About Personal Data: What Do I Need To Know?

What qualifies as personal data?

Based on the PDPA Guidelines, your personal data can be defined as “data, whether true or not, about an individual who can be identified – a) from that data; or b) from that data and other information to which the organisation has or is likely to have access”.

Examples of this would be your name, address, gender, email address, IC number, etc. As of 1 September 2019, the new guidelines issued by the Personal Data Protection Commission (PDPC) dictate that organisations will not be allowed to collect, use or disclose NRIC numbers unless required by the law. Do note that the PDPA does not apply to business contact information such as business title, business telephone number, business address and business e-mail

This topic revolving around privacy and personal data has become such a hot topic for discussion. We hope you take some time to read though this article to stay updated on the necessary actions to take to ensure that your personal data is not compromised.

Of course, in most cases, we would need to give up some form of personal data due to the nature of the business or transaction. How then, can we ensure that our personal data is handled lawfully, fairly and in a transparent manner as required by the PDPA?

Here are 7 tips that you can keep in mind when giving away your personal data:

#1 Provide consent

Firstly, you have to give either verbal, written, or even deemed consent for your personal data to be collected. Whether there is a checkbox to select or a signature line, ensure that you are aware of the consent that you are giving by completing that form/questionnaire.

What constitutes as consent would include: Voluntary provision or cases where it is reasonable to voluntarily provide the data. Do note that you also have a right to withdraw your consent at any time. One example would be the Do Not Call (DNC) registry where you can opt out of receiving unsolicited marketing messages and calls. You are able to lodge a complaint if you still receive such messages and calls, and the organisations involved would face a fine up to $10,000 per breach.

#2 intent of collection

Once you have given, or are deemed to have given, consent, the personal data collected can only be processed in an appropriate manner and for a reasonable purpose. You have the right to be informed of the purpose for which the personal data is being collected.

Be aware of what your information is being used for, read the security and privacy policies if you have the time. Read the fine print – you may be consenting to having your data be used for marketing or analysis. When you give your consent, you would be giving your consent to any terms that are mentioned in these documents.

#3 access to YOUR data

Individuals have the right to request who we provide access to and to make corrections to their personal data. There are some exceptions, such as cases in which providing access would cause immediate harm to the safety, or physical or mental heath, of the individual; threaten the safety, or physical or mental health, of another individual; or reveal another individual’s personal data.

#4 update YOUR data regularly

We must make a reasonable effort to ensure that all personal data collected is accurate and complete. It is likely that the personal data will be used to make a decision that affects the individual to whom it relates, or is likely to be disclosed to another organisation. In case of any changes to your personal data, you should be given the option to edit what you have previously given.

#5 protection of data

Organisations must protect personal data in their possession or control by making reasonable security arrangements to prevent unauthorised access, collection, use, disclosure, copying, modification, disposal or similar activity. Read the security and privacy policies of the companies that you are giving your data to.

#6 delete once obsolete

Organisations must cease retaining documents containing personal data, or anonymise that data, as soon as it is no longer needed for the purpose for which it was collected, or for other legal or business purposes. You have the right to request for your personal data to be deleted should you choose to move your business elsewhere.

#7 keep within bounds

Lastly, organisations must not transfer personal data outside Singapore except in accordance with the Act’s requirements, to ensure that they provide it a comparable standard of data protection.

At EventNook, we deal with a lot of personal data, so we practice extra caution in data handling and take pride in our commitment to protect all our customers’ personal data while delivering the results. If you have any questions on our data protection policies for your events, feel free to drop us an email or a call, our friendly team will be more than happy to assist you!


The Success Of Your Event Depends On Its People: How To Understand Your Audience With Google Analytics

Google analytics audience

Is my website engaging the right people? Who is registering for my upcoming events?

If you have questions like these, Google Analytics (GA) is your answer. GA helps you see what you cannot see: Your audience.  

GA packs a load of useful information, providing users with Real-Time, Audience, Acquisition, Behaviour and Conversions reports. 

This article will only focus on breaking down the Audience report to help you better understand its components.

Overview

The Overview section shows in general, the people who are visiting your event website. It provides information on the total number of users, new and returning users, sessions, session duration, page views, bounce rate and more. The explanation of each component can be seen by hovering your cursor over the component.

bounce rate
The explanation of each component can be seen by hovering your cursor over the component.

However, do note that the numbers reflected are not in real-time. The default date range is set to a week but you can adjust the time period you wish to observe by clicking on the calendar drop-down in the top right corner. You can also compare data between two time periods by checking the “Compare to” box and choosing another time period.

drop-down calendar
Changing the observable time period

Active Users

The Active Users report shows you the number of unique users who visited your event website in the following time periods: 1 day, 7 days, 14 days, and 28 days

If you have more 1-day users than longer-term ones, it highlights a potential problem with retention. People are not returning to your event website, and you need to figure out why. 

Fortunately, these numbers do not always spell bad news as there could be various factors as to why they are not returning. They could have already purchased tickets for your events or they have obtained the information they needed off your website. To have a clearer picture, if your goal is for users to complete a registration, you can check in the Conversions report whether your conversions have increased.

Audiences

To generate data for a specific group of people for this page, you first need to define an audience within GA (e.g. People who visit the event registration page and return to purchase within 7 days)

The Audiences report will display data starting from the day you define the audience – you are not able to view data from the past.

User Attributes

1. Demographics: Divides your audience according to their age groups and gender.

2. Interests: 

  • Affinity Categories: Users who have a general interest, for example, “Event-goers”.
  • In-Market Segments: Users who have the intention to register for your event.
  • Other Categories: This category provides the most detailed view of your users’ interests. For example, if Affinity Categories include event-goers, Other Categories would include seminars/conferences/workshops.

3. Geo: Tells you the location and language of your event website visitors.

4. Behaviour: Allows you to analyse how your audience act on your website. You can see the frequency of visits, duration of each visit and how many pages they visit whilst there.

5. Technology: Reveals which browsers, operating systems and network providers your audience is using to access your site.

6. Mobile: Shows you what device your users are using to access your site or to purchase your event tickets. If you have a large drop in the number of users on your mobile compared to the desktop site, it could signal that your website is not mobile-friendly and it is time for you to optimise user experience on the mobile site. 

“How Can I Apply The Information Gathered From GA to My Events?”

Through GA, you can:

  • Find out if you are reaching the right audience, which will help you decide to whom you should direct the bulk of your future event marketing efforts.
  • Paint out the characteristics of your audience and get a rough picture of the type of people attending your event. This allows you to customise an event that would suit the audience, giving your event an edge over your competitors. For example, if your attendees are people who have an interest for new technology, you are sure to win their hearts with an onsite badge printing service, during the event check-in process.
  • Observe which audience segments (other than your original target segment) received more responses than expected. You can consider expanding your events into these potential markets.

There are a lot of opportunities that you can discover by listening closely to what your customers are saying.”

Joei Chan, Global Head of Content from Linkfluence

If you wish to understand your audience and don’t know where to begin, you can start with our end-to-end event registration management software, which safely houses all the data you need for Google Analytics.


Which Conference Lanyard Clip Should I Get? Here’s a Guide Based on Our Research:

Different types of lanyard clips and hooks

In event planning, every small detail can be a win or a loss.

Bulldog clip? Lobster clip? Swivel clip? No more confusion and waste of time browsing useless articles, event planners! We ran the necessary tests on the 5 most common types of lanyard clips and rated them based on 4 factors; Functionality, Tear-ability, Cost, and Speed.

Before we dive in, we would like to clarify that a lanyard clip, also known as lanyard hook or attachment, is the connecting part between a lanyard and a name badge/plastic kangaroo pouch. With the right type of clip, you can improve your check-in efficiency and your attendee’s experience during the event.

Lobster Clip

Lobster clip
Lobster clip with badge

The lobster clip is a common sight at conferences – many organisers choose it because it is usually the default lanyard clip and has proven to be reliable. We wanted to put the status quo to the test, and found that it did not prove to be the best choice based on the 4 points of comparison.

  • Simple and versatile; able to hold almost every material
  • Seemingly easy to fasten onto the badge, but can take slightly more time due to the difficulty of using the opening handle
  • Its shape is slightly narrow hence it would not be advisable to hold overly heavy materials. This shape also increases the chances of strain on the badge when pulled – increasing the risk of tear
  • It is cost-effective

Standard/oval Clip

oval clip
oval clip with badge

The oval clip is also a common sight at major conferences. It is gaining popularity among organisers due to its ease of attachment to the badges – needing to only push down to open the clip.

  • Increasing in popularity
  • Easy to attach, but speed may be affected slightly due to its smaller entry-way
  • Can hold most materials, restricted only by the size of the badge hole
  • Its shape allows for durability and strength
  • Relatively cost-effective, slightly costlier than other materials

Bulldog/alligator Clip

bulldog / alligator clip
bulldog / alligator clip with badge

Contrary to its given names, the bulldog/alligator does not bite! It is an extremely safe and fuss-free option for all users.

  • Easiest and fastest to clip onto badge
  • Can hold most materials, except for ones with small holes
  • Badge is more susceptible to tear due to the large surface area of grip
  • Cost-effective for conferences

Plastic No-twist Clip

Plastic no twist clip
Plastic no twist clip with badge

It received its name because it won’t twist your lanyard around, so your badge will always display at the front. It has two versions: 1. Narrow, which works for holes and small gaps, and 2. Wide, which works for normal gaps and notches (Shown above is the wide version).

  • Structure of the clip allows for excellent grip on the badge
  • Despite its appearance, it is simple and easy to attach onto the badge
  • Able to hold varying badge materials with ease
  • Measures up with the rest in terms of cost effectiveness

Swivel Clip

Swivel clip
swivel clip with badge

The swivel clip, as its name suggests, allows the badge to rotate. In most cases, they are used as double clips on conference badges – clipping onto the two top corners of the badge.

  • Light-weight option for conference badges
  • Easy opening and fastening
  • Can hold most materials, except for heavy materials (you can choose Double Swivel Hook for heavier materials)
  • Cost-effectiveness is comparable to the other clips discussed

Here’s a quick table summary of our findings after running some tests on the 4 factors – functionality; tear-ability; cost; and speed. We have scored the clips with 1 being the lowest score and 5, the highest.

FunctionalityTear-ability Cost Speed Overall ScoreRanking
Lobster Clip4351133
Oval Clip5443161
Bull Dog Clip2155133
Plastic No-Twist Clip3254142
Swivel Clip1552133

The oval clip is our clear winner! However, do note that this is just a useful tip for those who do not know where to begin. Ultimately, you should consider your attendees’ preferences when making a decision on which clip to use. Regardless of your final choice, we hope that we have made your decision-making process easier with our findings!

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

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.

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ISCA Conferences: Innovating Registration with QR Code Badge Printing

EventNook has a longstanding partnership with ISCA (Institute Of Singapore Chartered Accountants). For the second and third time this year, we are honored to be part of their PAIB and FFCC Conference (Professional Accountants in Business and Financial Forensic and Cybersecurity). This year’s conferences were held at the Marina Bay Sands Expo and Convention Center, hosting over 500 guests.

ISCA is the national accountancy body of Singapore. To build values for its member and create a globally recognised professional accountancy body, ISCA holds activities, conferences and many other events. PAIB (Professional Accountants In Business Conference) is the largest accounting and finance conference attended by relevant professionals in Singapore. FFCC aims to provide insights to the impact of digitalisation on financial crime investigations, fraud detection and prevention, and cybersecurity issues for businesses. 

The Challenge

The scheduled registration period is on average 500 attendees/1 hour. With 6 counters, every attendee must check-in under 20 seconds to avoid the formation of queues. In addition, the registration is unpredictable because of many reasons: walk-in registration, distribution of goodie bags, and many changes to registration information (eg. changing name or company name). If you are keen to know more about our solution to simplify this complicated process, we are more than happy to tell you.

From complexity to simplicity

“It’s always a hassle. Anything can go wrong, from checking in to food catering.”

To deal with all the complexity, we have communicated the requirements of the organisers multiple times beforehand and customised the on-site package with them.

Eventually, we decided to set up 6 counters using 6 iPads and 4 printers to complete 500-person registration within an hour. Normally, 4 counters with 3 printers can complete this task, however, to accommodate last minute replacements or walk-in registrations, 2 counters were added and dedicated to handle this possible situation that ISCA faces at their conferences. One day prior to the event day, the EventNook support team went to the venue to simulate the process and to confirm any last minute updates that the client may have (badge template layout or placement of counters). On the actual event day, we observe the flow and redistribute resources according to the crowd: eg. connecting two iPads to the busiest counters, and preparing extra iPad and Bluetooth keyboard for walk-in registration.

Also.. some Ad-hoc actions

  • On-site supporting and troubleshooting
  • Separating the lines and distributing resources according to the crowd
  • Ensuring the stability of equipment by enforcing the set up of hardware
  • Training all staff who will interact with the mobile app and printing process

Both the PAIB and FFCC went smoothly, and we would like to congratulate the ISCA events team on the execution of yet another run of successful events. We look forward to the next conference with ISCA in the last quarter of this year and for many years ahead!

Winning in Disruption: Deloitte’s VIP Registration Experience

To ensure the VIP experience for every premium guest, we need to perfect everything by preparing early and comprehensively.

Deloitte is a multinational professional services network. As one of the “Big Four” accounting organisations, it is the largest professional services network in the world by revenue and number of professionals. Deloitte Singapore is affiliated to Deloitte Southeast Asia Ltd, a member of Deloitte Asia Pacific Limited and of the Deloitte Network.

A part of Deloitte CFO program, Asia Pacific CFO Vision 2019 Singapore, is a one-day exclusive conference for more than 100 of the world’s leading CFOs. The conference provides the opportunity to hear from top leaders and peers on how to address the increasing complexities and disruptions in business—and the world. For this year’s conference, EventNook was engaged to provide a VIP registration experience for the guests. To truly embrace Deloitte’s statement of “good isn’t good enough”, everything was prepared with precision and the highest standard, from badge designing to check-in support.

Here is a video of the smart check-in registration:

Self Check-In using QR Code with On Demand Badge Printing

Checking in can be a frustrating process, but we don’t want the first thing that the CFOs experience in this conference of easing disruption to be, a disruption. In order to deliver seamless registration on the event day, we need to make sure everything to be perfect beforehand, including badge design, badge material, printer, ink, onsite support, and so on. To do so, we create and stick with a comprehensive action timeline during preparation. As an intermediate service provider, we work closely with multiple entities: venues, badge suppliers, event organisers, and/or event management agencies, and so on, to ensure that the road to the event day goes smoothly.

Action timeline

  • One week before the event, we finalised the badge art-work with the designer of the badge before sending it out for mass printing. Specially for Deloitte’s event, we chose a thick, laminated art card for its aesthetic value and tear-proof feature.
  • Three days before the event, we have received the badges from the supplier and can begin working with the organiser to create and test the badge template (fields to be printed, font, spacing, bold/normal/inclined/underlined, position are subject to changes at this stage).
  • Two days before the event, we tested every device(printer, IOS device, laptop) ensuring that they are charged and well-functioning.
  • One day before the event, our onsite support specialists went down to the venue and did a full set-up to demonstrate the registration process and provided the product training to event agents and Deloitte team. At this stage, some minor changes regarding the badge template can be made. This event brought something new for the EventNook team – the customised kiosk(image below) the Deloitte team had custom made for the event. We prepared for the real event day by incorporating our devices with the kiosk before the event to ensure a smooth set-up and functionality for the event day.
  • On the event day, our onsite support specialists were at the registration site to monitor the check-in flow and on-the-spot troubleshooting.
The customized kiosk

The VIP registration process went as planned, checking in 250 guests within 30 minutes. Staff with Deloitte assisted the guests with their check-in and badge printing, with the queues for each counter at less than 3 guests at any point of time. At the end of the day, feedback like “You really pulled it off. I don’t need to worry at all” was received and we at EventNook are appreciative of this opportunity. We look forward to supporting yet another Deloitte event in the future!

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!