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.

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.

Onsite Name Badge Printing Support for Events using 3rd Party Registration Platform

EventNook SMART Check-in and Badge Printing

Are you looking for onsite badge printing software or service that works with events hosted in your own internal registration system or 3rd party registration platform such as Eventbrite, CVent, Aventri, Google Form, etc.?

Yes, EventNook has been supporting customers who already have their own online registration system with our onsite registration and instant badge printing solution since we provide onsite only service even though the event organizers do not use EventNook online registration and ticketing for pre-registration. Let your own existing system handle attendee registration and ticketing while EventNook will take care of comprehensive onsite solution with badge printing requirements.

Please take a look at this quick demo of our onsite Badge Printing with QR code check-in scan. The check-in and badge printing takes 2 seconds to register for a guest.

Here is an overview of how we can support Eventbrite events with our onsite only solution.

  1. Registration Data Transfer from Eventbrite to EventNook – we can easily import registration (guests list) from Eventbrite to EventNook with bulk registration upload via excel (csv) to our system. Learn more about Bulk Attendees Registration Upload.
  2. Supporting QR Code from Eventbrite ticket – Our system can also recognize the QR code ticket issued from Eventbrite as we have an option to accept Eventbrite Barcode ID as ticket ID.
  3. Reminder Email Blast as an option – Once registration is uploaded, EventNook system also has an option to send out a personalized email to all attendees uploaded with the attached QR Code ticket in the email. You can use the feature as an Event Reminder email to attendees with the QR Code ticket attached.
  4. Custom Badge Design – We provide different types of badge printing material such as Sticker Label, Art-Card paper, PVC card, and Fabric material according to the customers’ needs. Our team can work with you for the customization of brand design in the badge template. [Some examples of custom badge design]
  5. Walk-in Registration – For last minute walk-in guests, our onsite registration and mobile check-in app provides a registration and print a name badge immediately.
  6. Guest Name Changes and Reprinting of Name Badge – There will always be substitution of guests or changes with guests’ particular and our registration platform allows to edit details and reprint the badge immediately.
  7. Onsite Comprehensive Setup, Equipment Rental, and Technical Support – We provide comprehensive onsite service for the customers organising a major important event which require comprehensive package. Organisers will not need to worry about pieces of equipment, printing materials, technical setup and troubleshooting at the event day as well as product training to temp registration staff.
  8. DIY with your own equipment – And we also provide onsite badge printing solutions to customers who have their own equipment or prefer to invest in equipment for regular or multiple events usages. They can simply use our software service for managing the onsite hassle-free badge printing app service.

If you have an upcoming event or want to find out more about how we can help your team, please contact us for a free consultation and Live demo – https://overview.eventnook.com/p/contactus

To know more about our onsite badge printing software and service, please go to

https://overview.eventnook.com/p/badgeprinting

About EventNook

Event Management Software company based in Singapore which allows event planners and event organizers to manage events registration and ticketing operations smoothly and efficiently. With our easy to use event platform, users can set up a professional looking event website, registration form and online payments with a few clicks and launch online registration and ticket sales immediately.

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 21 countries and counting. 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.

 

What’s QR Code?

Scan this QR code for URL information

QR Code (abbreviated from Quick Response Code) is quite similar to a barcode which contains machine-readable data (alpha numeric A123456 like ID or characters). Unlike a regular barcode, QR Code is two dimensional, i.e. it contains information both in vertical and horizontal directions (black dotted within square shape) therefore, it can contain a lot more information.

The limitation of barcode is that it can contact only simple and short length of limited characters like 10 digits such as Product ID (For example, A0001). Since QR code is two dimensional, it can contains up to 4290 alphanumeric characters. Because of this capability, it opens up for various use cases creatively in our daily life and replacing barcode.

That’s why we can use QR code for sharing information such as Website URL in product brochure or promotional flyers, Person’s e-Business card in QR code, etc. by interacting with our mobile phone camera ability to scan QR Code.

Nowadays, most events use QR Code for various reasons.

Using QR codes at conferences and other events

  • QR Code as an e-Ticketing sent via email or SMS which save time for collection of physical tickets when people purchase tickets online for events and activities. The organizers can easily scan QR Code with an event app like EventNook Kiosk Check-in to control admission and onsite registration. See the sample video below.
Smart check-in with QR Code
  • QR code to drive ticket sales and registration – The event website can be shared as QR Code in promotional flyers and road show promotion to allow people easily scan QR code and visit the event website to purchase tickets
  • Share the event information such as speakers, agenda, map, etc. via QR code
  • Print QR Code in name badge to share e-business card in the event. See the sample picture below.
Conference Name Badge with QR Code

About EventNook

Event Management Software company based in Singapore which allows event planners and event organizers to manage events registration and ticketing operation smoothly and efficiently. With our easy to use event platform, users can set up professional looking event website, registration form and online payments with a few clicks and launch online registration and ticket sales immediately.

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. 

Success Story of EmTechAsia Conference Registration

credit source: EmTechAsia Facebook

EventNook helmed an end to end conference registration management and guest check-in process for the major technology conference EmTechAsia 2019 on 22-23 Jan 2019 at Marina Bay Sands which saw the Marina Bay Sands Expo and Convention Centre. The two-day conference was attended by over 700 industry professionals from 30 countries. The event showcased a curated list of 50 of the world’s most influential leaders and innovators who discussed how emerging technologies will influence industries related to artificial intelligence, robotics, sustainability, blockchain, bioengineering, social media, education, virtual reality, and 3D printing. (Ref. http://emtechasia.strikingly.com/blog/emtech-asia-delves-into-the-impact-of-technology-on-life-and-the-world-around-us)

Requirements and Challenges from Conference Management Team

  • Require a very simple and easy registration process for delegates to register the conference
  • Managing registration for different types of delegates such as Delegates, VIP, Sponsors, Speakers, Exhibitors, Local and International Guests
  • A hassle-free online payment and automated invoicing for collecting conference registration fee for different type of delegates
  • An efficient way to automate registration confirmation and communication for event details
  • A seamless and real-time onsite registration process
  • A fuss-free onsite badge printing
  • An app for exhibitors to capture sales leads and business contacts of delegates (Lead Retrieval App)

EventNook provided an innovative event management solutions with our online and mobile-based event technology to manage conferene delegate pre-registration and event day onsite guests management. Our system allows for real-time attendance tracking as well as the synchronisation of attendance information between devices.

Services provided:

Benefits

  • Very simple process for guests to register the conference and make payment which increases registration and ticket sales
  • Great experience for guests – average waiting time – less than 1 minutes even in peak hours
  • No mess for finding badges and registered guests. Guests can check-in with smile and it creates great impression together with high profile conference
  • Team can manage the major conference with small team and high productivity

EmTechAsia team also adopted the environmental friendly badge printing which doesn’t require extra plastic (PVC) badge holders. The badge is designed with perforated art-card and a hole for lanyard clip to avoid having traditional plastic badge holder.

Environmental Friendly Badge (Sample)

Eventnook congratulates the organising team from EmTechAsia Conference on the resounding success of the event. It surely has left a mark on the technology innovation in Singapore and Asia.

Onsite Registration and Badge Printing
credit source: EmTechAsia Facebook

About EventNook

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 20countries. 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.   

Streamlining Registration Process for FIRST Industry Workshop 2018

A few days back, EventNook has supported the FIRST (Fostering Industrial Research Success Together) Industry Workshop 2018 at Singapore University of Technology and Design.

FIRST workshop was first held in 2016 to foster collaborative research and forge ties between industry and academia. Some of the keynote speakers are Mr David Dutton, Chief Executive Officer of Silvaco, Inc and Mr Russell Tham, President of ST Engineering. There were also Panel members from Government, Trade Association and Academia.

This year, Singapore University of Technology and Design has adopted an event management software as a more innovative way of managing large crowd by making registration easier, smoother and faster for attendees. Expecting over 800 attendees at the event, EventNook assisted to streamline registration process which enable each attendee to check in as well as having their badge printed within seconds.

Many organisations are starting to recognise that streamlining registration process at events significantly reduce the time it takes to check-in attendees and provides a better experience for them. This in turn will help the attendees to develop a positive impression of the event and the organisation.

About EventNook:

EventNook is an Event Management Software that allows Event Organisers to create their own mobile friendly registration micro-site for attendees to register, QR Code e-ticketing to check-in attendees on the event day as well as badge printing.

Contact us:
Email: hello@eventnook.com
Phone: +65 6681-6571
Twitter: https://twitter.com/eventnook
Facebook: https://www.facebook.com/eventnook/
Google+: https://plus.google.com/+Eventnook/

7 Tips To Plan Your Event Successfully

Planning an event can be stressful as there are many details Event Organisers need to consider with a tight timeline. Here are 7 tips we would like to share on how to go about to plan events more successfully.

1. Decide on the Agenda and Format of the Event

First and foremost, Event Organisers will need to set the goals to achieve by the end of the event as well as the format is taken. Be it from conferences, trade shows to shareholder meetings. It is important to understand the format of the event as the details and tasks to be completed differs greatly from one event to another.

2. Create Shared Documents

With technology advancements, there are many platforms available now that allows multiple users to collaborate and work on the same document. Having shared documents are extremely useful as event planning usually involve a lot of people. By allowing multiple users to work on the same documents will allow the entire event planning team to be on the same page and communicate more effectively.

3. Have Clear Deadlines

Due to the huge amount of workload and tight timeline to plan for the event, it is important to have clear deadlines on the tasks to be completed. This ensures that the entire planning team is advancing at a good pace and put together everything before the actual event day.

4. Delegate Tasks

Effective delegation of tasks is critical to the planning process of an event as it ensures utilisation of each team member’s specialisation and prevents burnouts. Hence it is important to have departments such as logistics, marketing and programmes to delegate specific tasks to these different departments. This will ensure the effectiveness of the entire team as they focus on their own area of specialisation and not be overloaded with too many tasks.

5. Engage an Event Management Software

Many Event Organisers are increasingly finding event management software attractive. Event management software such as EventNook streamlines the registration process for events by enabling Event Organisers to create an online registration event page within minutes and allowing attendees to check-in easily using QR code. The biggest benefit Event Organisers will receive must be the amount of time and money saved!

6. Have a Contingency Plan

In events, it is extremely important to have a contingency plan as there may be unforeseen circumstances during the event. Hence, having a contingency plan will help Event Organisers be prepared with alternative solutions to handle issues that may arise on the actual event day.

7. Conduct a run through of the event with the team

A run through should be conducted with the team around 2 weeks before the event to inform them of the event schedule and clear any questions or doubts. This will ensure that everyone is on the same page and understand their roles in making the event a successful one. A run through should also be conducted a few days on the actual venue before the event to ensure everything runs smoothly on-site.

Make them into a Checklist

Try making a short checklist with these tips, tick them off after you completed each of them. After you finish ticking off the 7 tips, you will notice that stress got minimized and productivity increased.

EventNook’s registration software system streamlines the registration process, making it fast, simple and efficient. If you are planning to hold an event, do check out our website for some of the events that we have supported here: http://overview.eventnook.com/p/event-checkin-showcases

 

5 Benefits of Streamlining your Event Registration Process

Registering your event attendees manually can be a tedious process especially if Event Organisers are expecting a large crowd at their event. In this article, we will be focusing on 5 benefits of streamlining event registration process.

  • Cost Saving

Utilising an Event Management Software will definitely reduce the time taken to check in attendees. For example, EventNook’s check-in system only requires about 3 seconds to check-in 1 attendee. As a result, the number of check-in counters and manpower needed will decrease as well, which will help Event Organisers to save cost.

  • Increased Sales due to Easy Registration Process

Upon using Event Management Software, Event Organisers are able to create their own event registration website easily. Hence this makes it convenient for the attendees as they can sign up for the event anytime, anywhere. Attendees are also able to make quick and easy payment online, such as Paypal, which is a more convenient and secured mode of payment. Having an easy registration process will entice more attendees to sign up for the event which will lead to an increase in sales.

  • Improve the Company’s Image

Registration Process is the first point of contact between the attendees and the event. Hence, the attendees experience with the registration process will form the first impression they have of the event. By engaging event management software will definitely create a smoother and faster registration experience for attendees, which will reflect well on the company’s image.

  • Event Organisers will receive the latest updates of the event

With Real Time Reports, Event Organisers can easily obtain relevant data such as number of attendees who registered for the event, actual number of attendees that came for the event and amount of revenue earned from Event Management Software. Not only are the data more accurate, it is generated automatically which will be helpful for Event Organisers as they would not have to fork out extra time to collate these data manually.

  • Event Organisers will have more time to settle other things on hand

From choosing of venue to inviting speakers and sourcing for caterers, there are much to complete within a certain period as an Event Organiser. Hence by streamlining registration process, Event Organisers are able to free up more time to settle other details needed to run the event. For example, here at EventNook Event Organisers can create an event registration page easily within minutes and attendees will be able to register through the website immediately. Event Organisers can log in anytime to monitor the number of sign-ups and obtain relevant information easily.

EventNook’s registration software system streamlines registration process, making it fast, simple and efficient. If you are planning to hold an event, do check out our website for some of the events that we have supported here: http://overview.eventnook.com/p/event-checkin-showcases

How Many Check-In Counters Do I Need?

This is a question many Event Organisers ask themselves when planning for on-site check-in of their event. In this article, we will be focusing on different scenarios to give some insights into this matter.

First and foremost, before determining the number of Check-In counters needed, there are certain information Event Organisers need to know.

1. Number of attendees expected to check-in.

2. Time given to check in all attendees. (For example, within an hour)

3. Whether other on-site elements are involved such as badge printing or giving out of event materials.

4. Whether the event require 1–2 extra counters to cater for different groups of people such as walk-ins and VIPs.

These information will help to derive the number of check-in counters needed for the event.

EventNook’s registration system software allows attendees to check-in with a scan of their QR code or by searching for their name. It is a fast and easy process that requires only about 3 seconds. If other on-site elements are involved such as badge printing or giving out of event materials, it will only take another 4–5 seconds longer.

Here is a table of our recommended number of check-in counters for events with no other on-site elements involved.

On-Site Check-In

From the table above, the 2 main factors that determine the number of check-in counters required are (1) number of attendees and (2) registration period. The average time needed to check-in per attendee is 3 seconds. Hence, typically one counter can check-in at least 10 attendees per minute and 600 attendees in an hour.

Other factors to consider include presence of other on-site elements such as badge printing and whether to set aside extra counters for walk-in registration.

On-Site Check-In + Badge Printing

From the table above, the 2 main factors that determine the number of check-in counters required are (1) number of attendees and (2) registration period. The average time needed to check-in per attendee with on-site badge printing is 7 seconds. Hence, typically one counter can check-in at least 6 attendees per minute and 360 attendees in an hour.

Check out the video below to see a demo of our check-in process:

EventNook’s registration software system streamlines registration process, making it fast, simple and efficient. If you are planning to hold an event soon, do check out our website for some of the events that we have supported here: http://overview.eventnook.com/p/event-checkin-showcases

About EventNook:

Event Management Software company, EventNook is an online event registration & ticketing platform where organisers can set up and customise their very own event page. Through it, organisers can collect attendees’ information and their payment using a real-time dashboard. Features such as Automated Email Confirmation and QR Code Check-In make the job of event organisers much easier and more efficient. Recently, EventNook launched an Event Venues Directory which provides information on more than 5,000 venues in Singapore, Thailand, Malaysia, Myanmar and Hong Kong, making one of the best places on the web to look for venues in South East Asia.

Contact us:
Email: hello@eventnook.com
Phone: +65 6681–6571
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