STEP 1: CHECK AVAILABILITY

• Check this calendar for any conflicts with other external meetings/office visits
• Check if the facilities in the office can support the scale of the meeting (chairs, meeting room layout etc). As a general guideline, the Singapore meeting room combined with Tokyo & Istanbul can accommodate up to 45 pax comfortably.  

STEP 2: EVENT REQUEST

Please fill in the event request form and set up a meeting with Winnie to discuss requirements. 

If possible, start this process at least 6-8 weeks before the event date to allow ample time for planning. 

STEP 3: REGISTRATION PAGE 

Lead time: 3 working days

To facilitate smooth planning and seamless communication of event information, a registration page can be setup for your event, it includes: 

• Event overview page
• Registration form to collect RSVP
• Confirmation email upon registration
• Link to check live registration update 

STEP 4: MARKETING RESOURCES

NAME BADGE

Lead time: 1 week

Branded name badges can be printed for your event. 

You'll have access to the software and the printer to print the badges based on your attendee list (we'll teach you, super simple!). 

Recommendation is to print this 1 week before the event date when you have a final attendee list. 

TENT CARDS

Lead time: 1 week

Tent cards are usually placed in the meeting room, and may be helpful to keep track of who is speaking during the meeting for minutes taking purposes. 

The template can be downloaded from HERE and tent card holders will be provided for you. 

Recommendation is to print this 1 week before the event date when you have a final attendee list. 

MERCHANDISE

Lead time: 2 days

If you would like some door gifts, please view the available merchandise and request for the respective quantities using the link below. Once we receive your request, they will be packed and passed to you within 2 days. 

SIGNAGE & BANNERS

Having branded materials onsite helps attendees to identify the meeting venue and provide opportunity for branding. 

Welcome signage: 3 days for design & printing

Just speak with us and we will be happy to support. 

Pull up banners:

Ready-made pull up banners are available for you to use for your meetings. 

STEP 5: CATERING / F&B

Event hosts are responsible to get the necessary budget approval for the meeting, this budget will be used as a guideline for ordering F&B required for the meeting. 

Here's a guideline on the cost per pax for a comfortable experience for attendees: 

Lunch: SGD 15 - SGD 20 

Refreshments: SGD 5

Dinner: SGD 150++ (inclusive of dinner and alcohol) 

The list of options are listed under the "Catering / Restaurants" page and you may indicate your preference on the event request form, and specific requirements can be discussed. 

STEP 6: OFFICE ACCESS

A seamless process is in place where attendees just need to register using the given link and receive the access QR code immediately in their mobile phones. 

This way, each guest will have their own QR code easily accessible, and for last minute joiners, you just need to share with them the respective event link. 

A unique registration link will be provided for your event, and the following instructions can be shared with the meeting attendees prior to the event. 

Pre-registration is required for building access, please follow these steps:

Step 1: Click on the link to pre-register using your email address 

Step 2: Receive a confirmation email 

Step 3: On your mobile phone, go to the confirmation email and click "Get my QR code" 

Step 4: Use your mobile phone to scan at the lift lobby of the office building 

Step 5: Use the same QR code to scan at the lift, then press level 13

*QR code will only be available on the day of the event, for multiple entry & exit on the same day. 

STEP 7: FINAL CHECKLIST

Here's a sample checklist that would help with logistics preparation before the meeting day:

• Book all the meeting rooms required 
• Settle catering for lunch / refreshments (if required) 
• Notify IT if any support is required 
• Final logistical email to attendees on instructions for office access 
• If there is a big group of external attendees and majority of the meeting rooms will be booked out, consider informing the company about the meeting for everyone's planning
• Set up meeting rooms one day before (if required)