Innovation Challenges

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Back-of-House Visitor Tracking System (closed)

This challenge has closed.
Owner: Suntec
Audience: Other, Subject Matter Experts, Businesses, Start-Ups, Researchers, Students
Anticipated Funding: SGD 35,000
Applications close: February 14, 2020
Last Updated: February 16, 2020 10:02 PM
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The Challenge

SACEOS is the trade association of the meetings, incentives, conventions and exhibitions (MICE) industry in Singapore, to promote growth development and enhance the infrastructure as well as the capabilities of the MICE industry. Suntec Singapore, a member of SACEOS, provides a facility of 42,000m² of flexible customisable meetings & conference space.

Each day, Suntec Singapore handles a high number of back-of-house (BOH) visitors, which can include vendors, contractors, workers and short-term staff, to support the events happening in Suntec Singapore. Each visitor has a designated area that they are allowed access to for a specified time period.

In the past, visitors are required to input their details into logbooks and provide their identification card for verification by Suntec Singapore’s security officers. These logbooks are kept in the store, and only when there is need to retrieve visitors’ information, the company will then retrieve the logbooks and flip through huge number of pages, which is labourious and inefficient. There is no easy way to track the visitors’ information and no secure way of protecting access to this information.

Also, due to PDPA regulations, NRIC information can no longer be retained or collected. This poses a considerable challenge to event venues, as they must now find alternative means to control access and verify the back-of-house visitors.

Suntec Singapore hopes to address these challenges by coming up with a more automated way to control and track BOH access to its venue and manage the information collected from BOH visitors. Not only can they verify the visitor presence in the event space, they are able to track if the visitor overstayed their approved period.


How might we create a back-of-house visitor management system that meets regulatory requirements and is capable of accurately and efficiently tracking large volume of transient visitors across multiple locations within a building?


  • A prototype solution that can register, manage and authenticate the access of BOH visitors, track their movement for security and safety purposes, and do so in a secured and data-compliant manner.
  • The solution should have the following features:
    • Real-time authentication of approved visitors using data compliant methods.
    • Be robust enough to authenticate and clear access in about twenty seconds for each visitor.
    • Capture information required to gain access that will comply to the security guidelines of the event venue (Information can include partial NRIC, purpose of visit, areas of access, validity of Permit To Work (PTW)).
    • Ability to locate visitor within the pre-determined and pre-approved locations of access, and to alert the Security team when visitors have moved out of their pre-approved locations.
    • Provide an intuitive and easy to use dashboard function that includes a visualisation of real-time hotspot locations and overall trends, and alerts for breach of security.
    • Ability to allow separate access rights for external authorised parties (e.g. talent agency for part-time workers) and be able to provide BOH visitor’s movement data to these external parties, for the purpose of locating the BOH visitors.
    • Ability to track vehicles of BOH Visitors and provide an easy means for event venue security to locate vehicles when the need arises (optional).
  • The solution should have a user-friendly mobile app interface that is compatible with most mobile platforms and should be cloud-based and operating system agnostic.

There are no restrictions on the geographic location of the problem solvers who may choose to apply to this challenge. However, the prototype needs to be demonstrated in Singapore.


  • As short-term workers are resources that the company use frequently, their information would have been previously recorded in the Visitor Management System. Through the solution, these workers are able to sign in and out daily for the duration of their work, through a designated entrance, that can identify them in real time.
  • During set-up of events, contractors and workers come in and out of the back-of-house to complete various jobs. When they arrive at the back-of-house entrance, the solution detects if each person is on the pre-approved list and send out alerts if a person is not. If the visitor is a last-minute replacement of another pre-approved visitor, the contractor should be able to send in the details of the un-approved visitor and the system updates it in real-time. It can then re-verify his/her identity and allow for the person to enter. Throughout their time in the venue, the company is able to ensure that they access only the areas that were pre-approved.


  • SGD 35,000 of prize money for the winner of this challenge (see Award Model).
  • Access to domain expertise for the development of the Prototype.
  • Opportunity to test, demonstrate and validate solution in partnership with the Suntec team.
  • Winner will be able to use Suntec as a reference customer for business promotion.
  • Collaborate with SACEOS to reach out to the greater community for prototype deployment or refinement.


The Applicants shall be evaluated in accordance with the evaluation criteria set out below.

Solution Fit

  • To what extent does the proposed solution address the problem statement effectively?

Solution Readiness

  • How ready is the proposed solution to go to market?
  • Is there any evidence to suggest capacity to scale?

Solution Advantage

  • Is the solution truly innovative, does it make use of new technologies in the market, and can it potentially generate new IP?

Company Profile

  • Does the product have user and revenue traction?
  • Do the team members possess strong scientific/technical background?


30% of the prize money will be awarded to each selected finalist at the start of the prototype development process, with the remainder 70% to be awarded during the prototype development process, based on milestones agreed between Suntec Singapore and the solver.

Note that a finalist who is selected to undertake the prototype development process will be required to enter into an agreement with Suntec Singapore that will include more detailed conditions pertaining to the prototype development.

Eligibility Criteria

There are no restrictions on the geographic location of the problem solvers who may choose to apply to this challenge. However, the prototype needs to be demonstrated in Singapore.

You, (or any of your teammates, if you are participating in the Challenge as a team) must not be a current employee of (a) Suntec, or (b) any other organisation who is involved in administering or organising the Challenge (including IMDA). 

For full details on this challenge please see the SG:D Open Innovation Platform website.

Terms and Conditions




1.1 We understand that Problem Solvers are keen to participate and share their ideas with the Problem Owners. Submissions will be treated as confidential by the Problem Owner, but all information contained in the submissions may be used by Problem Owners and IMDA in evaluating a submission for the purposes of a challenge.


2.1 Ideas in and of themselves are not protected, and you must be careful to ensure that you do not divulge any confidential information, proprietary information, know-how, or trade secrets.

2.2 Problem Solvers must read the terms set out below carefully. Suntec may include terms where Problem Solvers are to grant a limited and/or exclusive licence relating to the solutions proposed to the Problem Owners. Problem Solvers must understand the terms before agreeing to the same.


3.1 You, (or any of your teammates, if you are participating in the Challenge as a team) must not be a current employee of (a) Suntec, or (b) any other organisation who is involved in administering or organising the Challenge (including IMDA).


4.1 Incomplete entries will be deemed invalid and disqualified.

4.2 All submission materials must be presented and/or submitted in English language.



1.1. The Problem Solver and Problem Owner (the “Parties” and each, individually, a “Party”) accept and agree that they will be bound by the terms set out herein.

1.2. The Problem Solver agrees to the instructions set out in paragraphs 3 and 4 of the Instructions and Information section on eligibility for participation and submission criteria.

1.3. The Problem Solver shall abide by and accept as final and binding on the Problem Solver, all of Suntec’s decisions on all matters related to this Challenge.

1.4. The parties acknowledge and agree that the solutions provided in this challenge will be used for sector-wide applications, and agree to endeavour to achieve the broad objectives of solving sector-wide problems.


2.1. "Confidential Information" means all confidential information indicated in writing or labelled as "confidential", "proprietary information" or where the circumstances of disclosure indicate that the information so disclosed is confidential or proprietary or all information which is deemed by the Parties to be confidential information or which is generated as a result of or in connection with the challenge and which is not generally available to the public.

2.2. Use. The Parties agree to maintain the confidence of Confidential Information and will only use Confidential Information for the purposes of the Problem Owner evaluating the Problem Solver’s submission. Without prejudice and in addition to the foregoing, the Parties shall not disclose Confidential Information, whether directly or indirectly (including publishing any reports containing any Confidential Information), to any third party without prior written approval of the other Party.

2.3. Disclosure. Confidential Information may only be disclosed to each Party’s employees or advisers on a strictly need-to-know basis for the purpose set out in Clause 2.2 above, and each Party shall also ensure that the same obligation of confidentiality shall at all times be observed and maintained by such employees or advisers to whom the Confidential Information is disclosed.

2.4. Compelled Disclosure. In addition, if the receiving Party becomes compelled (pursuant to any law or regulation or the requirements of any stock exchange or other regulatory authority with whose rules the receiving Party is required to comply) to disclose any part of the Confidential Information, the receiving party shall promptly (and, if practicable, before complying with any such requirement) notify the disclosing Party in writing of the same and of the action which is proposed to be taken in response. In such event, the receiving Party shall take full account of any reasonable request made by the disclosing Party, whether concerning resistance to the requirement or the form, manner or extent of disclosure, and the receiving Party shall only disclose such information to the extent that the receiving Party is so compelled to disclose. The receiving Party shall exercise its best efforts to ensure that confidential treatment to the maximum extent possible will be accorded to such Confidential Information.

2.5. Ownership. Confidential Information disclosed under these Terms shall at all times remain, as between the Parties, the property of the disclosing party and does not grant the receiving Party any rights in any Confidential Information, other than the limited right to use the Confidential Information as permitted by these Terms.

2.6. Exceptions. Nothing in these Terms prohibits or limits either Party’s use of information:

2.6.1. previously known to it;

2.6.2. which is or becomes publicly available through no breach of this MOI by the receiving party;

2.6.3. received from a third party without breach of any confidentiality obligation by such third party; or

2.6.4. independently developed by the receiving party without use of the disclosing party's Confidential Information.

2.7. Protection. Each Party agrees to protect Confidential Information using the same means and standards it uses to protect its own confidential information, but in any event not less than reasonable means, to prevent the unauthorised, access, disclosure or use of Confidential Information.


3.1. Suntec acknowledges the Problem Solver’s ownership of IP rights. All IP created from your work on the Challenge (“Created IP”) will be owned by you as the Problem Solver. The Problem Solver, however, grants IMDA and Suntec the right to view, consider, and (where applicable) evaluate and assess the submission in detail, for the period of the Challenge.

3.2. Save as specifically set out in this document, no licence to use or assignment of any IP is granted or shall occur, unless you and Suntec enter into a separate agreement with each other at point of finalist(s) selection.

3.3. Insofar as your submission uses or refers to any pre-existing IP, you must ensure that you have all the necessary rights and/or licences for the incorporation of such IP into your submission and/or any subsequent evaluation and use as part of the Challenge. You must also use all efforts to ensure that your submission does not infringe the IP rights of any third party.

3.4. EXTENDED TESTING LICENCE: If the Problem Solver’s submission is selected as a finalist for the Challenge, an extended period of testing may be required to evaluate your submission and for the proof-of-concept or prototype of the solution to be developed. Suntec therefore may expect the Problem Solver to grant to it, a non-exclusive, royalty-free licence of all IP for the purpose of testing and evaluating the Problem Solver’s solution, for a period of 6 months from the date your submission is selected as a finalist for the Challenge. To be clear, you are not obliged to grant the licence mentioned above until you and Suntec enter into a separate written agreement containing the terms of this licence.

3.5. EXCLUSIVITY: If the Problem Solver’s submission is selected as a finalist for the Challenge, you agree to enter into exclusive negotiations with Suntec to explore a commercial agreement with respect to your solution. The period of exclusive negotiations shall be for a period of 6 months from the date the Challenge ends, during which you agree that you will not disclose, market, or enter into negotiations with third parties in relation to your solution.


4.1. The parties acknowledge and agree that the solutions provided in this challenge will be used for sector-wide applications, and agree to endeavour to achieve the broad objectives of solving sector-wide problems. Consequently, the parties agree to consider the following points in negotiations:

4.1.1. In the event the Problem Solver is unable to or not willing to further develop the Created IP, the Problem Solver agrees to negotiate the sale or licence of the Created IP to the Problem Owner for the Problem Owner to further develop solutions to the sector-wide problem.

4.1.2. that the Problem Owner will be granted by the Problem Solver a licence to adapt, modify, expunge, make derivative works of, disassemble, decompile, reverse engineer, republish, download, or copy and part of the Created IP for further development.


Any questions pertaining to the Challenge may be submitted to IMDA via email at with the subject header beginning with “Back-of-House Visitor Tracking System”.

All correspondence throughout the Challenge must be in the English language.

How to Apply

All submissions must be made by 14 February 2020, 1600 hours (SGT/GMT +8). Suntec Singapore and IMDA may extend the deadline of the submission at their discretion. Late submissions will not be considered. 

To apply for this challenge please see the SG:D Open Innovation Platform website.

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The Department of Industry, Innovation and Science
The Conversation Media Group
IP Australia
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The Australian Research Council
ACT Government
Australian Access Federation
Australian National University
CBR Innovation Network
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