APMF Bali 2018

APMF Bali 2018

APMF Bali 2018

CASE STUDY

Exceptional event experiences are born from creativity and hard work. Since 2005, the APMF forum has been a platform for insightful business discussions tailored to the interests and needs of individuals from the media and communications industry. The forum gathers influential marketers, publishers, agencies, and technologists from across Southeast Asia. In 2018, we had the honour of witnessing the tremendous proficiency of the APMF team as well as assisting organisers in terms of event onsite management.

The APMF 2018 event took place on May 2–4 on Indonesia’s magical island of Bali. With over 1,200 guests attending the forum this year, the focus was placed on convenient onsite check-in and the facilitation of effective networking. Given our commitment to advanced registration technologies, we were excited to be a part of it.

CHALLENGES

Using software that would be easy to integrate not only with APMF’s internal infrastructure but also with their other tech partners, like MailTarget, was a crucial task. With GEVME’s open API and user-friendly interface, however, the challenge didn’t seem too complicated.

“We have been working with GEVME since 2016. As a technology partner, it proved to be a reliable one. Although we had one of the most complicated pricing scales, the GEVME team was ready to tackle it.” – Andi Sadha, Chairman, APMF

The second main task was ensuring a smooth, well-integrated registration journey both online and onsite for every attendee. Due to the different ticketing types and multiple event access levels, the organising team was focused on seamless name badge printing.

Actions

1. Online registration

Through GEVME Registration, we could easily put multiple ticket types at different prices on sale at the same time. The management of both payments and registrations was fully automated for the organising team.

“This tool helped us save much time. We could just clone the previous event that we organised two years ago and update it easily.”

Illyanti Lutfini,

Hospitality & Registration,

Organizing committee

2. Onsite check-in

Onsite registration setup was perfectly tailored to the size of each event and the number of guests. Whether attendees were arriving with QR codes or without them, they were checked in instantly at the assisted counters with the helpful support of professional event staff.

3. Event app

Keeping attendees informed throughout the event was one of the key priorities. Also, the team wanted to ensure that all the data would be well protected. GEVME’s event app, with its access to a user-friendly backend, helped the team maintain their connection with the guests while also handling all of the real-time updates easily.

“Compared to the solution that we used two years ago, the mobile event app from GEVME turned out to be configurable. It was crucial for us to get access to the backend system to be able to update content flexibly.”

Illyanti Lutfini,

Hospitality & Registration,

Organizing committee

4. On-demand name badge printing

Through colour-code technology and configurable designs, we were able to help the APMF team align name badges with the various attendance categories.

Results

“GEVME is a very complete events platform—great user experience, intuitive content database management, simplified process of integration. We were able to integrate GEVME with our system in just half an hour. Seamless.”Yopie Suryadi,

Marketing & Promotion,

Organizing committee

The two fundamental results we were aiming for were an efficient use of time for the organising team and positive impressions for the guests. We were able to easily achieve these at APMF 2018. Through the automated registration of 1,200 guests on the ground, advanced integration capabilities, and easy-to-use backend access to an event app, the entire event journey was seamless.

Perspective

With each new event that we take part in, we strive to not only hone our strategies but also to create genuinely unique, personalised event experiences. For us, APMF 2018 became the perfect example of an event that makes attendance impressions unforgettable for each attendee.

We are definitely looking forward to the next APMF edition to bring this already amazing experience to the next level. See you in 2020!

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DPRK-USA Singapore Summit

DPRK-USA Singapore Summit

DPRK-USA Singapore Summit

CASE STUDY

On June 12, 2018, Singapore became the host of the landmark meeting that brought Kim Jong Un and Donald Trump together at a historic summit. While it’s not the very first time Singapore has played host to political meetings, the DPRK–USA Summit was probably the buzziest event for the Asia-Pacific region in decades.

Our GEVME team was given an important mission to power the online and onsite registrations for the summit. As an official event technology partner, the company was responsible for building a secure check-in infrastructure as well as an efficient registration flow for the various groups of attendees on the ground.

CHALLENGES

Due to the nature of the project as well as the huge number of stakeholders involved, there were a great deal of challenges that had to be solved by the GEVME team over a very short period of time:

1. Ensuring security online and on the ground: Sentosa Island was chosen as the location for this high-stakes meeting for a number of reasons. Not only do the local hotels provide impeccable services and luxurious amenities, but they are also the best location in terms of security and privacy. With such a huge focus on secure experiences, the core challenge for our team was to ensure security and personal data protection. This required a lot of planning, optimisation, and active monitoring of hardware and software throughout the event.

2. Staying connected: Training and communication were other important focuses of attention. Because the venue was quite large, it was crucial to build an efficient communication system for getting in touch, organising shifts, and solving any ongoing issues as quickly as possible.

3. Cooperating with multiple stakeholders: The most fundamental challenge was likely learning to deal with the huge number of stakeholders at various levels:

“Not only did we have to work with security people, operational specialists, venue hosts, and organisers, we were also supposed to maintain tight cooperation with our end users throughout the testing processes. Eventually, thanks to our robust reporting solutions, we managed to handle all communications over a very short period of time, while with another project, it usually takes months to reach such a level of automation.” Veemal Gundagin,

CEO of GlobalSign.in

ACTIONS

Five integrated GEVME solutions—online registration, onsite check-in, onsite photo taking, onsite security check, and name badge printing—were selected specifically for this event. Thanks to the integration capabilities of the product and the tight cooperation among multiple stakeholders, the execution was flawless. Here are the key actions that were taken to get the system up and running:

1. Onsite planning

The pre-event stage was crucial because we wanted to have a 100% guarantee that both the hardware and software would function optimally during the summit.

“We spent three to four weeks preparing for the event. This included quite a bit of late-night sessions as well as working over weekends to test the systems and ensure the documentations were done correctly.” Daniel Gerard Tjan,

Media Relations and Communications

A number of meetings were organised for the purpose of discussing the planning procedures with the clients from the IT department. We also cooperated closely with the media division that was in charge of the journalists in order to learn how the process of media accreditation would work in terms of the flow. After the key requirements had been determined, the launching process was ready to begin, starting with performance and security testing.

2. Testing processes

Our two main counterparts in terms of planning were security and infrastructure vendors.

While the security team was mainly responsible for system testing, the main task of the infrastructure vendors was to create an ecosystem that would be capable of handling the needed capacities.

In terms of venue testing, the GEVME team worked with the owner of the venue, F1 Pit, as well as the client itself, the Ministry of Communications and Information (MCI). Connectivity was another important issue. Through cooperation with Cyntel, the official event partner responsible for Internet connectivity, we managed to come up with the optimal network settings and procedures.

To align with the capabilities of the venue, both our team and the clients had to make numerous visits to the site. Since we were unfamiliar with the venue, we had to visit three times before we could actually come up with the floor plan that was subsequently presented to the client.

“The visits helped us understand what the flow would be and, ultimately, recommend the best scenario based on the capabilities of our system—where to place hardware, what type of hardware should be available onsite, how to manage the queues, etc.” Daniel Gerard Tjan,

Customer Success Director

To ensure that all the systems functioned flawlessly during the event, four testing processes were conducted on our software and hardware:

  1. Security testing or vulnerability testing: One independent party conducted vulnerability testing on our application.
  2. Penetration testing: Simulated attacks on the computers were also conducted by a third party.
  3. User acceptance testing: Once the entire system had been set up, we had to work with the government and the users to ensure that everything they required had been put into place.
  4. Performance testing: We had to ensure that the website wouldn’t crash. If there had been any risk of the website going down, we would have had to get the higher-load server.

3. Security requirements

Prior to the summit, the GEVME team had to put into place two different sets of security practices in terms of Online Registration and Onsite:

Online Registration: For the registration, the majority of requirements we had to adhere to were in the area of cybersecurity. Specifically, we had to set the related firewalls as well as make sure our servers were properly protected against malware, DDoS attacks, or any other possible web vulnerabilities. On top of that, it was critical to have complete clarity in terms of who had physical access to the servers, who could view the data, and who was in charge of server maintenance.

Onsite: In the case of onsite practices, the team primarily focused on the security of hardware. “The concern was, what if somebody comes in and is able either to steal a computer or connect to our network and get access to the event data?” recalls GlobalSign.in’s CEO, Veemal Gundagin. “We had to ensure that computers were secured. Through the use of Hardened Linux, quite a few security measures were put into place. Moreover, we employed what is known as a thin client approach, meaning all the data was stored on the cloud and not on computers. So even if someone had stolen a laptop, he/she still wouldn’t have been able to access the data.” Additionally, we worked on the prevention of name badge duplication. To ensure they were impossible to duplicate, a unique, encrypted QR code was assigned to each name badge. In addition, each of these had a unique hologram that couldn’t be copied.

4. Onsite staff training

Because GlobalSign.in is ISO 27001 certified, it’s required that all of its employees are sensitized with regards to cybersecurity and optimal security practices. This means that everyone who was a part of the GEVME onsite team was aware of the data protection mechanisms that had to be put into place right from the start.

However, considering the nature of the project, we had to take part in numerous relevant briefings as well as automate communications. Much of the communication was done over instant messaging, which was very convenient because it allowed for the creation of different groups of users. Since the venue was very large, it was critical to stay connected with our clients and the team.

Interestingly, a large portion of the onsite staff were volunteers; they formed the silver service in terms of the Singaporean government. So for the volunteer training, which was mainly based on role playing, we had to take advantage of the experience of our onsite technical specialists to get volunteers on track as quickly as possible.

5. Contingency planning

Risk assessment is an important part of planning, especially in terms of enterprise-level events. Because of this, the procedure we used here was pretty standard. Based on the product itself, the types of data, and the responsibilities of onsite staff, we came up with a list of all possible risks. Next, we rated each of them as high, medium, or low risks. These were the key factors that our contingency plans were eventually based upon.

“The main idea here is to mitigate high risks, be aware of the low risks, and have contingencies for every single scenario. Concerning the mitigation of high risks, because we used the thin client approach, due to which the data was stored on the government cloud, we needed the Internet to work. To ensure our systems continued working even when the Internet was down, an on-premise backup server was put into place by the team. This would allow us to resume the whole process quickly and efficiently, without losing any data.” Veemal Gundagin,

CEO of GlobalSign.in

5. Data access control

Because personal data in Singapore is protected under the Personal Data Protection Act (PDPA), this was the major law we had to follow in terms of data access control. Similarly to GDPR, PDPA covers a range of different regulations that the team had to comply with in terms of data storage, use, and purging. In the context of the DPRK–USA Summit specifically, it was very important to ensure that only relevant people had access to the data and that the data would be purged immediately after the event was finished.

According to GlobalSign.in’s CEO, Veemal Gundagin, enabling the proper data protection practices wasn’t too challenging because GEVME was compliant with PDPA right from the start. This allowed the team to fully focus on access control mechanisms, and in this case, a very restrictive approach was taken: “Basically, the data shouldn’t have been accessible to anybody, except those who were explicitly invited to the GEVME project. Also, two-factor or multi-factor authentication was applied with whomever had access to the back end.”

RESULTS

The historic summit was attended by over 5,000 people, from politicians and civil servants to the representatives of the world’s leading media companies. Even though the team had only around two weeks to put up thousands of registration forms and approval processes (not to mention all the testing), the challenge was handled successfully.

“This event is a very big milestone for GSI. Yes, we’ve done quite a few government events over the past 11 years but not at this scrutiny and global level. I believe everyone who has been working on whatever aspect related to this project felt very proud and honoured to be a part of it.” Daniel Gerard Tjan,

Customer Success Director

Because our SaaS platform is, basically, an out-of-the-box solution, it was easily aligned with the whole range of needs that the Singapore government had with regard to this event. It didn’t take much time to adopt the system because it had already been tested and proven. Apart from relevant security checks and auditing processes, nothing had to be done from scratch.

PERSPECTIVE

The participation in the DPRK–USA Summit became a great testament to our security standards and the automation we could enable through the integrated GEVME products. In addition to that, the whole experience was very inspiring for the team:

“There were people from many different government agencies and organisations, such as MFA and MCI, coming together not just to do their own part of the work but to also help the organisers showcase Singapore’s hospitality. For instance, you could see hundreds of civil servants [putting together] goodie bags on the ground.” Veemal Gundagin,

CEO of GlobalSign.in

The opportunity to experience that vibe and showcase our solutions was itself a huge honour for GlobalSign.in. We are hopeful there will be many more global events held in Singapore in the years to come and are committed to bringing the best technologies to each of these events.

GEVME is a one-stop event management and event marketing software. With a focus on top-notch event technologies, GEVME helps you power your entire event lifecycle in one place. For more information on how you can refine each stage of your event management through GEVME, visit our website.

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3rd MEA FinTech Forum Bahrain

3rd MEA FinTech Forum Bahrain

3rd MEA FinTech Forum Bahrain

Background

The 2019 edition of the historic Middle East and Africa Fintech Forum Bahrain (MEA FinTech) was held on the 21st of February. Under the patronage of the Central Bank of Bahrain and hosted by ABC Bank and AFS, the conference explored the rapidly changing financial landscape. Bringing together FinTech experts, business leaders, regulators, and representatives from the technology and investor communities, this forum served as an exclusive showcase of how next-generation technology is shaping the world around us.

Challenges

The major challenge faced by the client was the unexpectedly soaring registration numbers as the event date approached. At inception, a total of 500 registrants were expected. With structured contingency planning, our onsite team was prepared with logistics for 700 attendees. However, on the day of the event, about 1,000 registrations were recorded. Our GEVME onsite experts ensured that any issues were addressed without any disruptions.

Solutions

This technology-focused event was rightly driven by leaders in event technology. Powered by online and onsite GEVME solutions, the event was a huge success. Our scalable infrastructure allowed our systems to seamlessly handle the unexpected registrations on the day of the event.

Online

Fully integrated with the online registration system, GEVME was able to provide an email marketing tool to run smart email campaigns and boost registrations based on real-time visibility into attendee statistics.

Onsite

The forum brought together fintech industry leaders, regulators, and CEOs. Seamless onsite support was also of paramount importance. Backed by our team of onsite technical experts, we guaranteed seamless check-in and frictionless walk-in registration. Pre-printed badges and logistics contingency planning ensured an unhindered check-in process. Our onsite hardware setup and rigorous venue testing a few days before the event ensured spectacular delivery on the big day.

Results

Our onsite team successfully managed onsite logistics for more than 700 attendees at the event.

  • We recorded 1,000 registrations.
  • We checked in 800 attendees at the event.
  • The average registration time at the event was eight seconds.
“It was an absolute pleasure working with you all. Your assistance ensured that the registration process was seamless and reduced the delay time a lot compared to last year.

Thanks again for your support, and I look forward to working with you in the near future.” Andrew Tucker

Sales Manager

Perspective

At GlobalSign.in, we were thrilled to be a part of such a powerful and technology-focused event in the Middle East and Africa. We are confident that this is an excellent start to successful long-term collaboration in the future.

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GSTC SSTA

GSTC SSTA

GSTC SSTA

Background

Asia’s premiere space and technology event, the Global Space and Technology Convention, brought together the latest news from the space industry, recent technology updates, and hot topics from the industry. Hosted on 14th-15th of February 2019 at the St. Regis Singapore, the event provided an ideal platform for upcoming opportunities in Asia in the space industry. With attendees from about 30 nations, the event showcased the exciting potential of the industry to shape the future. SSTA trusted the comprehensive solutions from GEVME to run the entire event cycle for them, and we delivered flawlessly.

Solutions

GEVME provided complete online and on-site solutions for this award-winning event. The suite of solutions provided by GEVME included:

  • Online registration, which ensured an integrated and seamless registration process for multiple categories of attendees.
  • Onsite check-in and badge printing provided an unhindered check-in experience for the attendees while optimising queue management
  • A complete suite of hardware requirements, including routers, laptops, printers, scanners, and hardware setup support
  • A team of expert professional onsite support

Challenges

The attendees at the event included industry partners, thought leaders, subject matter experts, and business partners from around the globe. Accordingly, there were multiple categories of attendee registration, including delegates, speakers, exhibitors, sponsors, etc. While providing an integrated registration platform to manage these multiple categories, GEVME also facilitated seamless onsite check-in. In terms of attendee management, contrary to the client’s expectation of having about 400 attendees, there was an unexpected spike in the number of attendees. Faced with this large spike in attendance, GEVME was able to deliver flawless onsite check-in and badge printing backed up by support from the onsite expert without being affected by the unexpected increase in the number of attendees.

Results

Flawless execution of our integrated platforms ensured unhindered check-in processes throughout the event. Assisted check-in, self check-in, and fully automated kiosks enabled smooth registration and a check-in process with zero manual intervention.

“The online registration platform was intuitive and easy to use. On the day of the event, the onsite registration was quick and seamless, while the staff onsite was prompt and excellent. We had a great experience with GlobalSign.In.”

Yvonne Lin

Media Relations and Communications

Highlights of the event:

  • 680+ delegates
  • 60 speakers
  • 200 companies
  • 30 nations from around the world

Perspective

We were honored to be a part of Asia’s premiere space and technology event at the Global Space and Technology Convention (GSTC). We sincerely thank the Singapore Space and Technology Association for such a great opportunity to help them promote the significance of space technology.

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GSTC SSTA

GSTC SSTA

GSTC SSTA

Background

Asia’s premiere space and technology event, the Global Space and Technology Convention, brought together the latest news from the space industry, recent technology updates, and hot topics from the industry. Hosted on 14th-15th of February 2019 at the St. Regis Singapore, the event provided an ideal platform for upcoming opportunities in Asia in the space industry. With attendees from about 30 nations, the event showcased the exciting potential of the industry to shape the future. SSTA trusted the comprehensive solutions from GEVME to run the entire event cycle for them, and we delivered flawlessly.

Solutions

GEVME provided complete online and on-site solutions for this award-winning event. The suite of solutions provided by GEVME included:

  • Online registration, which ensured an integrated and seamless registration process for multiple categories of attendees.
  • Onsite check-in and badge printing provided an unhindered check-in experience for the attendees while optimising queue management
  • A complete suite of hardware requirements, including routers, laptops, printers, scanners, and hardware setup support
  • A team of expert professional onsite support

Challenges

The attendees at the event included industry partners, thought leaders, subject matter experts, and business partners from around the globe. Accordingly, there were multiple categories of attendee registration, including delegates, speakers, exhibitors, sponsors, etc. While providing an integrated registration platform to manage these multiple categories, GEVME also facilitated seamless onsite check-in. In terms of attendee management, contrary to the client’s expectation of having about 400 attendees, there was an unexpected spike in the number of attendees. Faced with this large spike in attendance, GEVME was able to deliver flawless onsite check-in and badge printing backed up by support from the onsite expert without being affected by the unexpected increase in the number of attendees.

Results

Flawless execution of our integrated platforms ensured unhindered check-in processes throughout the event. Assisted check-in, self check-in, and fully automated kiosks enabled smooth registration and a check-in process with zero manual intervention.

“The online registration platform was intuitive and easy to use. On the day of the event, the onsite registration was quick and seamless, while the staff onsite was prompt and excellent. We had a great experience with GlobalSign.In.”

Yvonne Lin

Media Relations and Communications

Highlights of the event:

  • 680+ delegates
  • 60 speakers
  • 200 companies
  • 30 nations from around the world

Perspective

We were honored to be a part of Asia’s premiere space and technology event at the Global Space and Technology Convention (GSTC). We sincerely thank the Singapore Space and Technology Association for such a great opportunity to help them promote the significance of space technology.

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