Event: Eastspring Symposium 2018
Venue: Connexion@Nexus, Bangsar South
Date: 10 March 2018
Time: 8:00 am – 2.00 pm
Client: Eastspring Investment Berhad
Total Registration: 640 pax
Total Check In: 431
Event Type: Free Event

Summary

Eastspring Investment Berhad part of Prudential Corporation Asia, the Asia business of Prudential plc of the United Kingdom.Eastspring Investments Berhad is one of the largest asset management companies in Malaysia in both institutional and retail. They organized a lot of events related to asset management and investment. Before they implemented Evenesis, they organized most of the events manually. It requires a lot of work to do the invitation and handle the registration. Most of the work was done through email and an excel file. They also had trouble to control the number of registration as the registration was coming in from multiple mediums and handled by too many people. When they were looking for a system, they wanted a system that could improve the efficiency of their event team and reduce the workload while at the same time improve the event experience of the attendees.

For Eastspring Symposium 2018, they have implemented Evenesis to help them with the registration, email reminder and also attendees check-in during the event day. Immediately after the implementation they saw the benefits as the team no longer had to worry about the number of registration exceeding the seats that were available for the event. 

It only took them two (2) days with a single manpower setting up the microsite and registration form to make their microsite live and receive registration. By using Evenesis, they no longer had to spend much time tracking number of attendees. Another benefit that they enjoyed from the system was that they could see which categories the registration are coming from in real-time as their event was targeted for investment agents, bankers and public who are interested with investment opportunities.They only had the registration form up and live for four (4) weeks before it was closed as it has reached the maximum numbers of attendees.

Their task became a lot easier when the event day came close.  As they could easily schedule email and SMS reminder to the attendees. With less work to do on this part, they could shift their focus on other parts of the event to ensure their event would be a success. 

As the registration on the event day is the first thing that attendees going to experience, Eastspring utilized Evenesis mobile check-in application to help them with the registration. It was an instant success as the flow was smooth and they could keep the happy faces of the attendees. On the day of the event, they opened six (6) counters for mobile check-in and 2 counters for walk-in. All of the registration crews were trained by Evenesis team and manage to handle the registration successfully. Two (2) staff were present on the day of the event to supervise the registration counter and assist the crews if needed. The registration started at 7.50 am and opened 11 am. The peak hour of registration on the day of the event was between 8.00 am and  9.00 am with the total number check-ins of 235 people.

Breakdown Check-In by Time:

7.50 – 8 am = 8 people

8 – 9 am = 235 people

9 – 10 am = 181 people

10 – 11 am = 7 people

Overall, they were happy with the application and services we provided to them. They even referred us to their bank partner, OCBC Bank who was looking for a system for their upcoming event.

Issue/Request

1) Requested a shortened link for the microsite and registration form for them use in their advertisement

Solution: Created a custom link using bit.ly and provide to client

2) Image in microsite stretched out when viewing in mobile

Solution: Advised user to not resizing the image using resizing tools in the system when uploading the image into the system.

2) Concern on the internet connectivity

Solution: We advised them not to rely on the wifi connectivity at the venue for mobile check in and audience engagement application as it also will be used by the audience. We advised them to use mobile data for stability and follow the suggestions.