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!

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. 

Design a Great Event Page with a Custom Header

For those of you who want personalization for your event page beyond what our website theme selection offers, our custom header feature can help you achieve just this!

With website theme selection, the details of your event title, date, and location will be shown below the banner image, whether or not your banner already contains that information. But what if you want to display a different text or set a different style of text for your caption below your image?
As you can see from the event page above, the custom header feature can help you avoid repeating the same information and allows you to freely utilize the space to briefly explain your event or add any other information you want your guests to notice! Or if you want to simply change the alignment or color of your text, you can utilize this feature too!

Custom Header Features

  1. Change text. 
  2. Personalize font style, font size, and color.
  3. Change alignment.
  4. Add a bullet list.
  5. Insert a link.

To learn about how to set a custom header, please visit our help page.

This feature is currently only available for those who have subscribed to the premium plan. To learn more about your plan features, feel free to drop us an email. For more information or questions regarding using this feature, please reach out to us! Our team will be happy to assist you.

About EventNook:

EventNook is an online event registration & ticketing platform where organizers can set up and customize their very own event page. Through it, organizers can collect attendees’ information and their payment using a real-time dashboard. Features such as Automated Email Confirmation and QR Code Check-In make the job of event organizers much easier and more efficient.

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/

Setting Access Codes for Your Event Tickets

Have guests with VIP status? Or need to hide some tickets from the general public? We just released an update that allows you to select from 3 password protection options to only allow guests with a special password or invitation code access to certain tickets! Scroll below to learn more about which option is most suitable for your event needs!

Password Protection Options

  1. Default (No Password / No Invitation Code)If you are planning a simple, public event that requires no exclusivity in admission tickets, this option is sufficient for your event needs! This option allows guests to publicly access your ticket information and to freely register for all ticket types you offer for your event.
  2. Event Registration with a Password
    For those of you who are planning to host private events, this option is tailored just to your needs! Any guest who plans on registering for the event needs to have an invitation code generated by you. When anyone tries to register for the event, they will be redirected to a page that asks for an invitation code before they can even access the ticket information page. Thus, no one will be able to see your ticket types or prices without an invitation code. This will prevent any uninvited guests or strangers who stumble upon your event page and register for misleading reasons.
  3. Event Registration with Invite Codes for Selected TicketsThis option allows you to set different invitation codes for various ticket types instead of generating one general invitation code for all guests. Thus, only a VIP can purchase a VIP ticket, only a student can purchase a student ticket, and so on. Unlike ‘Event Registration with a Password,’ this option is more suitable for hosting public events but if you plan to have different types of attendees.
    The invitation code verification box will only pop up when guests select a ticket type that requires an invitation code. So anyone will have access to your ticket information page, it simply prevents anyone from registering for a ticket that they are not entitled access to.

To learn how to set access codes for your event tickets, please visit our help page

If you still have questions on how to utilize this feature, feel free to reach out to us. Our team will be glad to help you! 

About EventNook:

EventNook is an online event registration & ticketing platform where organizers can set up and customize their very own event page. Through it, organizers can collect attendees’ information and their payment using a real-time dashboard. Features such as Automated Email Confirmation and QR Code Check-In make the job of event organizers much easier and more efficient. We are based in sunny Singapore.

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/

Customize Your Event Page With Website Theme Selection

Want to add a little zest to your event page?  Now you can select from 3 stunning website themes to tailor your event page and attract more attendees!

 

Default

The default theme lays out all the details of your event in a comprehensive and compact design. Details of the event are displayed in a two-column layout, and visitors to the event page are able to attain most or all of the event details at a single glance. When registering for the event, visitors will be redirected to the ticket information page.

Creative

With the creative theme, your event name, date, location  and registration button are displayed within the header. This keeps your event page crisp and tidy, suitable for those of you who do not have event details in your header picture. This also encourages visitors to register for your event, since it is the first thing they see when they visit your event page! Details of the event are displayed in a one-column layout, and visitors are able to view ticket information and register for the event on the page itself.

Inspire

If you can’t decide between the default theme and creative theme, the inspire theme is a hybrid of the two! It is similar to the default theme in terms of header layout, but visitors are able to view ticket information and register for the event on the page itself, just like the creative theme. The ticket information falls right below the header in a wide one-column layout, while other event details are separated into a tidy two-column layout.

To learn how to set a website theme, please visit our help page.

This feature is currently only available for those who have subscribed to professional plans and above. To learn more about your plan features, please feel free to drop us an email.

About EventNook:

EventNook is an online event registration & ticketing platform where organizers can set up and customize their very own event page. Through it, organizers can collect attendees’ information and their payment using a real-time dashboard. Features such as Automated Email Confirmation and QR Code Check-In make the job of event organizers much easier and more efficient. Recently, EventNook launched an Event Venues Directory which provides information on more than 5,000 venues in Singapore, Thailand, Malaysia, Myanmar and Hong Kong, making it one of the best places on the web to look for venues in South East Asia.

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/

Which name badge printer should I use for my event?

Choosing the right type of printer for your event can be challenging as many factors come into determining which qualities will be the most valuable for managing your event.

Before deciding on which printer to utilize for your event, first you want to decide what kind of name badges you want to supply for your event. Do you want paper name badges? Or more durable PVC cards? Do you want to print postcard sized cards? Or smaller ID sized cards?

Look no further, because this article is written just for you!

Plastic (PVC) Cards vs. Paper Cards

  1. Nature of your event: Printing on plastic (PVC) cards produces more durable name badges that attendees can retain as a keepsake even after the event ends. This can be suitable for notable events, such as concerts, seminars, conferences or trade shows, where PVC cards also add to the excitement of the event. For corporate events such as business conferences or shareholder meetings, PVC cards result in a more professional appearance.
  2. Duration of your event: For events that last more than a day, printing on more durable PVC cards will be more beneficial to you as an event organizer and for attendees as well. This reduces the risk of damage that attendees can cause to paper name badges, such as creases or getting it wet. Thus, printing on PVC cards can help you avoid having to reprint cards. This also diminishes the necessity of having to purchase plastic badge holders to protect your name badges. You can simply punch a hole in your PVC cards, attach it to a lanyard, and you’re ready to go!

Larger-sized Name Tags vs. Smaller-sized Name Tags

  1. Visibility: For large events, printing on larger-sized cards can help security details as the card allows for easier identification from a far distance. For event organizers, printing on larger-sized cards also allows for easier identification in case attendees need to be separated into groups, and helps the event management team to recognize when an attendee is in the wrong area and needs to be re-directed to the right place. One more advantage is that you can easily market your event or brand name! The larger your company logo or event details are visible, the better.
  2. Cost-effectiveness: Smaller-sized cards can be the more economical choice for planning low-budget events. They take up less ink for printing and are also more portable. On the other hand, small ID-sized cards can also be more suitable for trendier and upscale events as smaller cards will look more sleek.

Now that you’ve decided on the type of name badge you want to print, let’s move on to selecting the right printer to meet your needs!

Types of Name Badge Printers

Brother QL-720NW Printer 

This professional, high-speed label printer comes with built-in ethernet and wireless networking, perfect for printing cost-effective paper labels! It can print up to 93 labels per minute and in high resolution (300 x 600 dpi). The printer uses direct thermal printing mechanism with easy drop-in tape rolls, which means that no ink or toner is required. However, this also means that the printer can only print in black. The machine is simple to use and automatically recognizes the roll size and adjusts the label template accordingly. It also has an automatic cutter. Not to mention, it’s exceedingly portable!

Recommendations: We recommend this printer for hosting simple events. This is one of our most frequently rented printer as it is extremely portable, easy to set-up, and cost-effective. One method our clients have utilized this printer is by sticking the name badges generated by this printer onto pre-printed badges that feature the event details. This cuts down printing time, money, and reduces the attendees’ wait time immensely!

Max label dimensions: 2.4″ x 3″ | Printer dimensions: 5″ x 9.3″ x 6″

Zebra ZD500 Thermal Transfer Desktop Printer

This printer is ideal for small-label printing of text and graphics. It prints on event badges (it can print two-sided badges too!) which feature precision perforations between each badge, allowing for easy separation for speedy badge assembly. It can also print labels on wristbands. It can print up to 4″ per second in high resolution (300 dpi). The high-resolution printer is also compact, making it easily portable, manageable and maintainable from any location.

Recommendations: We recommend this printer for large-scale conferences and exhibitions since it supports fast-speed label badge printing. Labels generated by this printer can be customized for various sizes (4″x 3″, 4″x 6″, etc.) with folding and perforated as well as pre-designed sponsor logos. The printer’s flexible printing abilities also allows it to print on wristbands, which will be suitable for events such as music festivals, as well as personalized tickets.

Max print width: 4.09″ | Printer dimensions: 7.5″ x 7.6″ x 10″

Epson Color Inkjet Printer

This compact, wireless printer is perfect for printing colored name badges that can fit into A6-sized name badge holders. The printer is able to print in very high resolution (5760 x 1440 dpi) and at a high speed of 27 badges per minute! However, it’s larger dimensions make it less portable than the Brother and Zebra printers. As it is a full color printer, it also requires the understanding of replacing cartridges.

Note: When selecting your inkjet printer, make sure that it can be adjusted to print on A6-sized paper! We use the Epson Expression Home XP 245 for our events.

Recommendations: We recommend this printer for major events, such as conferences and exhibitions. It is compatible with high-quality colored printing on thick paper stock. The comprehensive printing capabilities of this printer result in more impressionable name badges that can add a special feel to events. This would be a great alternative to supplying more professional-looking name badges at a cheaper rate than PVC cards.

Label dimensions 3.4″ x 5.2″ | Printer dimensions: 15.4″ x 11.8″ x 5.7″

Evolis Primacy Card Printer

If you’re looking to print PVC cards, this printer is for you! The Primacy printer is very fast, powerful, efficient, and is adapted to printing in batches as it personalizes cards in record time: it can print 225 multi-color cards per hour and a staggering 1,000 monochrome cards per hour! It can also print double-sided. The large capacity of the feeder and hopper can each hold 100 cards, which reduces the frequency of reloading cards. Finally, the Primacy printer prints your cards in a high photographic resolution (300 x 600 dpi for color printing and 300 x 1200 dpi for monochrome printing).

Recommendations: We recommend this printer for corporate events, or small to medium-capacity special events. Because of the durable nature of PVC cards, you can simply punch a hole through it and attach it to a lanyard! Although PVC cards might be a little bit on the costly side, the VIP event experience that it offers attendees surpasses the extra cost.

Card dimensions: 3.375″ x 2.125″ | Printer dimensions: 9.72″ x 8.07″ x 14.99″

Conclusion

With many different types of printers in the market, finding the right printer to fit the needs of your event can be a challenge. Please don’t hesitate to reach out to us for consultation when planning for your event! You can also learn more about our event badge printing service here.

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/

About EventNook:

EventNook is an online event registration & ticketing platform where organizers can set up and customize their very own event page. Through it, organizers can collect attendees’ information and their payment using a real-time dashboard. Features such as Automated Email Confirmation and QR Code Check-In make the job of event organizers much easier and more efficient. Recently, EventNook launched an Event Venues Directory which provides information on more than 5,000 venues in Singapore, Thailand, Malaysia, Myanmar and Hong Kong, making it one of the best places on the web to look for venues in South East Asia.