EventNook empowers Google For Indonesia 2022 with onsite registration management

Google for Indonesia is back in its seventh edition on 7th December 2022, and this year it is held as an in-person event and through online streaming. The event brought industry leaders, educators, and several ministers in Indonesia on how to innovate together and take advantage of the best technology from Google to support Indonesians everywhere through various programs and initiatives.

EventNook was tasked with helping to streamline the onsite registration process for more than 3,000 attendees. The event required onsite registration and badge printing for all attendees, which had the potential to create long lines and delays. EventNook Kiosk Smart check-in with QR Code, instant badge printing, and comprehensive onsite administration tools make the registration process fast, smooth, and seamless.

Watch a quick snapshot of an Onsite Registration Process

Challenges:

  • A fast, smooth, and well-organized registration process is critical for Google to reflect its top global brand image and the first impression for an entire event experience.
  • Onsite registration and badge printing for 3,000 attendees could be time-consuming and create long lines. All guests must be efficiently checked in within 45 to 60 minutes before the opening speech.
  • The registration process needed to be efficient and seamless to provide a positive experience for attendees
  • The event organizers needed a reliable and user-friendly system to manage onsite registration and badge printing.

Solution:

We supported our client WeAreMCI – MCI Group in implementing an onsite event registration and instant badge printing system. The system included tablets for attendees to self-register and print their badges on demand. The tablets were equipped with QR Scan to verify the guest and validate identity. Attendees simply scanned their tickets and ID, and their badges were printed immediately.

We provided the badge with a tear-resistant, stylish, and environmentally friendly badge. It saves the requirement of having a plastic badge holder and an extra 1 minute per guest for inserting the badge into the plastic holder.

Our eventnook team with the event team to take the lead on setting up the registration counters and coordinating with the event team for the event day registration flow and planning.

Results:

  • The onsite event registration and instant badge printing system was a success, with 95% of attendees completing the registration process in under 2 minutes without waiting time.
  • The system was user-friendly and efficient, with minimal delays or issues.
  • Attendees reported a positive experience with the registration process, with many noting the convenience and speed of the system.
  • The event organizers smoothly managed onsite registration and badge printing, with minimal staff required to assist attendees.

Conclusion:

By implementing an onsite event registration and instant badge printing system, the event was able to streamline the registration process and provide a smooth and seamless experience for attendees. The system was efficient and user-friendly and significantly improved the registration process.

About EventNook

EventNook is based in Singapore, and we are one of the leading event technology companies in Asia. Our mission is to continue to build a scalable event management platform by simplifying and, in many ways, redefining the old event management process. We take into account every event we have assisted in managing, and using this insight, we have optimized our use of the latest innovations in cloud and mobile technologies. We have empowered event organizers and planners to create a successful series of events.

If you are looking for an event technology and registration solution partner to organize your next major event, drop us a note. Our event success team will be glad to assist your school events successfully. Learning more about EventNook – https://www.eventnook.sg

Best Practices for Protecting cUSTOMER DATA FOR Event Team

Your team security is as strong as your weakest link.

The security and safety of customer data will be of utmost importance for building a trusted relationship with your customer and audience.

An organization committed to the safety of its customer data starts with a simple good habit and regular check-ups. It must be an intentional discipline to achieve it, similar to customer satisfaction and high standard in the team.

The checklist that requires habit for an event team

#PracticeCompliance Requirement
1Use a strong password to access the company tools and services avoid using simple passwords such as password123100%
2Use a strong password to access the company tools and services. Avoid using simple passwords such as password123100%
3Never leave the computer or devices open ( without locking the screen) when you are away from your desk. This especially happens a lot with onsite at the event venue.100%
4Device Lost – if you lost the device that has access to the company data, immediately inform the company to lock the device, remove the key from the device, and change the Password immediately.100%
5Avoid Saving Passwords for sites that have sensitive customer data.100%
6Be Careful installing 3rd party plugins that track or steal your credential (such as username/password) and customer data. E.g., Gmail plugin, Chrome plugin, etc., especially the plugins that are not legitimate and collect data secretly.100%
7Regular Cleanup – safely remove the temporarily downloaded customer data (excel / CSV) in your local devices/laptop for technical and customer support. It’s usually downloaded to the Download folder / a drive on your devices100%
8Use 2FA Authentication wherever available100%
9Use a Secure and legitimate VPN service. If you need to use the VPN, be careful using some free VPN services that may collect your data.100%
10Avoid sending or transferring the customer data via Chat services such as WhatsApp / Telegram, etc.For the data transfer for work purposes, strictly use the company email provided by the companyAvoid using the personal email for all company matters100%
11Avoid sending the excel sheet without password protection (For data such as the customer’s registration data that requires PDPA compliance and avoid breaching)100%
12Avoid sending the customer data to a non-authorized person from the customer team and without verification. When the data is sent, the company email must be used to transfer the data.100%
13Avoid sharing the username and Password when you need to share the username and password login access. Instead, send the username and Password in a separate communication.100%
14Keep up-to-date software updates for your devices with the latest security update and patches100%

Work Collaboration and Document

#PracticeCompliance Requirement
1Use Google Drive for all work documents.
When the file is shared, try not to share it as public unless it has no important data. Share it to only people who are involved. 
100%
2If the cloud PC is provided for work, all work must be done in the cloud PC.100%
3If the mobile device is provided for work, all work activities and apps such as Gmail, Chat, etc must be done on the company device. 
If you have to use personal device, ask approval from the company for accessing the company works from your personal devices.
100%

Onsite Event Support – Best Practices

#PracticeCompliance Requirement
1the items above – 100%
2Shred the paper that has all personal data information such as guest list after the event is over100%
3Log out from all websites, apps, and tools after the event.

The rental laptop and mobile devices must clear all the cache in the browser and log out of all the event apps and administrative websites properly.
100%
4Change the Password – if you have given your Password to external temp staff/event team members100%
5Never give your admin password that has access to all other customer data for support to external temp staff100%
6Suppose you signed an NDA confidentiality agreement with the customer. In that case, you must get the temp staff or external contractors to sign the NDA for event support or brief them on the requirement of data confidentiality.100%

About EventNook

EventNook is based in Singapore, and we are one of the leading event technology companies in Asia. Our mission is to continue to build a scalable event management platform by simplifying and, in many ways, redefining the old event management process. We take into account every event we have assisted in managing, and using this insight, we have optimized our use of the latest innovations in cloud and mobile technologies. We have empowered event organizers and planners to create a successful series of events.

If you are looking for an innovative event platform to organize your school activities, drop us a note, and our event success team will be glad to assist your school events successfully. Learning more about EventNook – https://www.eventnook.sg

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.

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.