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!

How To Legally Use Free Images From The Internet

You will come across many situations when you will need a beautiful and relevant picture but cannot find one. These are just a few of the many situations:

  • Marketing- When you are promoting a product, service or event
  • Design- Websites and apps
  • Social Media Sharing- When you just want your posts to look nice for your followers

Myth: If it’s on online, it’s free.

DEBUNKED! Many people think that anything that can be found on online is free for use. There are so many images available from a simple search on Google, however, many of them are actually protected by copyright. Infringement of copyright can have both civil or criminal penalties, therefore, it is important to know how to filter the images and look for images that are free to use commercially or non-commercially, so you do not face the risk of copyright infringement.

There are 2 main channels you can use to source for your images, legally:

  1. Google Advanced Search
  2. Licensed websites

google advanced search

Yes, this is the same old Google we all know. However, many do not know Google actually has a way to filter images by usage rights.

Now that you know Google has this function and how to filter your results, make sure you adjust the filter every time you search for an image!

licensed websites

For event planners and marketers, if you have an event and you do not have aesthetically appealing photos to promote your event, you may use these licensed websites to help you find the perfect image. To show you an example, the photos below are the results that turn up when I search for the keyword ‘Awards’ on each website.

Creative Commons (CC)

Result when I search ‘Awards’ on CC Search

“_TXT9911”by Official GDC is licensed under CC BY 2.0

Images from CC are freely available for legal use, sharing, repurposing, and remixing. You won’t have to worry about not being able to find a suitable photo on CC, as they have millions sharing their photos on the platform for all to use!

However, there is one condition of all CC licenses, which is source attribution. You may use the images freely, for any purpose, but do remember that you have to give credit to the people who provided you those pictures.

What is the best practice for source attribution? Here is an example given by CC of an ideal attribution.

Creative Commons 10th Birthday Celebration San Francisco” by tvol is licensed under CC BY 2.0

  • Title? “Creative Commons 10th Birthday Celebration San Francisco”
  • Author? “tvol” – add link to his profile page
  • Source? “Creative Commons 10th Birthday Celebration San Francisco” – add to original page
  • License? “CC BY 2.0” – add link to license deed

You are able to copy a HTML to embed the attribution with license icons in your web page.

Unsplash

Result when I search ‘Awards’ on Unsplash

Unsplash is a a go-to website if you need artsy pictures to use for your blogs and digital projects. You can search the inventory on the website as well as subscribe to receive 10 new images every 10 days, delivered straight to your inbox. All photos published on Unsplash can be used for free. You can use them for commercial and noncommercial purposes without needing to provide credit to the photographer or Unsplash, although it is appreciated when possible.

More precisely, Unsplash grants you an irrevocable, nonexclusive, worldwide copyright license to download, copy, modify, distribute, perform, and use photos from Unsplash for free, including for commercial purposes, without permission from or attributing the photographer or Unsplash. However, this license does not include the right to compile photos from Unsplash to replicate a similar or competing service.

Even though attribution isn’t required, it would be appreciated if you could credit the Unsplash photographers as it provides exposure to their work and encourages them to continue sharing.

Crediting the photographer can be as simple as this:

Photo by [Name with a profile link] on Unsplash

Pexel

Result when I search ‘Awards’ on Pexel

Pexel is very similar to Unsplash. All photos are free to use and modify without attribution. In fact, the Pexels team hand-picks all of the images from other free image sources, including previously mentioned Unsplash. 

However, there are some restrictions that is stated explicitly on the Pexel website:

✕ Identifiable people may not appear in a bad light or in a way that is offensive.

✕ Don’t sell unaltered copies of a photo, e.g. don’t sell it as a stock photo, poster, print or on a physical product without adding any value.

 Don’t imply endorsement of your product by people or brands on the image.

 Don’t redistribute or sell the photos on other stock photo or wallpaper platforms.

These restrictions are in place to ensure due respect is given to the hard work of their contributors.

You may have noticed that the websites have very different images that come up for the same keyword search. Thus, to find the perfect image for your next event, be it a conference, festival or seminar, you can consider using a combination of these websites to find the perfect image!

Check out the sites below to find free images which can be used for both commercial and non-commercial purposes and check out their licenses too.

ISCA SAAC Practitioners’ Conference

Yet again, our partnership with ISCA during their SAAC Practitioners’ Conference held on 29th October 2019 was a huge success!

The conference was joined by many industry leaders, experts and millennials as they define the role of the audit profession in current dynamic economic climate and create new possibilities.

In just under 30 minutes, we managed to check-in and print the name badges for more than 300 guests. Our onsite badge printing service provided high quality name badges and its fast-speed put smiles on our delegates’ faces.

In this event, the attendance of delegates also allows them earn CPE points which can be easily tracked using our comprehensive and flexible registration software.

If you have an event like this and would like us to help, drop us an email at hello@eventnook.com!

EventNook started with a humble beginning in 2012 to make organizing events easy and hassle-free for event organizers. Here, we are building the world class innovative event management platform by simplifying and redefining the old event management process with innovative solutions and leveraging on world class cloud and mobile based technologies. We have grown our business organically from serving a couple of events to thousands of events over 20 countries. We build our business from the ground up with one event at a time and we take pride in delivering great event experiences and make events inspiring.   

FUTR Asia Summit 2019

From 16-17 October 2019, FUTR held their inaugural FUTR Asia Summit in conjunction with the Infocomm Media Development Authority’s (IMDA) SG:D Industry Day and Singapore Business Federation’s (SBF) Future Economy Conference and Exhibition.

FUTR Asia Summit hosted a curated programme of insightful conference sessions, immersive showcases, deep drive round-tables and workshops and a curated exhibition of solution providers, to ensure businesses are prepared for the future of consumer-facing commerce.

The event received over 200 cross-industry speakers from a wide range of sectors sharing knowledge, experiences and insights, and housed highly-curated exhibitions and interactive showcases for delegates to immerse themselves in the future of retail, marketing and commerce.

There were many break-out sessions during the event. However, EventNook was able seamlessly to handle the large crowd with the multi-session check-in feature in our registration software.

Our EventNook Kiosk application was easy to use even for the part-time registration crew. The organisers did not worry about the registration and could focus on ensuring the success of their entire programme.

We would like to congratulate FUTR on their success and are honoured to have contributed to a digital and forward-thinking event.

If you have an event like this and would like us to help, drop us an email at hello@eventnook.com!

EventNook started with a humble beginning in 2012 to make organizing events easy and hassle-free for event organizers. Here, we are building the world class innovative event management platform by simplifying and redefining the old event management process with innovative solutions and leveraging on world class cloud and mobile based technologies. We have grown our business organically from serving a couple of events to thousands of events over 20 countries. We build our business from the ground up with one event at a time and we take pride in delivering great event experiences and make events inspiring.