can easily set up an event with all customisable options in one place with simple navigation steps.

Event Registration Site Creation Admin

Real-time Event Dashboard

With our mobile-friendly event dashboard, the users can monitor the real-time registration and ticket sales on the go from all devices!

Automating Reminder Email and Communication

Our bulk email and SMS tools are critical to effectively and efficiently manage the communication with event participants to timely disseminate event information such as event reminders, instructions on joining the virtual conferences, or event programs and timing.

Check-in Management

EventNook provides option to check in guests via web browser as well as smart kiosk check-in app.

EventNook SMART Check-in and Badge Printing

Our smart check-in provides a fast check-in with QR Scan and instant badge printing for physical events and make the events better experience with more smile and no waiting time. Find out more about EventNook Smart Check-in App

If you are planning to organize events and looking for the right event registration management solution, please contact us [EventNook – Contact Us] for a free trial and consultation.

EventNook is based in sunny Singapore and we have empowered events from 21 countries and counting. We have been supporting a range of events from various organization – a small non-profit organisation to top brands such as Google, IBM, EY, Deloitte, etc.

15 Best Practices to host a virtual event engaging and professional

Are you hosting a series of virtual events for your business, whether it’s for marketing or engaging with your communities? If you are looking for a better way to manage your online virtual events and achieve more engaging event experience, this article will be a great start!

We will be sharing the simple 15 tips (check-list) that we find it super useful for ourselves to run a virtual event like a PRO.

  1. Pre-Registration
  2. Share the video conference link with a Reminder Email
  3. Send Reminder Email — min. 2 times
  4. Virtual Background
  5. Dress up nicely
  6. Presentation Kit
  7. A Trial Run
  8. Starts at least 15 mins before the event
  9. Background Music for early birds — Spotify
  10. Having a host (if you can)
  11. Heads-up and Agenda
  12. Request audience to switch on Camera for more interactive
  13. Poll
  14. Consolidate Q&A
  15. Thank you email

1. Pre-Registration

Not every virtual event will need a registration if it’s a casual event with friends and families. However, if you would like to engage with your audience effectively till the event day, registration is a must. With having a pre-registration, you will benefit the following:

  1. You have contacts for communication and business metrics
  2. You know how many are interested in attending based on the RSVP list. Even though the virtual events may not have a big hassle with audience size, knowing the signup rate will help you many ways to gauge the interest and prepare for the event day accordingly.
  3. Know your audience — You can ask some questions in the form such as their job title, company, etc. so that the presenter knows the audience to prepare for effective presentation.
  4. In the virtual business events, the turn-out rate sometimes can below if you don’t send out the reminder email 1 hour before the event time since they don’t need to dedicate their time to make an effort to travel to a venue like going to a physical event. The people can overlook their calendars when they have a distraction from other Ops activities.
  5. You got contacts to send out your presentation slides after the event and post-event follow-up activities.

The next question is, how do I create a pre-registration process?

Here at EventNook, we are enablers for our business professionals and marketers with event technologies. While EventNook caters to the comprehensive registration solutions for conferences and the MICE industry, we recently launched a new product — UserRoll ( https://www.userroll.com) to enable the small regular series of online virtual events, webinars, courses, etc. from our business communities.

UserRoll makes your event registration hassle-free and rolls smoothly! It allows the event organizers to launch an event registration site in minutes. With UserRoll, you can create an engaging event site and automate your event registration process seamlessly and efficiently.

2. Share the video conference link in Reminder Email

Most people have trouble finding video conference details to join when they are about to join a Most people have trouble finding video conference details to join when they are about to enter a webinar. By communicating the necessary video conference details such as link, passcode, conference dial number, etc. in the reminder email will help to avoid any last-minute hiccup from the audience, and that will increase the turn-out rate.

3. Send Reminder Email (at least 2 times)

Example of a reminder email
Example of Event Reminder Email

As mentioned above, the reminder email will be handy to send out event details. Our recommendation is to send out reminder emails at least two times. The first reminder email should go out a day before the event day, and the second reminder email should go out an hour before the event time.

The first reminder email is to give the audience heads-up about the event coming tomorrow so they can make an effort to bookmark the schedule properly if they are keen to attend.

The second reminder email is to give the audience immediate attention that the event is starting soon and be ready!

If you are using our UserRoll platform, you can do it in a few clicks and find out more here.

Example of scheduling an email

If you are using our UserRoll platform, you can do it in a few clicks and find out more here.

4. Virtual Background

If you are doing a small virtual event and a bit more casual, so we don’t need to present it from a beautiful venue or office, yet you may want to make it look professional and pleasant experience.

beige wooden conference table
Presenting from a nice conference room background

To make our presentation have positive energy over a video conference, the background of the host, or presenter matters. And also, the audience will be people you don’t know, and they could be your potential customers. We don’t want to show our bedroom while we are presenting to invite undesirable negative experiences.

Some presenters also use a poster image of the webinar or a brand background that represent their service or product.

While there are many websites where you can find a proper image, we strongly recommend the following two sites.

  1. Unsplash — Free copy-right yet quality images https://unsplash.com
  2. Canva — To create a custom background or poster https://canva.com.

We have also written about an article on creative images resource — here.

5. Dress Up Nicely

It might not sound like a big deal to dress up since it’s a virtual event. However, for a business event, it’s always good to maintain a professional image like going to physical business events. It creates a great vibe of business energies from a presenter to the audience.

6. Presentation Kit

CrCreate a shared folder (presentation kit) to place all the presentation slides, documents, virtual background images, etc. that are necessary for the event team. So your team can just go to one single shared folder to easily access all the up to date documents during the event.

7. A Trial Run

Test, Test, Test!

two black headphones on brown wooden table

If you are not familiar with a video conference tool that you are using, it’s best to have a rehearsal session to test out the flow and get yourself and the presenter to get familiar with the buttons and menu of the tool.

  • Agenda ready
  • Know how to share the screen or slide
  • Test audio quality (microphone)

8. Start min. 15 mins before the event time

As an event host, start early to be in the video conference (Zoom or whatever tools you use) — at least 15 minutes before the event time not to end up with “Can you hear me?” technical hiccups when the audience comes. Be yourself ready with AV (audio/video), beautiful virtual background, and pleasant background music that are working together smoothly.

9. Background Music for Early Birds

The background music always creates a great mood and experience while the attendees who come early are waiting for the event to start. And if you are also having more than one session and need to give a 10 mins break-time, the background music can be run as well to keep the audience engaged. If you are using Zoom, there is an option to share the sound from the presenter device — [ How to turn on background music in Zoom — Article].

We use Spotify, and it can quickly provide you a playlist that suits, whether it’s a background piano music or energizing pop music!

woman laying on bed near gray radio

10. Having a host (if you can)

Having a warm welcoming host always provides a presenter ease and running event more Having a warm, welcoming host always provides presenter ease and running events more smoothly. Having a friendly host makes presenter ease and running events more smoothly. A presenter can focus on his presentation while a host can facilitate more interactive with sharing what’s coming next, managing the audience such as mute the voice, curating questions from the audience, etc.

11. Heads-up and Agenda

Before we straight away jump into the presentation, it’s always good to spend a minute to give the audience heads-up and share how we are going to run this session. For example, we can briefly mention the following

  1. A warm welcome and a quick introduction to ourselves and about the speaker for a nice gesture to start.
  2. Some housekeeping rule — Such as — to mute the voice of attendees, request to a turn-on video camera for a photo shooting
  3. The flow of the event (Agenda, How long it will take, etc.)
  4. Q&A session

12. Request For Camera On

Nothing is worse than talking to a black wall. Speakers and presenters need energy and simulation by interacting with the audience, even a facial expression. As a human, we must feel that the audience is following.

I attended a webinar, and the presenter was like reading a script, and no one from the audience didn’t switch on the Camera. It was a dull and sleepy session. After a while, I started browsing other websites and didn’t hear the presenter anymore, even though I was still in the webinar.

13. Poll

Quick polling in an online event is not essential, but it’s an excellent way to make the session more interactive, and it also brings back the sleepy audience into attention. You can quickly ask the audience with a quick poll on checking their opinions.

A platform like Zoom webinar offers a polling feature [Read more about Zoom Polling]

14. Q&A

Dedicate a Q&A session at the end of the event. In a virtual event, people prefer to send a Dedicate a Q&A session at the end of the event. In an online virtual event, people prefer to send a Q&A via chatbox. It’s much better to consolidate all those questions typed in the chat by a host or moderator before the Q&A starts and share them in a well-organized bullet point for the presenter to answer.

15. Thank you email

After all, it’s always a good practice to follow-up with the audience after the event. A Thank-you email is a great way to say Thank you for their time and send things such as presentation slides.

If you are using the pre-registration system like UserRoll in place, that’s very easy. You can send it to all attendees with a few clicks.

Hope you find it useful. If you have any feedback with the article, please feel free to drop us hello@eventnook.com and we would love to hear your thoughts!

If you are keen to know more about EventNook services for your upcoming events, we will be glad to assist. Please drop us an email – hello@eventnook.com.

How To Choose The Right Material For Your Conference Badge

Sometimes, it’s the nitty-gritty details that people pay the most attention to. Your guests probably care about the quality of their name badges more than you think, therefore, it is about time to seriously think about what kind of material you would use for your conference name badge. In this post, we will put 4 types of materials to the test:

  1. Art Card
  2. Art Card + Lamination
  3. PP Synthetic
  4. PP Synthetic + Lamination

We will grade them based on material strength, water-resistance, rigidity and price. We will then provide an overall ranking for the four types based on the above factors.

Art card

Strength: ⭐ ⭐

The regular art card is strong enough when worn around the neck untouched, but is not able to withstand tugging or pulling. It tends to tear easily if your guests pull on their name badges.

Water Resistance: ⭐ ⭐

The material is only very slightly water resistant. In most cases, it absorbs liquid and may cause the printing to smudge.

Rigidity: ⭐ ⭐ ⭐

Feels tough and stiff but the sides crease easily. At the end of the event, the badges may look slightly deformed.

Price: ⭐ ⭐ ⭐ ⭐ ⭐

art card + lamination

Strength: ⭐ ⭐ ⭐

The extra layer of lamination significantly increases the strength of the material. We put the badge to the test and it was tear-resistant! It can withstand tugging and pulling, however, using a large amount of strength may still cause it to tear. But who would do such a horrible thing to their own name badge, right?

Water Resistance: ⭐ ⭐ ⭐ ⭐ ⭐

Any liquid spillage would just roll off the surface because of the double-sided lamination. You won’t have to worry about clumsy guests anymore!

Rigidity: ⭐ ⭐ ⭐ ⭐ ⭐

This one feels the most firm and rigid. Most of our customers prefer this badge for their professional events as it does not bend or fold easily.

Price: ⭐ ⭐ ⭐

pp synthetic

Strength: ⭐ ⭐ ⭐ ⭐

Looks like paper, strong like plastic. PP synthetic material is able to withstand forceful pulls and is definitely stronger than it looks.

Water Resistance: ⭐ ⭐ ⭐ ⭐ ⭐

Like the laminated art card, this material is also highly water-resistant.

Rigidity: ⭐

Unfortunately, although this material is tear-resistant, it is also quite soft and flimsy like paper. Although it does not crease easily, it feels like it would.

Price: ⭐ ⭐ ⭐ ⭐

pp synthetic + lamination

Strength: ⭐ ⭐ ⭐ ⭐ ⭐

Before we even got a chance to use our full force, the lanyard fell apart before the laminated PP synthetic badge did. Yes, that is how hard it is to tear this one!

Water Resistance: ⭐ ⭐ ⭐ ⭐ ⭐

Rigidity: ⭐

This is extremely flexible and bendy. It also curves backwards slightly as the lamination is only on the front side.

Price: ⭐ ⭐ ⭐

StrengthWater ResistanceRigidityPriceOverall Score
Art Card223512
Art Card + Lamination355316
PP Synthetic451414
PP Synthetic + Lamination551314

All these materials are suitable for the Onsite Badge Printing service at your event, where you can print your delegates’ details in just under 2 seconds. Still can’t decide on a material? Sign up for EventNook’s free consultation and demo here.

If you found this post useful, you may also want to know how to choose the best lanyard clips for your conferences.

How to host an Online Virtual Conference

Image credit: Wikipedia

As fear over COVID-19 escalates and in-person gatherings are discouraged, many event organisers are facing a dilemma between postponing the physical conference VS hosting it digitally through live-streaming platforms.

Are you considering moving your conference online but are a bit daunted at the process?

Though we do not expect online conferences to displace all physical conferences, nor to replace networking of meeting in person, they are definitely a great alternative to be socially responsible and control the spread of global pandemic in 2020. Hosting an online conference can provide alternative benefits, starting with being a cost-effective alternative (cost savings from not having to rent event spaces, hiring staff, and costs associated to travel, food, hotels, and entertainment), increased efficiency (short break-out session instead of lasting an entire day or two), greater audience reach (distance no longer is an obstacle in connecting to more attendees across the globe). That being said, it is also important to recognise that virtual event, just like a physical event, require preparation, planning and preproduction.

In this article, we will take a closer look at how you can host a virtual conference – from the technology required to key steps in putting an actual conference together, as well as, other considerations to be made.

Online Infrastructure

Video Conferencing & Interactivity Tools

Procuring a reliable real-time technical support is essential to a successful online event. You will need to recruit a technical vendor to help you host your virtual event. Depending on whether you would like it to be live or pre-recorded, size of your audience and nature of your conference, your suitable choice of vendor will differ. 

Consider researching and reading up on different options from these providers:

I would recommend doing a features and cost comparison between different vendors. It’s important to look closely on features available, capability on simultaneously connecting all of your attendees, as well as, additional controls like muting. Cost is another factor that should be taken account so you can align your budget accordingly.

To encourage interaction in virtual environment, you might consider integrating interactive Live Q&A tools to your virtual conference – here are some options:

By asking relevant, provocative questions, these platforms help to spark really good exchanges with you audience and promote discussion among your audience.

Registration Site

A website is required for your attendees to register for the virtual conference. It acts as a central repository for all information related to your event. At Eventnook, we can help you build an online registration site, where you can post information on your event with your own branding, collect information from attendees using our forms, access to a secure payment platform (where payment is required), automate email communications with robust confirmation and reminder emails, as well as, secure storage and transmission of your data. 

We are also launching UserRoll to help small to empower medium size online events, courses and webinars with registration and audience management. It also includes features like payment collection if you are selling your events or courses.

Physical infrastructure – Quality gear

You can buy or rent the A/V gear, or seek out an AV production company to assist you. Ensure you have the right hardware to give your virtual conference a professional feel. If you regularly host online events, the former may be cost-effective, otherwise, the latter would be the way to go.

Book a virtual studio or professional green screen studio to record or film the event. Here, you will be able to find sound, lighting, camera, video recording and experienced operators. In Singapore, studio space day rate usually range around SGD400. If you require video camera and operator, the price ranges from SGD300 to 650. Sound recording will set you back at least SGD300.

TEST, TEST & TEST…

I am certain all event organisers can agree that testing is a very important aspect of any event. This too applies for a virtual conference, to ensure that the event is not derailed by technical problems, as far as a controllable situation is concerned. Where possible, plan for a backup software, as well as, any crucial A/V components.

Testing checklist:

  1. Ensure that your event audience can easily log in, view and hear what is happening without lip sync, glitches or interruptions.
  2. Brief presenters or panel on the software and where possible, invite them to be physically present at the recording studio. If some of presenters are joining virtually, do remind them to do several tests on their end.
  3. Check quality of the video and sound and try out the set-up in detail

Challenges of a digital conference

With virtual events, some challenges exist in contrast to a physical event.

  1. Low Audience Retention

Unlike traditional physical events, there would be challenges to maintain engagement with your audience. You are likely to experience an audience with a shorter attention span and lower level of engagement. This makes it so important to plan in a way to stay connected and engaged. Closely planning the virtual event agenda and monitoring the flow of presentation, as well as, volume and tone of presentation would be crucial to retain your audience’s attention. With virtual events, your audience on the other end could be easily distracted, switch to another task, log-off or get away from their laptops.

2. Limited Target Audience

Your target audience outreach would be limited to tech-savvy individuals or people who have easy access to a laptop or internet.

3. Lack of control

With virtual events, you are operating or working with a video streaming platform, whom you are mainly relying on for seamless virtual event streaming with no interruptions or technical issues. There could also be connectivity issues in voice and video lag.

PROMOTION

After all the preparation and considerations, you now have your hardware, software, key speakers, a clear conference programme, and a website (or event page) to guide people to. From now on, your main focus is promoting the conference via all available channels.

For an online conference, you have numerous ways for promotion on a relatively small budget:

  • Social media sites (Facebook, LinkedIn, Twitter – all depending on your audience)
  • Relevant forums where potential attendees might hang out (e.g. a community for tourism professionals where you can promote your tourism conference)
  • Email database, own blogs and press releases

For promotion on social channels, consider a catchy #hashtag you can use whenever you post about the upcoming conference. Word of mouth is a great promotional method so do encourage your speakers to promote the conference to their audience on their own channels. They have a vested interest to do so and able to garner more buzz and interest from their followers.

CONCLUSION

Based on our experience, virtual conferences are definitely less time-intensive and risky as compared to a physical event, but that doesn’t mean they don’t require planning and consume time. A tip from us would be to “Start well in advance!”

Stay safe and take care!