EventNook helped Cities of the Future event with smart check-in and onsite registration management

Singapore has been piloting MICE events with up to 250 pax since phase 3 of re-opening in Dec-2020 and it has recently increased the event size of up to 750 attendees with Safety Management Measures (SMMs) starting from 24-April-2021.

Cities of the Future hosted by IMG and organized by Unbound, the inaugural Cities of the Future conference took place on Wednesday, 28 April 2021, at the Raffles City Convention Centre, Singapore. This prestigious, invite-only event coincided with the HSBC Women’s World Championship LPGA golf tournament. This gathering of civic, corporate and startup leaders, all involved with driving the growth, planning and development of ASEAN cities, explored city development strategies and deployment of innovative solutions and technologies to build the connected city of the future. Delegates participated in a full day of case studies, panels, keynotes, roundtables, pitching and workshops.

EventNook provided the comprehensive onsite management solution for the Cities of the Future event to manage the guests registration smoothly according to the guideline of the Safe Business Events framework and safe management measures (SMM) provided by the Singapore Tourism Board (STB) and worked closely with the organizer to run the registration flow smart, professional and hassle-free.

For this event, we provided the Cities of Future team with the following services:

  • EventNook Onsite Mobile Kiosk Check-in System with QR code
  • Onsite Instant Badge Printing
  • Comprehensive Equipment Rental and Setup
  • Onsite Event Day Technical Supervision

Safe Check-in with Safe Distancing Requirement

The delegates must be assigned into Zone, Cohort, and Table Number as well as registration time-slot to avoid the crowd at the registration counter. The organizer requires an efficient and effective process to manage the guest list with that arrangement as well as sending out the personalized information to all guests in a timely manner.

How did we help the Cities of the Future with smart, efficient and seamless registration?

EventNook onsite management tool provides the essential features that allow organizers to manage the guest information with assigning Zone, Cohort, Table Number and Registration timeslot and personalized e-ticket with a stunning custom-designed corporate brand and event theme.

Prior to the event, the delegates will receive an email with personalized information such as Zone, Cohort, etc., and the QR Code e-ticket to check-in at the venue upon arrival and collect a badge instantly. The whole process for guest registration and collection of badges is done in less than 10 seconds.

With the comprehensive and personalized information such as Zone, Table, etc. provided to the guests, the delegates can proceed to their seats without any confusion or requiring to wonder where they have to proceed with.

Touchless check-in

With QR Code check-in, there is a very minimum touchpoint and the delegates don’t have to touch with the device and registration staff. The delegate just easily shows the QR code (as in the video below) to the screen and it’s done fast and seamlessly. The check-in and printing the badge took 3 seconds only.

Environmental Friendly Badge

EventNook also provided instant badge printing with a type of paper badge that doesn’t require an additional plastic badge holder. It saves having hundreds of plastic badge holders and also removed an additional step of having to insert the badge into the holder. That saves an additional 1 or 2 minutes of waiting time for every guest. The delegates can just move like Scan and Go!

Monitoring the attendance in real-time

Since the eventnook platform provides the real-time guest registration status from an app, the organizer can monitor whether all guests, VIP and speakers have arrived and able to coordinate with the event team and host to start the event.

QR code e-ticket

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

Touchless check-in using QR code and Instant Badge Printing

We are glad to be an event technology partner of an inspiring, Cities of The Future event organized by UNBOUND and help out making the event experience great! Again, Congratulations to the UNBOUND team, and we look forward to supporting UNBOUND events in the future.

SG SafeEvents Certification

STB’s annual Tourism Industry Conference on April 7, 2021

Singapore introduced a new certification program called SG SafeEvents Certification for large scale events to be conducted with hygiene benchmarks and safe-distancing best practices.

During this challenging pandemic period, the Singapore government and associations have been formulating and imposing necessary standards and new regulations for each respective industry to minimize the risk of COVID-19 infection and to restart the MICE industry, and SG SafeEVents Certification will play a vital role for the event organizing to reborn again.   

Let’s go further in-depth about SG SafeEvents Certification by discussing the following topics.

  • What is SG SafeEvents Certification?
  • Why would we need SG SafeEvents Certification?
  • How can we get certified?
Antigen Rapid Test at STB’s annual Tourism Industry Conference on April 7, 2021

What is SG SafeEvents Certification?

The SG SafeEvents Certification program launched at the Tourism Industry Conference by the Singapore Association of Convention and Exhibition Organizers and Suppliers (SACEOS) is aimed at event organizers, venue owners, and suppliers’ competitive edge, a mark of assurance in a COVID-19 safe marketplace. The SG SafeEvents Standard is to be used in conjunction with WHO Guidelines and all other prevailing Singapore national standards, such as SG Clean, to ensure you can organize and execute your event in a safe, sustainable and responsible manner. 

The certification program is based on the Technical Reference (TR) 84 “Safe event management for the events industry”, developed by the Singapore Standards Council (SSC) and overseen by Enterprise Singapore (ESG). TR 84 is a paid guide that lists recommended best practices in hygiene and sanitization, safe distancing and emergency management for business events beyond the government-mandated Safe Management Measures (SMM). It also referenced the Events Industry Resilience Roadmap (IRR) released by SACEOS in October 2020, which guides organizing safe business events, solutions for hybrid events and new capabilities needed to transform the industry.

Why would we need SG SafeEvents Certification?

The Straits Times stated that the program, announced at STB’s annual Tourism Industry Conference, will run for three years, after which there may be plans to use the experience gained to turn the SG SafeEvents Certification into a full-fledged Singapore standard. Moreover, under the best practices of Event Industry Resilience Road Map Guideline (IRR), it also urged the MICE players to attain SG SafeEvent certifications and work only with certified SG SafeEvent Venues and SG SafeEvent Suppliers. Therefore, it would be no doubt that it can become a nationwide standard certificate every event industry player should have to display or assure that they meet Singapore government standards, ensuring conference attendees and their partners. 

How can we get certified?

Generally, the following aspects would be covered to get SG SafeEvents certified.

  • Event organizers must have risk management plans, documentation of identified hazards and necessary control measures to be implemented before, during and post the events 
  • Venue Operators must develop routine and periodic cleaning and disinfection plans 
  • Organizers and venue operators are encouraged to use contactless technology where feasible.
  • Protocols are needed to put in place to contain and manage emergencies.

Moreover, according to Event Industry Resilience Road Map Guideline (IRR), technology adoption in registration management becomes viable and best practices for event organizers in event planning and management. In IRR best practices, it is also recommended to do contactless registration, health screening by asking health assessment questions and perform with clear signages, thermal cameras and temperature checks at all entry points. 

In those aspects, you need to consider using technology advancements such as QR codes, RFID Badge or facial recognition for contactless registration and event check-in. And if touchless registration is not practicable, you need to control the access in advance – start from pre-event registration of stakeholders to ensure the number of people onsite and distribute tickets, badges ahead of time to reduce touch points upon entry. But that manual process can delay the working process and make it challenging to manage the registration in huge events unless using event registration management software like EventNook.

Zone assignment

EventNook can help your attendees to have the unique QR code when they registered and scan it on their own on EventNook mobile self check-in kiosks. And attendees can even print the personalised badge with name, zone and table number assigned at the onsite independently with no waiting time by reducing the touch points and avoiding the crowded situation as you see in the video below.

Moreover, it should be considered for health and screening safety measures to use an AI temperature scanner, constant temperature monitoring token, disinfection mist tunnel, and anti-microbial coating of common surface areas. 

Suppose you wish to be certified under the provisional standard or learn more about the certification process. In that case, you can register for the industry briefing next month by emailing SACEOS secretariat@saceos.org.sg.

I hope you find this article helpful, and if you have any feedback on the article, please feel free to drop us at hello@eventnook.com, and we would love to hear your thoughts!

EventNook is based in sunny Singapore, and we have empowered events from 21 countries and counting. We have supported a range of events from the various organizations – a small non-profit organization to top brands such as Google, IBM, EY, Deloitte, etc. If you are keen to know more about EventNook services for your upcoming events, we will be glad to assist, and please feel free to contact us.

References:

New standards for Mice sector launched as S’pore prepares to hold larger events, welcome visitors, Consumer News & Top Stories – The Straits Times

Certification programme launched to ensure safe resumption of Mice events in Singapore, SME – THE BUSINESS TIMES

New certification standard for large Mice events, Consumer News & Top Stories – The Straits Times

Tourism Industry Conference 2021 – YouTube

https://www.saceos.org.sg