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.
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.
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.
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
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.
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
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.
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
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.
Choosing the right type of printer for your event can be challenging as many factors come into determining which qualities will be the most valuable for managing your event.
Before deciding on which printer to utilize for your event, first you want to decide what kind of name badges you want to supply for your event. Do you want paper name badges? Or more durable PVC cards? Do you want to print postcard sized cards? Or smaller ID sized cards?
Look no further, because this article is written just for you!
Plastic (PVC) Cards vs. Paper Cards
Nature of your event: Printing on plastic (PVC) cards produces more durable name badges that attendees can retain as a keepsake even after the event ends. This can be suitable for notable events, such as concerts, seminars, conferences or trade shows, where PVC cards also add to the excitement of the event. For corporate events such as business conferences or shareholder meetings, PVC cards result in a more professional appearance.
Duration of your event: For events that last more than a day, printing on more durable PVC cards will be more beneficial to you as an event organizer and for attendees as well. This reduces the risk of damage that attendees can cause to paper name badges, such as creases or getting it wet. Thus, printing on PVC cards can help you avoid having to reprint cards. This also diminishes the necessity of having to purchase plastic badge holders to protect your name badges. You can simply punch a hole in your PVC cards, attach it to a lanyard, and you’re ready to go!
Larger-sized Name Tags vs. Smaller-sized Name Tags
Visibility: For large events, printing on larger-sized cards can help security details as the card allows for easier identification from a far distance. For event organizers, printing on larger-sized cards also allows for easier identification in case attendees need to be separated into groups, and helps the event management team to recognize when an attendee is in the wrong area and needs to be re-directed to the right place. One more advantage is that you can easily market your event or brand name! The larger your company logo or event details are visible, the better.
Cost-effectiveness: Smaller-sized cards can be the more economical choice for planning low-budget events. They take up less ink for printing and are also more portable. On the other hand, small ID-sized cards can also be more suitable for trendier and upscale events as smaller cards will look more sleek.
Now that you’ve decided on the type of name badge you want to print, let’s move on to selecting the right printer to meet your needs!
Types of Name Badge Printers
Brother QL-720NW Printer
This professional, high-speed label printer comes with built-in ethernet and wireless networking, perfect for printing cost-effective paper labels! It can print up to 93 labels per minute and in high resolution (300 x 600 dpi). The printer uses direct thermal printing mechanism with easy drop-in tape rolls, which means that no ink or toner is required. However, this also means that the printer can only print in black. The machine is simple to use and automatically recognizes the roll size and adjusts the label template accordingly. It also has an automatic cutter. Not to mention, it’s exceedingly portable!
Recommendations: We recommend this printer for hosting simple events. This is one of our most frequently rented printer as it is extremely portable, easy to set-up, and cost-effective. One method our clients have utilized this printer is by sticking the name badges generated by this printer onto pre-printed badges that feature the event details. This cuts down printing time, money, and reduces the attendees’ wait time immensely!
Max label dimensions: 2.4″ x 3″ | Printer dimensions: 5″ x 9.3″ x 6″
Zebra ZD500 Thermal Transfer Desktop Printer
This printer is ideal for small-label printing of text and graphics. It prints on event badges (it can print two-sided badges too!) which feature precision perforations between each badge, allowing for easy separation for speedy badge assembly. It can also print labels on wristbands. It can print up to 4″ per second in high resolution (300 dpi). The high-resolution printer is also compact, making it easily portable, manageable and maintainable from any location.
Recommendations: We recommend this printer for large-scale conferences and exhibitions since it supports fast-speed label badge printing. Labels generated by this printer can be customized for various sizes (4″x 3″, 4″x 6″, etc.) with folding and perforated as well as pre-designed sponsor logos. The printer’s flexible printing abilities also allows it to print on wristbands, which will be suitable for events such as music festivals, as well as personalized tickets.
Max print width: 4.09″ | Printer dimensions: 7.5″ x 7.6″ x 10″
Epson Color Inkjet Printer
This compact, wireless printer is perfect for printing colored name badges that can fit into A6-sized name badge holders. The printer is able to print in very high resolution (5760 x 1440 dpi) and at a high speed of 27 badges per minute! However, it’s larger dimensions make it less portable than the Brother and Zebra printers. As it is a full color printer, it also requires the understanding of replacing cartridges.
Note: When selecting your inkjet printer, make sure that it can be adjusted to print on A6-sized paper! We use the Epson Expression Home XP 245 for our events.
Recommendations: We recommend this printer for major events, such as conferences and exhibitions. It is compatible with high-quality colored printing on thick paper stock. The comprehensive printing capabilities of this printer result in more impressionable name badges that can add a special feel to events. This would be a great alternative to supplying more professional-looking name badges at a cheaper rate than PVC cards.
Label dimensions 3.4″ x 5.2″ | Printer dimensions: 15.4″ x 11.8″ x 5.7″
Evolis Primacy Card Printer
If you’re looking to print PVC cards, this printer is for you! The Primacy printer is very fast, powerful, efficient, and is adapted to printing in batches as it personalizes cards in record time: it can print 225 multi-color cards per hour and a staggering 1,000 monochrome cards per hour! It can also print double-sided. The large capacity of the feeder and hopper can each hold 100 cards, which reduces the frequency of reloading cards. Finally, the Primacy printer prints your cards in a high photographic resolution (300 x 600 dpi for color printing and 300 x 1200 dpi for monochrome printing).
Recommendations: We recommend this printer for corporate events, or small to medium-capacity special events. Because of the durable nature of PVC cards, you can simply punch a hole through it and attach it to a lanyard! Although PVC cards might be a little bit on the costly side, the VIP event experience that it offers attendees surpasses the extra cost.
Card dimensions: 3.375″ x 2.125″ | Printer dimensions: 9.72″ x 8.07″ x 14.99″
With many different types of printers in the market, finding the right printer to fit the needs of your event can be a challenge. Please don’t hesitate to reach out to us for consultation when planning for your event! You can also learn more about our event badge printing service here.
EventNook is an online event registration & ticketing platform where organizers can set up and customize their very own event page. Through it, organizers 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 organizers 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 it one of the best places on the web to look for venues in South East Asia.
Are you looking to compare EventNook vs Eventbrite or whether EventNook can be the best alternative to Eventbrite?
Full Disclosure: We may be biased as this article is written by EventNook team.
Both platforms are competitive and great. However, there are also PROs and CONs of both platforms since they have different focuses in terms of events and customer segments.
Eventbrite is popular in serving all kinds of small scale communitiy driven events organized by individual or ground-up communities. According to their website, Eventbrite serves over 2 million events held per year.
On the other hand, EventNook is geared more toward facilitating the needs of Business and Professional event teams which are managing important business critical events or medium to large scale events, because organizing and managing business critical events is not the same as smaller scale communities driven events.
Here are a few important things which can give you a quick understanding of the differences between EventNook and Eventbrite.
1. Customer Focus : Individual VS Business/Team
EventNook focuses on building its capabilities and services toward meeting the needs of Business and PRO-Event Teams which are managing Medium to Large scale events in terms of size and complexity. However, you can absolutely make use of EventNook for smaller scale events too.
Here are a few examples of the different type and nature of events helped by Eventbrite Vs EventNook.
Registration for a casual entrepreneurship talk or networking events for a community VERSUS a business leadership conference by an institute or government
Registration for a Ladies night dinner / meetup event VERSUS corporate awards ceremony & Gala dinner
Registration for a biking activity for a small group VERSUS large scale marathon sport events
Registration for a meetup gathering for photography hobbyists VERSUS a regional corporate meeting and incentive trip
Example of some of Eventbrite Events
Example of EventNook Featured Event and Case Studies
2. Free vs Paid Service
EventNook is a PAID subscription event service and it charges fees for both free and paid events. However, Eventbrite is a FREE platform to host for free events.
A lot of our business customers organize internal or public events, and some of them are fairly complex and large scale. For example, a Business Leadership Conference with 3,000 attendees. The event management team can make use of EventNook’s platform and its services to simplify the registration logistics and event management.
If you are organizing a casual entrepreneurship talk or a FREE small scale networking event, you can probably use either Eventbrite or EventNook. Eventbrite may even be preferable since it is FREE for free events. However, if you organize a business leadership conference by an institute, the event team will most likely prefer to use EventNook for its complete and flexible packages offered to Business and Event teams.
3. Flat commission fee VS Lower commission fee
EventNook charges significant lower commission fee of 1% + $0.30 /ticket while Eventbrite fee is 2.5% + 0.99 /ticket. For medium to large scale events, the organizers will save significant cost with EventNook.
Let’s say 1000 tickets are sold at $200 each, the following is the comparison of the costs from each platform.
EventNook Fee: $2,300
Eventbrite Fee: $5,990
4. Social Communities VS Private
EventNook does not force attendees or registrants to sign up for an account or login at EventNook. On EventNook’s platform, attendees are not subscribed to its marketing and event promotions emails. Attendees will only receive emails or communication messages related to the events they have registered for such as confirmation email, reminder email or event updates from the organizers.
On the other hand, Eventbrite platform promotes recommendations of events to users and attendees based on their account profile and it sends promotions of events which attendees might be interested.
5. End-to-End complete services
If you are organizing large scale trade-show or business conferences and you wish to streamline online registration to onsite management, EventNook offers the complete solution including onsite technical support and training for your event team.
Please have a look at the following video showing how our fast and easy mobile check-in and instant badge printing can help your next business event for faster onsite registration and create greater experience for your audience.
For more information about our badge printing service, click here.
Eventbrite offers similar check in management solutions but as of now, they do not provide instant badge printing service offered on their app. It has other features like onsite ticket sales from the app while EventNook does not offer ticket sales within the check-in app.
6. Event Page vs Event Micro-Site
Eventbrite’s registration site features a single page design with other featured similar events in the page to encourage users to browse more events. On the other hand, EventNook registration site is more exclusive and it provides a micro-site to publish detailed event information with multiple pages.
Example of Eventbrite Registration Page
Example of EventNook Registration Micro-Site
7. Brand Customization
EventNook has served many international brands such as popular luxury retail brands, consumer products, etc. If you require an event registration site with your own brand experience, EventNook can offer extended brand customization service with an exclusive look and feel.
If you would like to know more about what we can offer or make easy for your events, just drop us an email (email@example.com) and we would be glad to serve and be a part of your great events.
We are based in Sunny Singapore and we have been serving events from Singapore, Malaysia, Myanmar, Hong Kong, Thailand, Philippines, United States, United Kingdom, Canada, Australia and New Zealand.
EventNook is a leading event technology company in Asia which offers event management platform for end to end registration and ticketing management. We have helped events from Singapore, United States, UK, Malaysia, Hong Kong, New Zealand and Myanmar and assisted major conferences, corporate events, festival events, etc. by providing comprehensive end-to-end event registration and check-in management solutions that integrate online registration and onsite check-ins.
You don’t need to have a technical background to organise a successful hackathon! All you need is some creativity, event management tips and the right attitude!
1. Pick a great theme
You can pick themes that surround a particular technology such as sensor technologies, the Internet of Things or Virtual Reality technologies. Or you could get participants to hack towards achieving a certain goal. For instance, the National University of Singapore organised a hackathon called Commuthon in collaboration with SMRT that was geared towards improving commuter experience in 2014.
Hackers tend to be very forgiving if you are not able to provide certain things at the hackathon as long as you communicate the message to them effectively! What they do expect however is you being able to reach out to them effectively using various communication channels such as social media, e-mails and websites (you should be a master of digital communication). You can use channels such as Techinasia, EventNook, e27, thelist.sg, etc.
Provide ample amount of information, such as getting to the venues and back, changes to the schedule, what to bring and expect, etc. Clear communication sustains engagement.
A venue decision should be made in consideration of sleeping and showering arrangements, connectivity, accessibility, ambience, size, pricing, power socket presence and AV (especially for demos should be functioning). Make provisions for hardware hacks that may require electric testing or isolation.
Make sure to ask for necessary accommodations for people who may be less able to access the venue. Insurance such as against fire and theft, as well as for you as an organiser should be in place and communicated if they aren’t.
Security will also be important especially since people will be bringing expensive valuables like laptops and perhaps their own high-tech toys. While participants have the responsibility to take care of their own items, prevention is better than cure and you wouldn’t want a lost item to ruin your event.
Sponsors can come in the form of a venue sponsor, food sponsor, prize sponsor and more! However, sponsors tend to expect to have some airtime to pitch themselves to your attendees. The more sponsors you have, the more likely will your event be overrun by corporate messaging and in-your-face advertising. As an organiser, you need to be able to balance both. Try to help your sponsors be relevant to the hackathon. Find sponsors that can provide useful APIs or deploy experienced staff to serve as judges so that they can boost their brand in a less intrusive way.
Check for clashes. Don’t organise a hackathon on the day of another prominent startup weekend in the vicinity. Many hackers tend to be very active in attending hackathons and you will significantly reduce your turnout if there are clashes.
Try to organise your hackathon over the weekend to maximise turnout as most hackers are full-time employees or entrepreneurs as well!
Over-order on food especially if it is an overnight event. When these hackers are in the zone, eating becomes last on their priority and making sure that there is ample amounts of easily accessible food is important to prevent any health mishaps. It helps greatly if the food you serve is easily eaten as well! Avoid soupy or dripping stuff to lighten your cleaning upload later.
Check for special dietary requirements as well during registration for the event.
Wifi should be able to accommodate at least 4 devices per person, there should be minimal firewalling and malware checks, and you should have backup ethernet and cables available in case of a wifi unavailability.
Organisers should also make sure to absolve themselves of liability if there should be intrusion caused over the network and individuals should secure their own devices.
Check the APIs beforehand, make sure they are available in at least 3 major languages and get technical people to present them because questions will be highly technical. Make sure to compile comprehensive API documentation for the convenience of the attendees.
9. Pay attention to negativities in the room
Any discriminatory language, bitter feelings, cheating, etc. should be put to a stop before they grow out of hand. This requires the event organiser to be on their toes in making sure they can pre-empt and mitigate issues on the event day.
There should be a conducive and collaborative atmosphere in the room. Some form of respect for privacy is appreciated and make sure to encourage spontaneity and fun as well!
10. Hack submissions
Make it as easy and straightforward as possible. You can check out some third-party services like Hacker League, Hackathon.io, or WeHack.it to help you organise submissions.
Make sure to test run the AV equipment required for effective demos. Technical glitches at a hackathon filled with technical experts just do not speak well of your event.
Event Mangement 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.