Only a few weeks left until the big meeting. So far, your preparations have gone smoothly: almost all of your attendees are registered, the flowers are in order, the band is booked, and the room layout is perfect. All you need to do now is make sure your attendees know each other! So, now it’s time to prepare those stinky labels.
While preparing your attendees’ nametags is often the last thing on your to-do list, that doesn’t mean it’s the least important. There are several important aspects of name tag to consider that will ensure the comfort and accessibility of your attendees. Ask yourself the following questions and you can effectively manage the creation and distribution of your name tag.
What is the dress code?
Decide on the style of name tag and holder that will best fit your members’ wardrobes, ie adhesive, magnet, clip, lanyard.
What information will be printed on the name tag?
In addition to your name, include your title, company, and hometown. This is a great way to speed up networking and break the ice.
Will you need designers?
If you have a diverse audience with exhibitors, speakers, buyers, spouses, vendors, managers, etc., consider some type of designation, either on the name tag or as a stackable ribbon.
Is anonymity a problem with some attendees?
For singles, youth, health or support groups, it will be wise to limit the amount of information that appears on identification tags for security and emotional reasons.
Where will attendees pick up their nametags?
You’ll need to set aside part of your check-in area specifically for your attendee nametags. Displaying the name tags is up to you, but I recommend some of these organizers for maximum accessibility.
What if your attendees bring their own name tags?
For Chambers of Commerce or other networking groups, some people prefer to bring their own custom labels. Don’t be offended if you want to wear your own name tag. Hey, at least they wear a name tag!
What is the function of your ID tags?
If your attendee ID tags have more than one function, ie meal tickets, security, or table information, be sure to include that in your order and/or create the ID tag.
What if someone checks in late or doesn’t have an ID card?
Bring a portable printer, extra ID tags, extra lanyards, Sharpies, badge holders and clips. It is always good to be prepared. Also, if a last-minute attendee needs a tag with her name on it, don’t give her a second-rate “orphan tag” that doesn’t look anything like the others. They’re embarrassed enough already!
REMEMBER: Name tags are not everyone’s favorite part of the meeting, but if they are not created and distributed effectively, frustration will set in. And it will reflect poorly on you as the meeting planner. So consider these issues with name tags and you’ll ease the burden of forgetting the name, starting conversations and networking. And go the extra mile! Why? So your attendees don’t have to!
LET ME ASK THIS…
What’s the worst name tag you’ve ever seen?
LET ME SUGGEST THIS…
Before your next company or association meeting, give me a call and I’ll tell you everything you need to know about creating and distributing effective name tags.
