The Dawn of the Future: Appraising Facial Recognition as an Event Technology

Facial recognition is a biometric technology that mathematically stores an individual’s facial features. This allows the technology to identify a person in live video or digital images without any other information. With this, your facial features become your digital fingerprint. 

Our clients never fail to ask us this question: “How do you ensure that our data is privately secured?” Being event organisers, they not only value the efficiency and convenience of technology, but also realise the threats it poses to the privacy and freedom of its users.

Our company currently uses the QR code check-in system which enables automated and instant self check-in. In the meantime, we are also actively hunting for a diverse range of check-in methods, including facial recognition.

The use of facial recognition has been gaining momentum in the last few years. Some common examples include tagging a friend on Facebook, unlocking your phone with Face ID and airport customs inspections. The biggest advantage of Face ID would be the speed of the check-in process. However, at the heart of the debate, some concerns regarding the consensus among users and algorithmic biases are raised.

Facial data as sensitive data, whose responsibility is it?

EU’s data protection regulation has defined sensitive data to be “Data about an individual’s race and ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, health information as well as genetic and biometric data”. Thus, facial data of all people is sensitive data, which calls for an even higher level of protection. This requires all companies to be aware of their responsibilities when producing, disseminating and applying users’ data, and to pay attention to the following aspects: How can they obtain users’ consent in a transparent way? Is the facial recognition software inevitably accompanied by the issue of algorithmic bias?

Consent

Usually, event companies will ask the users to upload their headshot in order to later identify them at the check-in point. Once they upload their headshots, it is considered that they have yielded their consent. However, the decision power of consenting is not on them all the time. Some events provide guests with the option to check-in using other methods, such as QR code or manual registration, and attendees can choose to upload their headshots or not. However, for some events, face identification is the only check-in method, which makes it mandatory for any guest to consent to sending out their biometric info. In such a case, it cannot be said for sure that consent was given out of the individual’s free will for the use of their personal data.

algorithmic Biases

“We have entered the age of automation. Over confident, yet under prepared.” – Joy Buolamwini

Part of her research examines how accurate facial recognition software are when examining people with different skin colour and gender. Microsoft has the highest accuracy of 94%. However, all softwares have algorithmic bias that better recognises certain types. For example, lighter males on average have a much better accuracy than that of darker females.

While the biggest advantage of facial recognition in event check-in is its efficiency, some delegates may be stopped at the entrance because the software fails to recognise females and people of colour. This “future technology” then not only loses its advancement but also its credibility of fairness.

Going from here

The future of technology is mostly in our hands. We need to decide for ourselves how we should incorporate it into our daily lives. The event industry primarily works with people, so it should not be a test lab for any technology that is not ready. However, we are confident that AI researchers and developers are doing their best to make the algorithm just and transparent, so we can expect a better future with the facial recognition technology.

Till then, the most efficient and secure method of checking-in would be through QR-code scanning. At EventNook, we make event registration easy with our fast and seamless QR code check-in.

If you like what you read, follow us on FacebookInstagram and LinkedIn to get the latest updates.

How many check-in counters do I need for onsite badge printing?

Say goodbye to pre-printed badges! EventNook’s streamlined check in experience can check in guests, prints badges on the spot and sends guests into your event in a matter of seconds.

You may be asking yourself how many check-in counters you will need for your event. Furthermore, what kind of check-in experience works most efficiently for you?

Experience has told us that during a thirty-minute check in period, one check counter can check in approximately 100 attendees. So, using this information, we can suggest the following:

# of attendees to be checked-in over 30 mins# of Check-in Counters
1001-2
5005-6
100010-12

Here are a couple of different scenarios that can help you gauge exactly what kind of check in experience you need on the day of your event…

Corporate/Government Conferences:

In an exclusive corporate or government conference, you can sometimes expect upwards of a thousand invited attendees. For this reason, you can expect that everyone will be wanting to check in quickly and at around the same time.

Due to the high density of attendees , we suggest that you assign trained registration staff at each check-in counter to ensure efficiency, effectiveness, and a hassle-free check-in experience for your guests.

Check out our demo video to see how EventNook helps with large event check-in:

Public events

From baby races to yacht shows, public events attract more than just the typical businessperson or government official. Crowds can be bigger, and the event can last throughout the day. For this reason, peak registration times can be less concentrated as attendees may decide to check in at different stages during the event (some in the morning, some in the afternoon etc.)

We recommend using self-check in kiosks where attendees can check themselves in using the QR code with minimal assistance from a staff member. This saves event organizers manpower while still promoting efficiency. Even though the check in process may take a couple extra seconds, the direct attention of event staff is not necessarily required.

See a demo for the three-way self check-in:


To recap, here are a few things you need to consider when planning the check-in stage of your event:

  • Type of event
  • Number of attendees
  • Special counters (Walk-in, VIP only)
  • Peak check-in time period
  • Complexity of the check-in procedure (Is it a simple check in? Or you need to give a check-in package? Or even more, attendees need to do a ticket drawing for prize?)

Note:  You may require extra check-in counters for walk-in registrations, badge reprints, and any exclusive check-in counters for VIP guests. 

For more information about our staffed and self-check in counters, please visit the links below, and if you have any more questions, feel free to send an email to hello@eventnook.com for your free inquiry!

How Bulk Attendees Upload Registration ease guests registration

Here at EventNook, we understand that event registration is a large unspoken component of any successful event. Furthermore, each event requires its own registration process, not all processes are exactly the same. EventNook’s Bulk Attendees Upload feature caters to specific events and their requirements – most suitable for organisers who are looking to import their guests list in bulk for the event day guests registration and attendance tracking. This feature allows you to upload your guest list onto our system and to base the onsite check-in on this uploaded list. This way, the check-in for the event can be automated via the scanning of guests’ QR codes. Here are some scenarios in which bulk uploading would benefit the organiser.

Scenario 1: In-House Registration System or 3rd Party Registration System Already Exists

In this increasingly digital time, registration is moving from handing in physical forms to indicating availability through online or mobile URL links. Collating incoming registrations has been made easier and more efficient; reporting and event planning too, as a result. As such, more companies and organisation have invested in their own in-house registration systems that facilitate the process. These systems successfully alleviate the ineffectiveness of manual registrations, however, most lack actual event day capabilities. 

Scenario 2: VIP or Special Guests

If your event has an exclusive VIP guest list filled with high profile individuals, those guests may not go through a normal pre-registration online form by themselves and your team would need to register for them instead. This would prevent organisers from choosing a fully online system to collect and collate their RSVPs. While this would be manageable for smaller events like 10 to 20 pax, however, events catering for more than 100 VIP guests may take a long time and are likely to be error prone as your team will have to register the guests one by one. Our bulk registration feature would definitely save the hassle of this and save significant time to register with a single bulk upload in a few clicks.

Scenario 3: Confirmed/Ready-To-Go Guest List 

Some events have a fixed guest list that are unlikely to be changed – these events are usually recurring events that happen on an annual basis. In these cases, collecting RSVPs would be an unnecessary additional step. To add an additional step could result in unsatisfied VIPs or a misrepresentation of the actual attendance as guests are not used to the process. Such events benefit greatly from using an internal guest list and sending out confirmations to everyone on that list.

Once you have most of your guest list and information collated, you can begin the process of bulk uploading for your event. 

You can learn in just 2 minutes – quick video of how bulk registration upload works

The following steps are the details of step you may like to read further if you require a step by step process of creating an event registration form to bulk registration process

Step 1: Create an event, focusing on the ticket types and registration form set up 

Ticket types – so you can upload based on different categories, if any 

Registration Form – so the columns in the excel sheet can be matched accurately 

Step 2: Customise your confirmation email

Step 3: Save your excel sheet in .csv (UTF-8) format to retain all details collected

Step 4: Upload the file into the bulk upload feature

Step 5: Choose the ticket type you would like to upload for 

Step 6: Match the fields of the excel sheet to the registration form fields

Step 7: Process the registrations so that they are captured in the system 

Step 8: Send out the Confirmation Email to all newly registered (Optional)

If you have any questions with our product or how eventnook can help your next event, please feel free to drop us an email to hello@eventnook.com.

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. 

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
Twitter: https://twitter.com/eventnook
Facebook: https://www.facebook.com/eventnook/
Google+: https://plus.google.com/+Eventnook/