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

How school open house events are using EventNook registration platform to increase attendance

Choosing the right school is often seen as a major milestone for students and their parents. Asides from the academic achievements, many students are placing more emphasis on how the schools can aid and guide them in their holistic development. 

Open houses play an important role for the schools to attract and recruit a new batch of students every year. It is often seen as the first impression of the school to impress and welcome aspiring students. The students, with their parents, can get to understand more about the programs and experience the schools offer through opportunities to meet with the senior students and teachers before making their decisions.

EventNook is proud to have empowered several local and international schools based in Singapore by digitalizing the registration and check-in processes for the open houses and various activities. 

With various activities such as guided tours, the Principal’s address, and sharing sessions by the faculty, there is a need to ensure that the crowd control is being well managed. We have received numerous feedback that managing the registration and crowd manually proved to be very time-consuming and taxing. With space limitations as one of the major constraints, most schools face the same problems when receiving a high registration rate from aspiring students and their parents.

As the world and technologies have evolved, manual registration, like in the old day, is not acceptable anymore. Schools have to do engagement and promotion of the upcoming activities on social media channels timely.

As the world evolves, technologies become readily available to help ease the slow, manual processes of the good old days. Digitalization and engaging the students through social media channels become inevitable for most schools.

The ease of the registration process and the timeliness of marketing with email reminders play a critical role in a successful turnout rate, even for schools that do not have any problems with garnering the interest of students. When the registration process is too deemed to be too troublesome, it will have an increased frustration which will have a huge impact on the registration and turnout rate.

Registration by timeslot and capacity control example

EventNook has helped several schools and their administration teams run their events efficiently and effectively. With innovative ways of managing the event registration process, engagements have increased significantly, and the team can focus more on creating a better experience for the students. 

The school team can easily manage the entire event with a simple and user-friendly administrative portal. 

EventNook’s simple and powerful event registration management platform

With EventNook, schools can professionally create and manage their open house event in minutes and create and launch Event Websites, Ticket Sales, and Registration in minutes. Here are some of our main features that can be utilized in managing your Open House event:

  1. Launch event site in minutes
  2. The automated end-to-end registration process
  3. Managing booking and timeslot with capacity control
  4. Automated emails, such as Confirmation emails, Reminder Emails, etc.
  5. Monitor attendance status in real-time
  6. Smart Check-in with QR Scan and onsite registration process

Here is how EventNook check-in manages guest registration at the event

We also provide onboarding assistance, such as product training to onsite training, so you are in good hands to run a big school event. EventNook has cooperated with a number of schools in order to manage their open house event greatly. We are glad that the schools trust our services. We look forward to participating in more educational communities for years to come.

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 truly 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

[Case Study] How EventNook Empowers Corporate Conferences with Seamless and No Queue VIP Registration Experience

Cities of the Future is an annual event hosted by IMG that discusses innovative solutions and technologies to build the connected city of the future in the ASEAN cities. This event is taking place at Hilton Orchard on Wednesday, 2 March 2022. 

This gathering of civic, corporate, and startup leaders, all of whom are involved in driving the growth, planning, and development of ASEAN cities, looked at city development strategies as well as the deployment of new solutions and technology to create the connected city of the future. A full day of case studies, panels, keynotes, roundtables, pitching, and workshops was held for delegates.

For two years in a row (2021 and 2022) EventNook has helped them in succeeding the event. We provided the smart and seamless check-in with a badge printing solution for this event to streamline the onsite registration process but still stick to the safe management measures (SMM) provided by Singapore Tourism Board (STB) and directly worked with the event organiser.

In this event, we provided several services as mentioned below:

Onsite Mobile Kiosk Check-in with QR Code

To minimize the touchpoints on the event site, QR Code check-in is really helpful. The delegates only need to show their QR Code to the screen of a gadget that is connected to the badge printer and they will be seamlessly checked-in in 3 seconds. 

Zone and Table Number 

Due to the Covid-19 cases in Singapore, the Safety Management Measure allowed conducting events with zoning requirements to prevent more spread of the virus. As for the MICE events, the guests are generally provided with the designated sear. The organizer can easily send out each guest’s zone and table number through email with one click. The email can be personalized. This detailed information on zone and table numbers will help the guests to proceed to their seats in a well-organized process.

Personalized Email Template

For events, an email blast is needed to inform the delegates about important details related to the event. It could be a Confirmation Email, Pending Email, Cancellation Email, or any other kind of information that can be sent through email. With our feature, event managers can personalize the content of the email depending on what is needed, consisting of the Zone and Table Number. No need to send each zone and number one by one but it can be easily done with one click. 

Instant Badge Printing

We provided Instant Badge Printing with environmentally friendly badge paper and don’t require additional plastic badge holders. Besides saving the earth from plastic waste, it also saves more waiting time for inserting the badge inside the holder. 

Equipment Rental and Setup

To access the onsite check-in and badge printing, the organizer will need the equipment, such as an iPad and badge printer. Some organizers might not have their own iPad and badge printer so we give them a solution by renting our products and being set up by our team. It will ease the process since the organizer doesn’t need another vendor to provide the equipment. 

The organizer can also monitor the attendance in real-time to see the guest registration status,  how many guests, VIPs, speakers, and delegates have arrived, and how many haven’t to do coordination with the other team members. It can be monitored through EventNook Kiosk App or the website. 

EventNook is proud to take part in a success story of another successful corporate conference that discussed innovative solutions and technologies to build the connected city of the future in the ASEAN cities.

Make your event fast and seamless with a smart event delegate experience. Contact us at hello@eventnook.com for more information and free consultation.

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. In doing so, we have empowered event organizers and planners to create a truly successful series of events.

If you are looking for an innovative event platform to organize your next corporate events or conferences, 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

[CASE STUDY] How EventNook Helped IMAS – Bloomberg Investment Conference 2022 with Our Event Technology

Bloomberg Investment Conference is an annual event held by the collaboration of IMAS and Bloomberg. Each year they discover several topics of investment related to global warmings, like 1) Navigating the Headwinds, 2) Transition Finance in Asia: What Does an Effective, yet Inclusive Transition Look Like?, and 3) Integrating ESG into Investment Frameworks – Is there an Optimum Model?. 

This year, EventNook is happy to help with the onsite registration management of this event using our event technology. As their event is planned while zoning requirements are still required, the organizer can seamlessly send the invitation to all guests with their zones in one click without sending it manually one by one.

Onsite Registration with Badge Printing

A long queue line of delegates and a slow onsite registration process will be a hassle for both the organizers and delegates. This also shows that the event hasn’t been prepared well by the organizers. To prevent this from happening, EventNook provides fast and seamless onsite registration with a badge printing process. When the delegates receive the conference invitation, they will receive the QR Code that later will be used for the check-in process. Once their check-in is successful, the printer will automatically print the badge in 2 seconds.

Equipment Rental and Onsite Supervision

EventNook provided comprehensive onsite support including equipment rental, onsite setup, and supervision to run the registration smoothly and very successfully. We will do the fuss-free equipment set up on the venue and will provide you with onsite supervision to prevent unwanted things from happening. 

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 organizations 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.

[CASE STUDY] How Raffles Institution Utilizes EventNook for Their Events

Raffles Institution is a leading Singaporean pre-tertiary institution in Singapore, founded in 1823, with many notable and successful alumni. As a leading school that has been established for two centuries, the school has evolved and adopted innovative technologies in administration processes, teaching methods, and programs. 

EventNook has been a proud event technology partner in providing innovative event registration platforms for school activities and events such as Symposium, Open House, Student Conference, and all other school activities. The adoption and living by innovative technology and solutions also indirectly inspire their students to think innovatively through experiencing the technology such as event management. 

With the EventNook platform, the students and the school event committee can easily create and launch the event registration site or ticket sales in minutes and they can efficiently manage the school events with a small team with a similar capacity to the professional and corporate event managers could achieve. 

The following are some of the key features the school events team utilises to manage all of their school events and activities:

  1. Create Event Website
  2. Customizable Online Registration Form
  3. Online Ticketing with seamless online payments for school ticketed events
  4. QR Code e-Ticketing for attendance and admission control
  5. Automated Communication such as Event Reminder Email, Post-Event Thank you email, etc
  6. Smart Check-in with QR Code
  7. Real-time registration and attendance reporting

A compliment from the Dean of School

It’s been many years since we’ve started the partnership with Eventnook and I think RI has greatly benefited from it.  Thank you for your support!

We are also greatly appreciative of the Raffles Institution that trusted in our service and partnership with. We look forward to being part of the education community for years to come.

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. In doing so, we have empowered event organizers and planners to create a truly 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

[NEWS] UPDATED SAFETY MANAGEMENT MEASURES (SMM) OF SINGAPORE FOR EVENTS EFFECTIVE FROM 29-MAR-2022

We are happy to share the newest updates of SMM MICE events in Singapore and we would like to share the key points from SACEOS and STB for event planners and event professionals who are planning for physical events in Singapore. This updated SMMs is effectively started on 29 March 2022.

  • Event Organisers and Event Venues (collectively, EOs) do not need to submit an application to STB and the Ministry of Trade and Industry (MTI) to hold a MICE event. i.e. EOs may proceed to organise the MICE events and ensure all SMMs are met.
  • Safe distancing of at least 1 metre between groups of up to 10 participants is required for all mask-off settings e.g. during meals, amongst unmasked speakers.
  • Mask wearing remains mandatory indoors, but not in outdoor settings or where allowed at law (e.g. when engaging in strenuous physical exercise, eating, drinking, etc.).
  • The following event capacity limits apply:

a) Events with ≤1,000 participants at a time: no capacity limit.  

b) Events with >1,000 participants at a time: capacity is limited to 75% of the maximum number of individuals specified in the most recent approval under section 55 of the Fire Safety Act 1993, or 75% of the fixed seating for the Event Venue, whichever is the higher. Participants must, as far as is reasonably practicable, be evenly spread out when present in the event venue.

  • Live performances will be permitted.
  • The total capacity at any point in time will include all participants of the event, including exhibitors, media attending the event, speakers, participants’ liaison officers, etc. EO staff and external service providers who are present at the event venue are included.
  • The total capacity at any point in time will include all participants of the event, including exhibitors, media attending the event, speakers, participants’ liaison officers, etc. EO staff and external service providers who are present at the event venue are included.

We are glad that more physical event are coming back in Singapore. We are looking forward to have great experience in events with you. Do not hesitate to contact us at hello@eventnook.com.

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. In doing so, we have empowered event organizers and planners to create a truly successful series of events.

If you are looking for an innovative event platform to organize your events or conferences, 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

[News] Updated Safety Management Measures (SMM) of Singapore for MICE events effective from 15-Mar-2022

We are happy to share the recent updates of SMM MICE events in Singapore and we would like to share the summary of notes from SACEOS and STB for event planners and event professionals who are planning for physical MICE events in Singapore.

SACEOS and STB have made the summary of SMM for MICE events to understand easily and we would like to share their updates from the newsletter as below with the event industry.

SMMs for MICE events from 15 March 2022

1) Safe distancing is encouraged but not required between individuals or groups in all mask-on settings.

2) Safe distancing of at least 1 meter between groups of up to 5 participants is required for all mask-off settings e.g. during meals, unmasked speakers. 

3) No limit on the maximum number of participants provided the event venue can accommodate

4) No zoning requirements

5) No distinction between seated events (e.g. conferences) and roaming events (e.g. trade shows)

6) Live performances, where incidental, will be permitted.

Event Capacity Limits

1) Events with ≤1,000 participants at a time: no capacity limit. 

2) Events with >1,000 participants at a time: capacity is limited to 50% of the maximum number of individuals specified in the most recent approval under section 55 of the Fire Safety Act 1993, or 50% of the fixed seating for the Event Venue, whichever is the higher. Participants must, as far as is reasonably practicable, be evenly spread out when present in the event venue. 

3) The total operating capacity at any point in time will include all participants of the event, including exhibitors, media attending the event, speakers, participants’ liaison officers, etc.

4) EO staff who are also participating in the event (e.g. as speakers, audience members, etc.) are included in the total operating capacity. All other EO staff and external service providers are excluded.

Up to 50 participants^ at a time

More than 50 participants at a time

Safe distancing of at least 1 metre between groups of up to 5 participants where masks are not worn.

[From 15 March 2022] Capacity limit of 50%[3] for events with >1,000 participants at a time. No zoning requirements

Safe distancing of at least 1 metre between groups of up to 5 participants where masks are not worn.

Adhere to Safe Management Measures (SMMs) at the Workplace by the Ministry of Manpower here.

MICE event application is not required.

^includes Event Organisers but excludes premises staff at third party venues

Both the Event Organiser and Event Venue (collectively, EOs) must submit an application for STB’s assessment and for the Ministry of Trade and Industry (MTI) to approve the EO carrying out the event.

An individual must be:

a) fully vaccinated*, or

b) within the 180-day exemption period after recovery from COVID-19.

Application Process

1) Apply at https://go.gov.sg/submit-wre-mice

2) The following information and documents are required to complete the application:

a)  Event itinerary including floorplan (PDF, max 10 MB) and

b)  Applicant’s details e.g. UEN details of event organizers and venues

3) Each MICE event and its related marketing efforts may be carried out only after receiving written approval from MTI. Please note that MTI has the right to impose stricter/additional SMMs or vary some SMMs.

4) EOs must submit their application at least 1 month prior to each MICE event. STB and MTI will take up to 14 business days to assess each application.

For any inquiries on the application process, please contact businessevents@stb.gov.sg

Useful Links

STB: Safe Management Measures for MICE Events

STB: Checklist on Safe Management Measures for MICE events

STB: MICE Events – Frequently Asked Questions (FAQs)

MOM: Requirements for Safe Management Measures at the workplace

MOM: Checklist of Workplace Safe Management Measures

MOM: FAQs on Safe Management Measures at the workplace

We are looking forward to welcoming more physical events ahead. Do not hesitate to contact us at hello@eventnook.com.

[Case Study] How EventNook helped the Shipyard Naming Ceremony with fast and seamless registration management

Shipyard Naming Ceremony Event in Singapore

In December 2021, EventNook has helped Sembcorp Marine with its event registration management system for the Shipyard Naming Ceremony event of the Regional Production Facility (RPF) for Shell Offshore Inc which was successfully completed and ready to commission. It’s named Vito [Learn more].

Sembcorp has decided to do the in-person physical event with special guests who are the engineers, staff, and VIP guests who have contributed to this significant project. The event planner got only less than 10 days to make it happen as it was the last-minute approval to host the physical event. The event team has to make it happen very quickly and efficiently to manage the event invitation, registration (RSVP), and onsite guest management with safe management measures (SMM).

Here is how guests check-in with EventNook Check-in Kiosk and instant badge printing.

Onsite Guest Check-in and Badge Printing on Shipyard Naming Ceremony

The EventNook helped the organizer with the following services to streamline the event management and manage efficiently in a timely manner when the lead time is very short.

  • RSVP with Zone Assignment (Up to 50 guests per zone)
  • Automated Event Reminder Email Blast
  • Equipment Rental and Onsite Registration Supervision

With a simple and easy-to-setup EventNook Registration Platform, the organizer can easily set up the online event registration site in 30 minutes without product training and he sent out invitations to all guests to simply RSVP online immediately. As the online registration site is mobile-friendly, the guests can easily RSVP in less than 2 minutes on the go via their mobile.

Once the guests complete the registration, the confirmation email will be immediately sent to their registered email along with the QR Code that later will be used for the Touchless Smart QR Code Check-in.

EventNook provided Equipment Rental and Fuss-free Onsite Setup for the event. It’s very important for the organizer not to have a long queue and long waiting time at the registration counter with a minimum touchpoint in this COVID-19 Pandemic. With EventNook’s fast and touchless QR check-in process, the guests can check-in and collect their badge in 3 seconds. The attendees checked into four different zones and when they arrived by shuttle buses with 40 attendees in a time, it only took around 3-5 minutes for them to check in.

Since our onsite check-in platform provides a real-time attendance dashboard, the organizer can coordinate efficiently with Emcee and its team to kick start the ceremony.

The organizer is delighted with the fast, smooth, and innovative registration process as it gave a great experience to their guests attending the naming ceremony on the auspicious day of the shipyard.

We are happy that the event runs smoothly and are delighted to have a contribution to this event. Are you planning an event that requires a fast and seamless event registration service? Do not hesitate to contact us at hello@eventnook.com and we will be glad to provide a free consultation.

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 organizations 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.