The Event Sponsorship Guide

The Event Sponsorship Guide

The Event Sponsorship Guide

It might come as surprise to some that the subject of sponsorships still eludes event organizers or conference planners. It is, after all, not an easy feat to find a company or corporation that is willing to sponsor anything that costs money at your event these days, what with today’s challenging economic situation.

While there may be some truth to it, event organizers can easily overcome these challenges by understanding the value of sponsorship programs for both sponsors and conference planners and maximizing relationships with sponsors.

What is Event Sponsorship?

As event organizers, many of us have heard of event sponsorships, but till today it remains a mystery to most. Let’s start off by getting on the same page through defining what an event sponsorship really is.

An event sponsorship can be defined as a critical source of funding for all kinds of events where companies, nonprofits, and small businesses give a certain amount of cash or incentives in exchange for both visibility and brand awareness at an event.

Back in the day, a lot of event organizers acquired sponsors to supply the necessary funding to offer more exciting programs and cover rising costs. It was, and still is, an effective and powerful marketing tool to increase and reinforce brand awareness among targeted niche markets.

Types of Sponsors

  1. Media sponsors

For large-scale and high-profile events that require plenty of publicity, media sponsors will certainly be advantageous. They are, by definition, companies that are able to provide financial aid in securing media coverage for your event. For example, a media sponsor might pay for an advertisement at a local paper or cover the cost of filming a TV commercial. In some cases, they may also publicize your event through their social media channels, write an article in a publication, or even publish a blog post about your event and organization on their blog/website – all done in an exchange for sponsorship benefits. These include:

  • having a banner or booth at your event
  • logo recognition in print materials and on websites
  • priority access such as VIP and exclusive interviews
  1. Cash / Financial sponsors

As the name suggests, cash or financial sponsors are sponsors that literally give money to an event organizer in exchange for benefits outlined in a sponsorship agreement, including logo placements on signage or promotional materials, pre-event content creation, promotions and keynote speeches.

  1. In-kind sponsors

Unlike cash or financial sponsors, in-kind sponsors donate products or services instead of offering cash. For example, a hotel may offer the free use of its facilities as a form of sponsorship. In this regard, the hotel is not making a cash contribution, but rather serving as a location sponsor.

  1. Promotional partners

Similar to media sponsors, promotional partners are people who are public figures, bloggers or local celebrities who have a lot of followers to help promote your event to their own customer or fan bases.

Sponsorship as a marketing driver for your sponsors

  1. Events are fast becoming digitalized and interactive

In an effort to stay ahead of the curve, it is no wonder a majority of event organizers are actively implementing digital marketing strategies to promote their events. It is no longer just about planning great topic discussions, but also about creating new memorable experiences for attendees, exhibitors and sponsors. It should come as no surprise that there are dedicated mobile applications developed and designed specifically for these events, where people can focus on participant engagement and networking.

With the rise of mobile apps, event organizers may offer buy-ins to sponsors by featuring them on event apps, providing them with high exposure placements as a means to drive traffic to their businesses and/or brands. As the industry moves away from pens and pads of paper to take notes, attendees arm themselves with internet-connected devices such as tablets and smartphones – which makes for a more interactive relationship with audiences.

  1. Creates visibility for their business/brand

These days, it is no longer enough to simply network at meetings or business occasions. In a world where digital content and social media are fast becoming preferred marketing and advertising platforms for businesses and brands, having a presence at an event position your sponsors’ businesses or brands as prevailing voices in the relevant industries. This includes having their logos featured on event collaterals such as program booklets, backdrops and the event website for brand recognition. In addition, it helps them to focus on the attendees who have demonstrated their enthusiasm for the industry. In fact, in many cases, interested attendees who are eager to find out about sponsors go to them directly, rather than the opposite.

How do you acquire sponsors for your event?

  1. Prepare a sponsorship proposal

Before your initial approach to a potential sponsor, it is important to at least have a sponsorship proposal written which highlights the anticipated impressions that their sponsorship would yield, marketing opportunities at the event, potential sponsorship opportunities available and who your event audiences are. Especially with large corporations, they are far more interested in seeing the value in their monetary support, more than how their money will help you with your event. While you’re at it, be sure to tailor your proposal according to the type of sponsorship package you are offering to your potential sponsor (refer to point 4).

  1. Conduct research on your prospects

It is certainly worth the effort to speculate what you can provide for your sponsors as a way of helping them discern what’s in it for them. As an event organizer, you would want to take time to learn as much as you can about the organizations and companies you intend to pitch to. Knowing who your prospects’ target audiences and key values are, understanding their corporate identities and figuring out their goals in advance puts you in a much better position in pitching a sponsorship opportunity that will surely interest them.

  1. Set different sponsorship types

Among the many steps to selling sponsorships for your event, defining each sponsorship level and the benefits included are the most important factors. Having a wide range of sponsorship levels not only gives interested corporations, companies, and organizations more options to consider a sponsorship program that suits their marketing needs and budget, but they also allow you as an event organizer to monitor the various sponsors and their entitlements depending on their choice of sponsorship buy-ins.

Some sponsorship levels you may want to include are:

  • Publicity in your online marketing or event website
  • Featured advertisements in newsletters and event collaterals
    i.e. program handouts, conference booklets, etc
  • Visibility in your event banner and décor
    i.e. stage backdrop
  • Title sponsorship
  • Tickets to any VIP receptions at the event
  • Reserved tables for sponsors
  1. Follow-up with your prospects

Acquiring sponsors is very much like sales. While it is not always easy and fast with your prospects, it is important to remember to always remain consistent and maintain close contact, especially when you do not hear from your leads right away. Follow-up with calls, emails and even voice messages. Do these in moderation, bearing in mind to always keep your options open as you continue with your constant search of other potential leads.

  1. Nourish your relationships

The way to cultivate your relationships with your sponsors is not by giving them the impression that you only cared about their money. The first thing to do after receiving their cheques is to send thank you letters to your contributing sponsors. Be sure to remind them of their sponsorship benefits in accordance with the sponsorship level they are buying in. It is also likely that your sponsors will attend your event as they would want to make the most of their sponsorship benefits, so make sure they are well taken care of. Photos were taken and videos shot during the event should be shared with your sponsors once the event wraps up. Any other information that evidently reflects the success of the event and impressions you estimated in your proposal should also be included.

Final Note

In summary, with new emerging platforms available that can help expand sponsorship opportunities and produce credible marketing results, you as an event organizer are better equipped to put together a truly cohesive event that not just aligns with the goals you set out to achieve but also allows your sponsors to get their money’s worth. Gone are the days when event sponsorships seem like an unattainable goal for many. The key to succeeding at event sponsorships is more than having the knowledge surrounding it. It is carefully taking into consideration the needs of your sponsors and strategies you have in placed to obtain the best results for your event.

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The Event Planner’s Quick Guide to Conferences (Below 200 Attendees)

The Event Planner’s Quick Guide to Conferences (Below 200 Attendees)

The Event Planner’s Quick Guide to Conferences (Below 200 Attendees)

At first, glance, putting together a 100 – 200 pax conference seems like a walk in the park, and it is certainly so. This guide will show you that even with entry-level experience in the events industry, organizing a small conference is surprisingly easy.

Read on for a deeper insight into how you can plan your first successful event over a period of three months.

90 days before conference

Set up an event landing page

The first step to organizing a conference is to make your event visible for interested participants to discover more information about your event. What better way to do this than to create an event landing page? Regardless of whether they search for your event via search engines or directly from the organizer’s website, this will increase the exposure of your event and help to communicate information.

Blast out your 1st Invitation email

For conferences this small, some organizers may decide to open registration early, and that is fine. However, if you do not have at least an outline of the conference program, you might not want to start asking people to register in advance. Alternatively, organizers can choose to use this time to promote specific conference details such as the when, where and what. Start with your save-the-date messaging so that when you are ready to ask for registrations, you have a clear shot at your prospects’ calendars.

60 days before conference

Set up a registration platform

Setting up registration forms for small-scaled conferences is easy, with just the right amount of custom fields for delegates to provide essential information. By using the GEVME registration platform, any organizer will immediately be given the ability to create professional registration forms in a matter of minutes.

Blast out your 2nd Invitation email

Your registration page should be up and be running by this time, which brings us to our next step in planning a conference: email marketing. You should have enough information on the program to start creating your own series of direct email promotions. Concentrate on communicating the conference’s content and how people who attend will benefit from it. This will better facilitate your interested parties in making a decision.

Remarket your emails

There is a technique we use to drive more attendance to conferences, and it is called Email Remarketing. It is such a simple methodology, yet very few event organizers remember to do this. The idea is to simply send the same email again to the list of people who did not open your previous emails.

Here’s a tip: Use the same email content but change the subject line. Do this only once. You should see a boost in your open rates going up from 22% to 32%.

30 days before Conference

Send out your final Invitation email

With just one month away, we are that much closer to the day of the conference. If you are seeing bad numbers on your current registration count, it is highly possible that there are people who fall in either one of the following categories:

  1. They are interested to attend but haven’t had the time to register
  2. They are sitting on the fence with their decisions
  3. They have no idea what the conference is about
  4. They are simply not interested

Depending on your current registration number, your target audience should be the groups of people who are still undecided about your conference. Talk broadly about the event highlights and mention both keynote speakers and the topics they will be covering the event. The perception of expertise on the given topics of education and content is usually the deciding factor for those who are still deciding to attend.

Send out automated confirmation emails to ticket buyers or main registrants

Once a ticket buyer or registrant has completed the registration and payment is complete, send a confirmation email with a PDF copy of the event ticket with a unique QR code and barcode for onsite registration.

7 days before conference

Close your registration site

Now that you have seen registrants steadily filling up conference seats, the majority of event organizers typically close their registration at this juncture. This will give you sufficient time to tabulate the final list of registered participants, send final confirmations of registration and resolve any last-minute queries.

Compile final list of registered participants

With all the data collated on a cloud-based system like GEVME, the online platform allows you to easily organize your data into customizable reports from attendees’ listings to the list of payments collected. Export them into Excel spreadsheets onto your computer for easy reference and management.

Pre-print name badge designs

By using the GEVME Onsite App, you can personalize name badge designs according to the corporate identity of your conference. Helpful information to put on the badges will include names, titles and institutional affiliations. You may also consider printing different name badge colors for the different categories of registrants to easily differentiate them during the event.

1 day before conference

Set up digital kiosks with GEVME Access

One of the biggest hurdles that event organizers are often faced with is a poor registration process that is both manual and time-consuming. The GEVME Onsite feature strives to provide the ultimate onsite check-in experience by using QR code and barcode features, coupled with digital kiosks to encourage self-check-ins.

Prepare original registration and other event related documents in advance

It is always a good idea to print a copy of the final list of attendees in the event of a technical glitch. Also, event organizers have found it helpful to have copies of the program with the exact time slots of the presentations and breakout sessions as a reference. Keep some to display by the registration counters.

Ensure all on-site digital kiosks are in working order

When your delegates show up to check-in at your event, the last thing you want for your theme is to experience long queue times. To prevent this, it is important to ensure that there are enough people at the check-in desks/tables and that they are familiar with the check-in process to make the onsite experience as seamless as possible. If there are part-timers working at the counters, make sure that one of the conference organizers is present as well in the event of questions from delegates.

Conference Day

Finally, D-day has arrived.

As your delegates check in smoothly and name badges have been distributed without any difficulty or delay using GEVME’s onsite digital kiosks, the next thing to do is to simply enjoy the rest of the conference and know that your efforts put in the past five months have been well deserved.

7 days AFTER conference

Send thank-yous and acknowledgment emails

Once the conference wraps up, thank all attendees involved and conclude the event through an email campaign software – like the GEVME Email Marketing app.

Conduct a post-conference survey

Besides thank you emails, you may also want to send out surveys to your attendees to find out what their experience was like. This should be done no longer than one week after the event as you want their feedback while the event is still fresh in their minds.

We have claimed that planning a small conference can be easy, but nothing counts more than actual experience. With over 10 years worth of knowledge in the business of events, the team at GEVME has nearly seen it all and done it all. This quick guide is your ticket to ensuring that your event stays true to the goals you have set. Not to forget that at GEVME, we have a reliable team of helpers who will assist you at every step of the way when it comes to getting your conference on the road.

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The Event Planner’s Quick Guide for Conferences (200 – 500 Attendees)

The Event Planner’s Quick Guide for Conferences (200 – 500 Attendees)

The Event Planner’s Quick Guide for Conferences (200 – 500 Attendees)

Unless you are an experienced event organizer, you may or may not be faced with putting on a conference and not know where to start.

This timeline is a basic outline of planning a 500 pax conference over a period of five months. While no two events are the same, as is every lead time, budget and target market, there are several steps you can take as an organization that will allow you to plot out and maximize your event’s success.

150 days before conference

Set up a conference website

One of your first tasks is to create a conference page and make it ‘live’ at the earliest time possible. This helps to capture early interest and possible leads, even if all of the event details have not yet been confirmed.

Set up a mailing list and a registration platform

With GEVME, you can learn how to customize your own mailing list and registration platform according to your conference needs and requirements. Target segments effectively with the right message to the right people.

Send out 1st EDM blast

Email is still considered an effective approach by event organizers to create event awareness and drive ticket sales. With your conference site and registration page now ready, you should get your first major email blast out to your invitees, including those who pre-registered (this could be from previous events or other registration channels before.) Use the GEVME Email Marketing App to create smart emails that reach out to your target audience. Open the registration portal to the first wave of registrants.

120 days before conference

Offer early bird pricing or discounts

Utilize the ‘early bird discount’ to encourage people to buy before ticket prices increase. Send an email to notify invitees of this promotion. Feel free to have more than one type of early bird discount at various stages during the pre-event.

Track your email campaign results

You should begin receiving registrations 2 – 5 weeks after your first EDM blast. By using GEVME as your preferred event management system, you will be provided with all the statistics you want in real-time to track and evaluate your campaign performance.

90 days before conference

Send out 2nd EDM blast

We have already shared how effective emails can be as a support tool, helping you get your content directly in front of your audience, and offering them something of value beyond asking them to register for your conference. With the 2nd EDM blast, present new and refreshing content about your conference to get your attendees’ attention.

Need some help with email marketing? Read more about the Dos & Don’ts of Email Marketing to get you on the right track.

Close early bird pricing and discounts

As mentioned earlier, having an expiry to early bird discounts and special pricing helps generate a sense of urgency. A good idea is to send out a notice to undecided invitees as the early bird deadline approaches, and you should see a wave of RSVPs from people wanting to catch the savings while they still can. Drive that attendance rate up!

60 days before conference

Determine your on-site registration procedure

Get in touch with our friendly Account Managers from GEVME and determine ahead of time what portable equipment you have available, and whether you have to rent equipment for on-site registration such as tablets, laptops and name badge printers. The GEVME Onsite App supports the entire event onsite experience by providing the necessary software features and event technology to provide a seamless experience for attendees.

30 days before conference

Final EDM blast

Whether you’ve been marketing for a matter of months or weeks, your event will eventually seem that much closer to you when you least expect it. With just a couple of weeks to go, it is time for your last-push marketing.

Create the final EDM that consists of:

  • event details
  • event highlights
  • updates on featured speakers
  • list of topics
  • and more…

7 days before conference

Close your registration site

Some event organizers like to keep online registration open throughout the event and incorporate any additional on-site registrations or changes directly in their registration system. However, to provide enough time for your organization to prepare for an expected number of attendees, we recommend doing so 1 week prior to your event’s opening date. This maximizes pre-registration opportunities, and also provides you with enough time to calculate numbers for session sizes, total payment received meals and more.

Compile final list of registered participants

Various reports from attendees’ listings to list of payments collected can easily be generated through GEVME and exported to Excel spreadsheets. Stay up-to-date with your attendee data.

Pre-print name badge designs

With the final list of registered attendees downloaded from GEVME’s conference database system, you should be able to generate name tag designs to be printed prior to the day of the conference. With the GEVME Onsite App, create name tag designs with your favored graphic design software and bring that design into our print template. Our GEVME staff will assist you with realizing your design vision.

Keep the name tag layout simple:

  • a small conference logo or title
  • the person’s full name in large, readable letters
  • the person’s institution

Don’t make people squint just to read names on name tags. This is a real event experience killer.

1 day before conference

Set up digital kiosks with GEVME Access

Using the GEVME Onsite feature, you will be able to check your attendees in at your conference for a smooth and hassle-free on-site experience.

Be sure to bring original invoices and any necessary paper forms with you to the conference, even if you are using a computerized system. These forms are a backup when questions or technical difficulties arise. Remember Murphy’s Law – anything that can go wrong will go wrong.

Ensure all on-site digital kiosks and printers are in working order

The best way to coordinate all the details is to walk through the registration process as your delegates would. Picture how they will think and act at each point in the day to solve problems before they arise. Go through the registration process regularly with each of your staff. This also helps to avoid running into unforeseen technical errors.

Conference day

Finally, D-day has arrived. As your delegates check in smoothly and name badges have been distributed without any difficulty or delay using GEVME’s onsite digital kiosks, the next thing to do is to simply enjoy the rest of the conference and know that your efforts put in the past five months have been well deserved.

7 days AFTER conference

Send thank-you’s and acknowledgment letters

In your thank-you notes, be sure to remind your various attendees (speakers, delegates, sponsors, etc) of the event’s success and how they contributed to the event just by being there.

Conduct a post-conference survey

You could send out a questionnaire, email or survey through GEVME. As you thank guests for coming, invite them to share what they liked and disliked about the event. Their feeding will help you greatly in measuring the success of your efforts, and help you improve your future events.

Ensure you have done everything post-conference using a checklist to stay on track.

With the time it takes to plan and organize an event, it can be easy to forget certain important elements that make a conference successful. With GEVME as your event management software, you will be able to seamlessly achieve your vision and make your event an unforgettable experience.

Whether you are looking for something as simple as a single event landing page for registration, event marketing tool, or a one-stop solution, you will be well on your way to getting your conference on the road by choosing GEVME for your event management needs.

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The Event Planner’s Quick Guide for Conferences (Above 500 Attendees)

The Event Planner’s Quick Guide for Conferences (Above 500 Attendees)

The Event Planner’s Quick Guide for Conferences (Above 500 Attendees)

If you have read any of our Event Planner’s Quick Guides for Conferences, you should be familiar with our top tips for getting started on your conference management practices.

However, conferences of a much larger scale typically require a great deal more time to plan. You will require essential skills such as multitasking, attention to detail and great organizational skills. Make your event planning process simpler with a conference planning guide that will keep you on schedule and help map out the blueprints needed for planning a conference of this magnitude.

The following timeline describes all the essential steps to follow in organising your next big event over a period of one year.

300 days prior to Conference

Set up the conference website

Nothing compares to having a digital presence for your conference as a means of capturing interest and sharing information about your event. It is not only considered mandatory, but extremely easy to do with GEVME’s Event Web Builder.

Set up the registration platform

When managing a conference of this scale, an online conference registration system like GEVME is your ticket to creating highly customizable registration forms, fast processing of payments, tracking email campaigns and managing attendees’ database.

Create workshops and breakout sessions through your registration form

Depending on how you intend to promote your event, most large conferences divide the agenda into many short sessions, ranging from workshops to open-floor exhibitions. Managing workshop sign-ups is made easy through your registration form. Set limits on the number of seats available per session. Once you have decided on how much you want to charge per signup, GEVME does the rest for you.

270 days prior to Conference

Publicize on social media

Facebook and Twitter are two of the most popular social media platforms used for event publicity. Creating a Facebook event, for example, allows you to relay important updates to your contacts as well as your organizers. If your event is not by-invite-only, then don’t forget to set your event setting as ‘Public’ to promote more invitations throughout the Facebook community. A Twitter page, on the other hand, works best when featuring an up-to-date stream of news and updates.

Open registration and send out email blasts

Be sure to not take too long to open your registration site for early signups after the registration process has been finalized. Attendance is the single most important factor to the success of your event. The second thing to not forget is running event marketing campaigns alongside the opening of registrations. Even the most popular conferences must effectively market their event to fill every seat in the house.

Offer early bird pricing or discounts

Not only is it conventional to offer early bird tickets, it is also a great way to encourage people to commit to your conference early. Easily set the maximum number of early bird tickets and the end date of the promo using GEVME’s Tickets module.

180 days prior to Conference

Announce first set of conference speakers

One of the most valuable marketing tools you have at your fingertips is the speaker announcement. It is always a good idea to introduce your speakers early on in your event communications, but be strategic about it. Here are some good intervals to consider making speaker announcements:

  • When ticket sales open
  • At the end of early bird discounts
  • One or two weeks before the start of the conference

Track registration numbers

Managing registration becomes more difficult as your event grows in size. This is where an online registration system like GEVME can help you track registration numbers, process payments, and organize data. Export the registration data from GEVME in a registration spreadsheet, noting the total number of registrations made each week.

150 days prior to Conference

Announce the closing of the early bird registration

Do not miss this golden opportunity to announce the closing of early bird sales a week before the closing date as it still remains as one of the most effective marketing and call-to-action tool for driving attendance to an event. Don’t be surprised if you see hordes of people reacting positively.

Announce the updated list of conference speakers

We mentioned a few points before that one of the best moments to announce your updated list of speakers is at the end of the early bird registration. Do so with two to four speakers at a time to draw the attention of your invitees to your conference.

60 days prior to Conference

Remarket your emails

Powered by GEVME, you should be able to analyze all your past email campaigns with a holistic view of the total number of unique opens and clicks of all your recipients. Here is what you can do if you wish to drive more attendance to your conference – engage in Email Remarketing. It is a technique that is used to send the same email again to the list of people who did not open your previous emails. One tip for better results is to use the same email content but change the subject line. Do this only once. You should see a boost in your open rates, going up from 22% to 32%.

30 days prior to Conference

Announce final ticket sales

Four weeks before the conference, you may see a spike in ticket sales similar to the first peak we experienced at the end of the early bird discounts. By now, most of your potential attendees understand that this is their last chance to attend your event and will rush to make a ticket purchase. If you’re lucky, you’ll sell out during this last spike.

7 days prior to Conference

Close registration

In our previous guides for planning a conference, we have shared how most event organizers like to close online registrations one week prior to the event as this gives them time to send final confirmations or reminder emails to registered participants. There are others, on the other hand, who prefer keeping online registrations open throughout. Either way, take this time to ensure all registration forms submitted online have been properly processed.

Compile final list of registered participants

With all the data collated on a cloud-based system like GEVME, the online platform allows you to easily organize your data into customizable reports from attendees’ listings to the list of payments collected. Export them into Excel spreadsheets on your computer for easy reference and management.

Pre-print name badge designs

By using the GEVME Onsite App, you can personalize name badge designs according to the corporate identity of your conference. Helpful information to put on the badges include:

  • Full Names
  • Titles
  • Institutional affiliations

You may also consider printing different name badge colours to represent the different categories of registrants for differentiation during the event.

1 day prior to Conference

Set up registration counters with rented tablets and laptops

Now is the time to make sure all the late nights, physical labor and constant worries pay off – starting with registration. The last thing you want for your event is a poor registration process that is both manual and time-consuming. Provide the ultimate hassle-free onsite check-in experience for your attendees through the use of QR codes and barcodes using the GEVME Onsite feature.

Rent name badge printers for onsite printing

You might think that pre-printing name badges overnight would save you time during the event registration.

Not really. In fact, it can be quite the opposite. GEVME optimizes the registration process by triggering name badge printing the moment your attendees check in.

Provide training for onsite registration

Many months of solid planning and preparation can easily evaporate into thin air if they are followed by the lack of training – especially for onsite registrations. Besides training your registration staff on the check-in process, make sure they know the information needed and how to handle problems, delegates, VIPs, and payment. You want people to stop, register, and move on seamlessly.

Prepare original registration and other event related documents in advance

It is always a good idea to print a copy of the final list of attendees in the event of a technical glitch. Also, event organizers have found it helpful to have copies of the programme with the exact time slots of the presentations and breakout sessions as a reference. Keep some to display by the registration counters. 

7 days AFTER Conference

Send thank-yous and acknowledgement emails

This may be the last task to complete as an event organizer, but it is also one of the most important. Once the conference wraps up, thank all attendees involved and conclude the event through an email campaign software – like the GEVME Email Marketing app.

Conduct a post-conference survey

After all the stress and hard work, now is your chance to find out what you can do better with your next event. While preparing your survey or questionnaire, GEVME allows you to customize your questions easily and capture the best feedback from your attendees by targeting segmented attendees online.

Whether it is a 100 pax seminar or a 1000 pax conference, our go-to guides for event planners is a handy tool for not only keeping you in check and on schedule, but to also provide the much needed assurance that you have not missed out on any important details while planning a conference.

In the end, one of the most rewarding feelings you will experience in putting together a conference this size is the incredible accomplishment of a job well done – considering how overwhelming conference planning may seem to those who have never been involved in similar projects. Let us not forget how great the event industry is, where people share inspiring things, create memorable experiences for one another, and meet new friends.

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How to Create a Successful Name Badge Design

How to Create a Successful Name Badge Design

How to Create a Successful Name Badge Design

Name badges. To define name badges in a simple manner — they can be an emblem, token, sticker, card, or a tag with information about the wearer, which is often pinned to one’s clothing or hung around the neck.

This book will help all you readers understand the importance of a name badge.

We will discuss:

  • it’s utility in various industries
  • the types of badges available in the market
  • the perfect badges for your business
  • data collection by using ultra-modern name tags to monitor people during an event
  • a brief cost overview
  • the do’s and don’ts relating to these badges.

This book will help future event planners, attendees, and employees understand the significance of a simple name badge or a name tag. This book will tell you everything and anything about them — including lots of useful tips that will come in handy when designing name badges. Once you have read it thoroughly, we can assure you that you will know the inner workings of this segment like a pro.

The book does not claim to make you a guru in the science of name badge design. Business trends change on a daily basis, and name badges are no different. The type of design that is popular right now, may not be trendy tomorrow. Follow the important points in each chapter while keeping the current fashion in mind.

Significance of Name Badges for Event Planners

If you attend networking events and are looking to make a great impression on the people around you (but are failing), then you should read this book.

If you are an event planner or event organizer, then you MUST read this book and ensure that you do not skip a single chapter. You might even be seeing this “name badge” word for the first time and missing out on a key component that can make your event successful. You might be thinking, “What can this name tag do for my event?”

Well, let us take a look at the benefits of a name badge and the things it can do for you, your event business and your attendees.

  1. Name badges give attendees a sense of warmth with a professional first impression, immediately putting everyone around you at ease. The personal touch given also makes introductions so much easier.
  2. Name badges are a vital part of an event where networking is an essential element of the day’s agenda. The fact that your name is readily available allows people to approach you and saves you from that dreaded mortification of not remembering a person’s name.
  3. Name badges facilitate a swift at-a-glance name recall, making it easy to remember another delegate’s name and allows attendees to make acquaintances easily.
  4. Your brand is the primary element of your business, but your name assists in creating a personal connection between your customers and you. Name badges are a crucial form of identification, and therefore are efficient tools that can be used to promote your business.
  5. You can create a branded lanyard to make a sophisticated attachment option for your badge, or include a QR code to promote your brand and drive traffic to your website or event landing page.
  6. A name badge guarantees that you and your team will be able to utilize face-to-face communications to their advantage. In the corporate world, which always requires personal service and answerability, a name badge is an easy way to edge out the opposition and keep your valued clientele coming back.
  7. Although the name badge is an important part of the event itself, it is also a vital link in the event planning process. A name badge can instantly connect clients back to an event landing page where they can register for other events. Event management software companies such as GEVME have mastered the art of event marketing. Through the integration of CRM solutions, hosts now know who has checked-in into an event, how they interacted with vendors at the event, and even their likelihood to attend a similar event in the future.
  8. Statistics show that the name badge enhances the attendee experience. When your staff members are wearing name badges, they are the emissaries of your business. When your employees look good, they go out of their way to create a professional and friendly impression on the customers.
  9. Your staff also work hard to achieve their accomplishments. Name badges provide a modest way to certify that the professional successes of your staff are appreciated and exhibited with pride. Whether revealing ten years of service or presenting a recent promotion, your employees will make every effort to achieve every victory with the added appreciation that is part of your unique name badge program.
  10. Dress codes and uniforms create an atmosphere that is exceptional for your business, but name badges also perform the job of unifying your team while upholding each employee’s individuality. Just like a name on the back of a football jersey, name badges offer the acknowledgment of singular efforts towards the realization of team objectives. Name badges provide a sense of fellowship and team unity that no other product can provide at your place of work.
  11. With a variety of shapes, designs and plate colors, the name badge can help promote your company. Your clients and business connections will notice your attention to detail and the positive first impression that the name badge provides. Other than your name, you can add your company logo on your name badge, which gives an outstanding visual that makes your brand memorable and more personal.
  12. The usual advertising channels can be expensive. The name tags will help you increase your promotional space by placing it at the vanguard of communications between your clients and you. Market your latest product, promote your seasonal offers or raise awareness for your business with the versatility of the name badge system. It is also the best tool that can help your employees keep up with their targets and initiatives.
  13. While name badges are good for your business from a networking viewpoint, they can also increase the security at your event. Attendees in an event will get recognized easily by their name badges, and should anyone enter your event uninvited, you will know immediately. You can maximize security by adding features such as QR codes, NFC, and barcodes to the badges to manage access control. Integration of barcodes and QR codes onto your badge will enable sharing of data such as member lists or the swapping of electronic business cards — ideal for generating traffic on your event website or linking to an advert. GEVME enables you to create QR codes automatically; it will be defined and placed on the name badge when it gets printed.
  14. Most importantly research shows that name badges improve customer satisfaction, loyalty, and motivate your employees to work as a part of a team.

Why the Name Badge is a Huge Deal

A Social Science Research Solutions survey of 1,000 American citizens revealed that 76% of the people consider a company genuine, only when their employees wear name badges, while 96% of the people felt that it was important to identify an individual by name when doing business. 77% stated that a name badge helps to promote oneself at meetings, conferences or networking events personally, and 75% of those surveyed established that a name badge would give them a helping hand in career development.

Name badges are part and parcel of the marketing program that helps companies promote their employees who act as representatives for their business. In this chapter, we will get to know what a useful name badge can do for you.

Wearing a badge means making a NAME for yourself (literally with your name on it), which is one of the keys to success. Name badge requirements differ within various industry sectors. For example, the maintenance industry almost exclusively uses name tags for self-inscription, which are inexpensive, durable and readable. On the other hand, hotels for instance, give a lot of attention to sophistication and elegance. The events sector uses custom-made badges that are not made for daily use.

It is important to create name badges for your staff for special events like conferences, seminars, workshops, etc. For all the event planners out there, the best way to avoid confusion on the main day is by making sure that you provide a name tag for all the attendees.

GEVME gives some great examples of effective name badges for event planners and the blog provides a wealth of information regarding the appropriate use of name badges for different events, how they can benefit the attendees and the hosting company. They even print custom name tags.

Name Badges for Events

1.Outings, trips, and excursions

Field trip. These two words can cause different reactions in different sets of people. The teachers, for instance, will become extra vigilant; the parents, will become overprotective mother hens and the children will adopt a devil–may–care attitude. It’s hard to handle one kid, forget a full class of them and when the topic is a field trip, an outing, or an excursion, it is the time for the grown-ups to worry. During such events, the organizers and the teachers should make sure that they design suitable name badges for the children, but that is another arduous task. Kids are curious by nature and very spontaneous, so if you try and give them a dangling name tag in a laminated plastic, then it is guaranteed that at least 5 of the 30 kids will either lose it or purposely throw it away. Despite this, the organizers opt for hanging name tags. It is advised that event planners use badges, primarily because they are not that easy to remove and secondly, all kids love badges, no matter what is written on them. Oh, and make sure that you have at least three similar badges per kid because even though the students may not remove the badge, they will change their attire during the trip and forget to put on the badge with their fresh pair of clothes.

2.Seminars, workshops, and conferences

If you’ve ever been to a seminar or a workshop, then you’ve almost certainly had a lariat style name tag around your neck or pinned to your blouse/shirt/blazer. During seminars, workshops, conferences and formal meetings, a name badge will ensure that the organizer, their staff, and the members, remember the names of other attendees and pronounce them correctly. Let’s face it: 50% of the people in the world are awful with names. Name badges can, therefore, serve as a cue and help avoid any potential blunders. Having relevant identifying data at the right time can open a dam of opportunities, and provide your attendees with the perfect platform to grab attention and impress. A name badge has also been known to serve as an effective conversation starter. Admittedly, they are not the most inspired openers, but at least you won’t be going in blind.

A typical conference expedition has many participants including, but not limited to, attendees, speakers, promoters, volunteers, media, and security. The organizer should make sure that their design is suited to the occasion, and if possible, different designs should be printed for categories of participants. Networking is the primary reason that people show up at such formal events. The use of different colored name badges can help guide your attendees, and stimulate interaction with industry associates, prospective sponsors, and other like-minded people.

In reality, many people can tell you that badge names have saved them from very awkward situations. For example, during an investor meeting, what if you forget the name of any one potential investor? Or you look around the room and you see a man that you are sure you had a dinner with last year, and recognizing you, he comes over. The only thing that will save you at that time is the name badge on that person (provided you manage to peek at it without him catching you).

3. Functions, parties, gala, and festivals

These are the tricky ones. So, when you discreetly glance at the name badge in a formal event, many people will not mind, because most of the people are strangers there. But at informal events, if you are an attendee at a party, festival or a function and you are caught with a blank expression on your face, then it is humiliating. The fact that you have been invited to an informal event indicates that most of the people already know you and you, in turn, are supposed to recognize them.

Usually, at informal events, the name badges are more for security purposes that also fulfill the utility of an RSVP. The organizers, to prevent the entry of party crashers, design and print small name badges that can be used to keep track of all the guests and help the security team do their job.

Organizers should understand that at informal events, lanyard badges are a definite no-no. At informal events, where there is either a dress code or an unspoken agreement between both genders to wear fancy and fashionable clothes, a dangling name tag will ruin the occasion, while a pin badge may spoil the fabric, so always opt for the magnetic name badges with an elegant design.

Other Industries or Events That Could Use Name Badges

1. Airlines

Even with better technology, better designs, and state-of-the-art aircraft, the passengers are forced to carry documents and plane tickets through the customs, the security checks, and even final boarding till they are seated.

What if you could upload all the documents online before the purchase of the ticket? So that when you arrive at the airport, you punch in a specific code provided during the purchase of the ticket, and you get your very own badge with a QR code.

After this, during all the security and customs checks, all anybody has to do is scan the QR code on your badge. Wouldn’t that be much easier than carrying ten types of documents, printed tickets, and the luggage? The passengers pay a hefty sum for booking a flight, the least the airline industry can do is provide a name badge for them.

2. Weddings

Did you know that nearly 10% of couples meet their life partners at weddings? Yes, it is an informal event, and you think most of the people already know each other.


A wedding is the blending of two different families — the groom and the bride, which means both sides of the family are barely acquainted (unless the bride and groom are childhood sweethearts). During wedding preparations and whatnot, neither party gets the chance to interact. Name badges in such an occasion will help to break the ice and create a stronger bond between the families.

Keeping in mind that the event is a wedding, where people are likely to be dressed in their best attire, it’s suggested that the wedding planners create suitable name badges that match with the clothes or the theme and are magnetic badges to avoid making holes. Also, name badges with tracking systems lend a helping hand to the organizers in locating the guests at all times. The trend for using name badges is slowly catching on and might become the next “big thing” in the wedding business.

3. Reunions

School/College Reunions are always a huge deal. But what if in a movie-like cliché moment, someone you do not recognize approaches you and says, “Hey. How are you?” and you are staring at her/him with a confused expression because you cannot remember her/his name. Wouldn’t that be humiliating?

But unlike the other previously quoted scenarios, this happens quite frequently. It is evident that after so many years, you might not remember the names of few of your colleagues or bench mates. It would be so much easier if there were name badges to help you jog your memory. So therefore if you are ever organizing a reunion, try to keep this suggestion in mind.

Each event has its style, theme, and atmosphere whether formal or informal. It is the duty of the organizers to do proper research and design the name badges accordingly. The type of font, the design, size, and material will vary from event to event. Irrespective of the kind of event you are planning: a meeting, retreat, dinner, gala or a conference, attendee satisfaction is the key indicator by which you measure the success of the event.

Using a Design that Attracts their Attention

Whether it is just a one-day event or for the daily use of your employees, name badges must be selected carefully. It is more of a shopping experience — way too many choices and takes hours to decide. In this chapter, we will guide and help you choose the perfect material, design, and printing suitable for your industry/occasion.

GEVME is an industry leader and we know what makes a successful design that appeals to the attendee and is cost-effective for the hosting company. Hosting an event can be expensive and name badges are often the first piece that businesses look at to cut costs, but the reality is that the name badge is one of the most important parts of the event itself, coupling engagement with analytics. So, let’s take a look at the different types of name badges available.

Types or Badges

Employee ID Badge: These badges are more likely to be made either of plastic or magnets. ID tags are designed to last for a long time, so durability is imperative. In some way or the other, an employee’s ID represents the type of business and the company quality because employees, as mentioned in the previous chapter, are the representatives of your business. The employee ID badge includes a picture of the employees, their name, their job title, department, and company logo. Different industry sectors go for various types of materials.

For example, hotels and restaurants prefer to use metallic badges that can either be pinned to the clothes or be attached using magnets. These badges add professionalism to the business. On the other hand, most corporate offices opt for lanyard plastic tags as they are cheaper and can be used to track the entry and exit of the employees by scanning the QR codes.

Attendee Badges: Depending on the type of event, whether formal, informal, or exclusive, these badges can range from a simple “Hello I am…” sticker to a sophisticated ultra-modern tag with an integrated computer chip. These name tags enable security, recognition, and introduction, and can also be used by the event planners to keep a track on the number and activities of the attendees.

VIP Badges: These badges are usually expensive and custom designed. Materials used for these badges include metallic tags with different colors or pinned badges with beautiful ribbons. Many people keep these as mementos after their events because of the intricate designs and additional features such as gold and silver plating. These badges give a sense of privilege to the wearer.

Type of Material

In creating name badges, a major pointer is the material that you would require. There are many name tag materials that you can use, and the choice is usually limited by certain factors such as the budget, usage, and design considerations.

The three basic types of name badges, based on the kind of material, include metal, plastic, and paper. Plastic and metal name badges are usually custom designed. However, you can create and print your paper name tags using free templates online, a computer and a good color printer.

Metal Badges: These executive and sleek metal badges include magnetic and engraved name badges. Metals like aluminum, stainless steel and brass are usually used to create the badges, and their durability is their primary appealing factor. They can last longer than badges made from plastic and are corrosion and tarnish resistant. These may also be impervious to abrasions and scratches, should you desire, which can be done with the help of a protective lamination

Metal gives the name badges a shiny and sophisticated look that will contribute sophistication to your company’s design aesthetic. Of late, magnetic name badges are being used in most industries and events. They eliminate the sloppy appearance of a lanyard tag and pave the way for a much innovative way in putting an identity to a person as they can be fastened securely to an attire without ruining the fabric. The badges are durable and customizable and can be easily personalized for any occasion.

While these badges are expensive, your employees or attendees would be pleased and impressed. It would say something about the prosperity and success of your company.

Plastic Badges: These name tags are very versatile, and the customization opportunities are endless. Plastic name tags are durable as compared to paper badges. Custom plastic name badges are laser engraved or digitally printed, which provides a crisp and clear appearance. Engraved plastic name badges for employees and attendees are suitable for any occasion due to their versatility. The embedded hard plastic name tags can be customized with your logo and text giving it an exclusive look for your business or event. Simple plastic name tags have a smooth surface, while textured plastic name tags have a rough feel to them. They can be designed to be UV, chemical and scratch resistant as well.

Paper Badges: If you are interested in printing your own name badges then you will want to focus on paper as the choice of material. They are cheaper and useful for one-time events or occasions. About these badges, you can either use ready-made templates or create these badges from scratch.

Badge Size

If the name badges at your event are too big or tiny, your attendees will not be too happy. When it’s hard to understand the information printed on the badge, due to its size, most of the guests won’t take the pains of contacting the other attendees.

Depending on how much data you intend to display on the badge, the size will vary. Usually, 4″ x 3″ horizontal and 4″x 6″ vertical badges are considered perfect. The larger the badge, the better, also they are made with thicker vinyl and are less likely to flip around while swinging from the attendee’s neck. The only downside of big badges is that they cost more. It is also a good idea to ensure that the plastic pouches are able to house the name badge properly, allowing for wriggle room so inserting the badges in won’t be a tedious experience.

Layout and Design

As stated before, one should be able to read the name on a badge from a reasonable distance. For this to happen, even the font size and type should be adjusted accordingly. It is recommended that you use sans-serif typefaces as they guarantee readability even when the attendee is across the room but whatever you do, do not use the fancy fonts. If some of your members’ names are too long, reduce the font size, but not too much that it stands out among all the other name tags.

Usually, the first name should be in the first line and the second name on the next line. Depending on the type of event or industry, you can make the first names slightly bigger. Remember, with any badge; it’s important to have some test badges made, before they’re printed to ensure that long names aren’t abbreviated. The other important information that should be on the badge is the company name, placed below the name in a smaller font size. It’s best to use a different color for the business name to clearly separate it from the person’s name.

The attendee’s designation can be designed at the bottom of the badge. For VIP’s and prominent members, you can attach ribbons to the badge, but it’s better to work with different colors. Colors and symbols can be used to segregate the attendees, VIPs, speakers and delegate members. Also, they are useful for identifying the participants that have registered for an individual workshop or the whole conference. And finally, before you order a custom the name badge ensure that you review your font options and badge size.

How to Design a Creative but Functional Name Badge?

Organizers often spend time and money fashioning a great event at an even better venue, but at the end, they always try to cut corners. Economy products, for instance, or lanyards that twist and rest against the stomach or break leading will do you no good. Perhaps you don’t wish to spend too much money on the name badges; that doesn’t mean you need to sacrifice design and quality.

There are always ways how you can spend a moderate amount of funds and get a remarkable name badge as well. For example, people always appreciate their name in lights, so why not pay just a few cents to make your name badge look grand? Also, high-quality and professionally printed badges may not be within the budget, but a colorful name badge can do the trick.

If you want to impress, you want something that gives your company an extra edge and impresses your customers from the instant they see the badges. High-quality name badges and vibrant colors would immediately catch the eye of a client. Custom printed name badges of great design leave a lasting impression in the minds of your customer, and therefore it is always worth to invest a little more to get the best name badges available in the market.

If you want to get creative, you could ask the participants to send you some fun details about themselves, a few days before the event. Their hobbies, a personal quote, or a topic they would like to talk about. Providing a conversation starter can make introductions easier and start things off with a fun and relaxed atmosphere.

Name Badge Printing

As an event planner, you might have had to carry your printer to an event to print name badges for any last minute attendees. But did you know that there are name badge printers that are portable, easy to use, and that print incredible looking name badges? Traditional office printers utilize full sheets of paper which is a total waste of paper, money and time taken to align name badges. As mentioned before, office printers may be bulkier and break if not handled carefully, costing you in the long run. And that is why you should consider purchasing a name badge printer which has saved many event planners’ time, money, and stress. GEVME provides the equipment necessary for your event, so instead of buying your own equipment, you can rent it from us.

Printing Considerations

Your printer requirements totally depend upon the size of the name badge required. Will you only print name badges that are 6”x 4” or you need smaller and larger name badge printing options as well? Some printers are compatible with many sizes of stock. You also need to decide whether you want your printer to print bulk pages or individual name badges.

Usually, black and white printers are less expensive, as they use less ink compared to the color ones. However, you might want colored name badges, but you’ll have to pay a hefty amount to the printing stores

Higher end printers have got the additional feature of mobile app support, which means you can print directly from your smartphone. It’s very easy to use and handy but generally, comes with an added cost. Ensure that if you are buying a printer, it makes sense from an overall view. No point in buying an inexpensive printer that needs expensive ink. You have to consider all the aspects before taking this step, and your investment will pay for itself.

How fast does the printer print? How much ink will it utilize for 1000 name tags? To avoid such tensions, you might consider spending a little more to purchase or rent multiple printers for the event.

Cost Overview

For many firms, staff turnover levels are the biggest concern. But usually, company owners and event organizers don’t want to pay for custom-made badges, giving the team used cast-offs instead. This doesn’t paint the company in a particularly favorable light or start the relationship off on the best foot.

Cost issues cannot be avoided, especially at times when most of the companies are trying to limit their expenditures. Despite this, it is much profitable to invest in staff, to ensure that they remain happy and do their work efficiently. Also, nobody said to spend millions; it can be done for less money as well.

The more you do for your staff, better will be the office atmosphere and the same with the working attitude of your employees and team. You might be looking at methods that will save you your money, but by using personalized name badges, you can invest in your staff, thereby getting them to work to the best of their ability.

Then, if your team and staff do end up working even 10% better than they may otherwise have done, your cost for the badges will be automatically covered.

Customers are very finicky and often observe more than is necessary. Therefore, having clients notice paper stickers that are peeling off, uneven finishes or, quite simply, anything that gives a messy appearance, reflects poorly on the company. The customers tend to think “if this is their way of treating their employees, who knows where else have they cut corners?” Regardless, if this is true of or not, having customers think this can prove to be incredibly injurious to your business. High-quality badges made using better materials, ink, and resin gives a much more professional and personal look that reflects positively on your personal.

Name badges or tags are popular in seminars, conventions, school trips, and other places that require consistency and where proof of identity is important. Conferences for instance where most attendees come from various institutions or organizations need name badges to make introductions easier. Instead of calling each person “miss” or “mister,” it is better to call them by their preferred name. Seminars and workshops, where everyone are strangers to each other can be made more open and responsive when everyone has badges with information about each person.

This gives an incitement to initiate a conversation and the introductory routine. Fitting, reasonable and quality, name badges are truly best ways to put the right into any event. Remember that satisfies as well as disappointed attendees, talk, so make sure your event is remembered for all the right reasons.

Lastly, the name badge is literally the missing link when it comes to advanced analytics and CRM integration for any business that hosts events. The name badge is used in every process from ticketing to check-in, vendor interaction to check-out, and follow-up via email marketing. If you’re interested in a comprehensive solution for event management, try one that’s been rated as one of the top 20 most affordable event management software companies.

Using a Design That Holds their Attention

Attendees are ultimately humans and therefore are picky by nature, whether it is their clothes, shoes, the venue or even a simple name badge, they want everything to be the best, if they are paying for it (or even if they aren’t). This means that if you present them name badges with bad quality lanyards that cause itching, sweating or continuously comes undone, then you will face a disaster on your hands.

Participants do not want a dog leash, but if your budget is small or you need to integrate QR code system in the name badges, then lanyards are a must. In such cases try to make the badges look sophisticated. Engravings, curved edges of the cardholders and excellent printing might do the trick. This diverts the attention of the attendees from the fact that they are wearing a rope around their neck.

Methods of attachment

Once the task of designing the badge is complete, it’s time to think about how it should get attached to the attendee. Before you decide to cut corners, remember to STAY AWAY FROM STICKERS. They appear low-priced and are known for losing their stickiness after a few hours. And what is worse, they are risky to use for they don’t stick to every item of clothing.

Pin badges will help you to evade these glitches, but they have a story of their own. They are difficult to attach and can ruin the fabric by making holes and tears.

Clips are only appropriate to a limited extent since only a few attendees have pockets on their clothes.

Magnetic badges are fantastic, but they are expensive. Also, they can prove to be a potential hazard to your phone or credit card that have a magnetic strip. They are a real danger to people with pacemakers, so make sure that you keep that in mind.

Lanyard. Yes, they do not look like fun, but they are easy to put on and remove, so to encourage your attendees to wear your brand long after the event, create a fashionable and trendy design for them.

The easiest way to get full-color lanyards is to use photo-prints or dye sublimation, which enables you to print pictures on both the sides of a lanyard and looks excellent.

You can use different attachment techniques that can help you in re-using the lanyards over and over again. Some examples include bulldog clips, which are easier to attach but are rarely used, as they are designed to be connected to a particular badge holder. Another attachment option is the swivel hook that can also be used to attach different items such as keys.

An important tip: name tags can turn around the wrong way after a while so that the names are not always facing forward. Therefore, try to design ‘no twist’ lanyards that will prevent that from happening.

Badge holders

Usually, badge holders are almost the size of two credit cards, but it is better to use large badge holders so that there is more room to slot in extra paperwork. The badge holders protect and exhibit your credentials. They are of use in many situations, for the employee badges or to display name tags at events.

You might think that they are insignificant but these badge holders are as important as a name tag. There are different types of badge holders available in the market. Flexible vinyl badge holders, for instance, are affordable and made of thin pieces of plastic that can twist with just a slight pressure. This makes these badge holders suitable for protecting a card against dirt or water damage.

Hard plastic badge holders are almost similar to the vinyl ones but don’t bend or stretch under normal pressure. They are perfect for long-term use, as they facilitate better safeguarding and are durable. And because they do not bend, they can protect cards containing internal technology.

Metal badge holders are mostly used to carry smart cards, as they safeguard them from data theft. They include a thin piece of metal that prevents any device from reading the card while it’s inserted, thus securing the data.

Other badge holders are a subdivision of flexible vinyl badge holders, that are spacious and inexpensive. These holders are ideal for large names tags, or for use at conference meetings, workshops and more. These holders are not very durable but are apt for events. These holders also include either an opening and attached clip or lanyard hole, so that attaching the badge is easy.

Motivating your attendees to use their name badges

As an employer or an event planner, you should explain to your employees the importance of name badges. Clients can determine if someone is an employee or not when they need help. If employees wear uniforms or dress codes that are similar but perform different jobs, a badge can sort out the misunderstandings regarding their job. For example, employees in a hotel might wear aprons, which can make it problematic for guests to understand if the employee is a cook or a maid. Badges that clearly state job titles eliminate confusion.

Let your team members or participants know that the name badges will help keep them safe at work or event, respectively. Security guards can identify individuals who are allowed and who are not. They can question and escort such people away from the building/event. If your badges also track attendee or employee movements, they can be used to determine where they are located in the event of an earthquake or a fire. During any calamity occur, the name tags could provide valuable information for the emergency personnel as well.

Explain the significance of ID badges to your employees. If a time card system is used, your employee ID badges also might function as time cards; a similar system can also be used at events to know if an attendee has entered or exited the venue. The badges will be swiped at the security checkpoint when your staff enters the building, eliminating the need to visit the time clock. These badges can be programmed and used to get discounts offered to employees by various brands.

If your efforts to encourage employees to wear badges fail, you might need to use disciplinary measures. Give your staff time to adjust to wearing the new badges. Later, when the adjustment period is over, clarify to the uncooperative employees that after a certain number of warnings you would resort to penalization, such as suspensions. Conduct meetings with the employees who refuse to wear the badge and again explain why the use of badges is significant. Conducting a meeting with the employee can help him comprehend why you introduced the rule and will assist you in understanding the reason for his opposition. In case you are organizing an event, this rule cannot be followed, but still, you can try to remind the attendees to wear their badges by adding the same to the event brochures, schedules, posters, etc. The more you motivate your team members, staff and attendees to use name badges, the more you can market your brand/business or company.

Using a Design that Serves Multiple Purposes

The multifaceted name badges are a boon to the event organizers. Not only do they allow easy introductions during various conferences but also they can be used to track each attendee, which makes it easy for the event planners to locate any particular person if required. Isn’t this amazing! The continuously evolving technology has led to the creation of digital name badges that will give a feeling of a James Bond movie. In this chapter, we will take a look at the different ways that the organizers can use this idea to elevate their events.

Guest tracking is very much necessary in any event and is also the best method to collect information on the event guests, meanwhile improving the overall experience by analyzing the automatic reactions to the environment. Thanks to the advent of technology, various systems and devices like NFC, Bluetooth, sensors (heat, depth, motion, pressure), Barcode, etc. can be used for location monitoring and what is so much better is that all that technology can be integrated into the attendees’ name badge.

Event management software solutions, such as those provided by GEVME, give the host a better understanding of their attendee’s habits throughout the course of the event so that they can improve the next event. Not only is it a way for the host to collect data, but it’s a way for the attendee to better understand their own interests or understand how to better host their own event.

From motion sensing to guest participation, nearly everything can be tracked to collect data and offer flexibility in their experience. Usually, organizers incorporate sensors and NFC in the name badges to capture the participant information, this permits for active and passive tracking that is tied back to a particular registered user. For example, if there are various brand activations organized within the event, by using Near-field communication (NFC) name badges the event organizer can locate and record the time durations for each interaction between the attendees, with each activation.

Some events do not necessitate an invitation or are open to the public. Sensor technology in the name badges is very helpful in capturing the information concerning the number of attendees and their interaction with various elements of the event. The collection of big data in real time is a phenomenon called crowd shaping. A relatively unassertive process, crowd shaping harnesses the newest and latest technology trends to detect everything from an attendee’s location to their heart rate. Obviously, that technique cannot be used to gain any information about the members but can still provide insight as to where the participants are spending their time.

For event planners, another potent and profitable tool is the QR code. By using a smartphone, the members can scan each other’s name badges (that already have a printed unique QR code) and enables an electronic business card swap. It is so much easier for an attendee when at the end of an event, they do not have to sort through the various business cards in hopes of recalling the person who gave the card in the first place. By using name badges with a QR, the attendees can review every contact they made the same day or even years later.

There are always many security and logistical disaster linked with embedded electronic business cards in QR codes. So it is important that organizers make sure to choose a better and protected solution that stores contact information and any monitoring activity, remotely. The people attending the events are at times too lazy to store any information manually, therefore by scanning the QR codes on the name badges; the system can spontaneously send a mail to all attendees with any information linked to the QR codes. The organizer can also add a feature to the network that facilitates the attachment of a skillfully formatted report with all the scanned contacts, which the participants can import into a contact management software.

QR codes can actually perform multiple tasks. It is a powerful tool that can be used to launch web applications with specific parameters and perform unique tasks. The QR codes on the name badges can be used to register your attendees, track attendance at breakouts and sessions, link information like phone numbers, geographic coordinates and calendar items and distribute evaluation forms at the end of the event. Geolocation goes beyond the purpose of knowing where a particular individual is located at your event. Modern technology allows for event organizers to know crowd densities as well. This data puts organizers in charge of crowd flow in an extraordinary way.

Both, the tracking programs and QR codes make up the perfect system that lets the event planner relax during an event. For example, when attendees scan their unique QR codes, they can get a detailed list of every session scheduled for that room; thus you can eliminate the need to make multiple prints of the event schedule and the added burden of posting the schedule in every nook and corner of the setting.

Also before a seminar/conference, the QR code can alter its functionality and alert the attendees about the scheduled session. Once the session has reached its conclusion, the participants can scan their name badge (with the printed QR code), at the exit and receive an evaluation form as well as the meeting notes on their smartphones, rather than using form papers and notes for the same purpose. The organizers only have to move a finger over their smartphone or laptop, and they can gain access to an accurate list of attendees with filled evaluation forms from every guest.

Other than that, the name badge QR codes can be used to bring some fun and entertainment to your event. The most recent systems and gadgets, like iBeacon, NFC antennae, geolocation and RFID can be used to facilitate scavenger hunts by providing clues to secret code locations, embedding questions relating to your event, and awarding prizes to the participants. An attendee can then access accurate information and awards, depending on their location. It is even possible to download relevant materials by scanning the codes on the badge. It is an exciting way to launch relationships by engaging your guests in a fun activity and is a sneaky opportunity that allows you to show off the latest technology.

In 2013, at a Future Stack conference in San Francisco, organized by the analytics company New Relic, the attendees were given a new kind of name badges. These tags were fitted with a tiny computer known as Electric Imp. The name badges could then be used to exchange contact information, locate the attendees and rate sessions. The badges even had an NFC antenna, which facilitated the swapping of information by bumping the badges. The data could then be synced with a unique iOS and Android app that displayed the information. We can only imagine how the attendees felt with such an extraordinary piece of technology hanging around their neck.

Are you an event organizer? Have you ever planned a meet where some booths were not getting much traffic as compared to other? Big data can be used to indicate what features and attractions are popular with the attendees and the reason for it. Such data can also include physiological and biological information about attendees.

Each planner’s duty is to ensure that each section of their event gets equal attention, knowing how and where the majority of the population moves can help to improve safety procedures. Collecting big data is a style of sorts in the event planning industry. All attendees need not have the same experience at an event. Collecting data makes it easier for organizers to make changes on and off the site, swiftly and competently. By putting your trust in the revolutionary technology and big data, you can make event organization easier for you and be engaging for your guests.

By using name badges to track the attendees, collect the data regarding the accurate count of people participating and gathering contact information, a deeper brand relationship can be created through experience. Just remember – Pleased attendees are repeat attendees, and repeat attendees are often emissaries and champions of your event.

Avoiding Name Badge Taboos

Name badge; a small thing that sounds easy enough. What could go wrong with a seemingly trivial event detail? Wrong. Many event planners can tell you all about their name badge nightmares that may keep the young, innocent event planners up all night, but this chapter can help you get over your fears and get you name badge pro-ready.

As the participants talk and move in workshops, association meeting, corporate event conferences or trade show, they are often irritated with those name tags sagging around their necks. Not only is it cumbersome and big, but at times with sharp edges that end up cutting. These tags are always turned the wrong way, decorated with so many ribbons that attendees ultimately look like prize livestock at the county fair.

The Chock-a-block

Usually, event badges are jam-packed with a non-essential information than what is required, starting with the event logo, name, title, company, phone number, website address, social media handle, an endearing personal saying and a large ribbon declaring “Attendee.”

Name badges are essentials, designed to provide the vital information for making a personal connection in a way that people can scan and use instantly. Such an opportunity may be lost if excess data is added to the tags.

Events are usually organized so that people can communicate, learn and network with one another. The real reason that people attend these events is for content, to meet like-minded people and for the experience!

A hanging leash

Nobody likes having a not- so- fancy chain around their neck. Not to forget, the length for all tags is designed the same, regardless whether the person is short or tall and therefore for some, the tags mostly end up resting on the stomach. It is embarrassing to try and peek at somebody’s name/company when it’s on their stomach. It’s even more awkward if you are already supposed to recognize the individual, and you’re looking for a hint at the name badge in hopes of recollecting their name.

It is easier to use the magnetic badges that can be attached to their jacket, shirt or blouse. This alternative is better than a belly tag.

Name on top

The badges are either known as “name tags” or “name badges”. What is common is the word “name,” which means that the attendee’s NAME should be on top, not the logo, or the website but a person’s identity. If the name is on top, it takes less than three seconds to read it, which will help attendees scan and talk, and you’ll instantly increase the buzz and excitement of your event.


Name badges work in mysterious ways, meaning that not only they help to avoid unnecessary introductions but also contribute to making sure that only invited or registered attendees are allowed into the event venue. The key is to make the security techniques clear, distinct and legible from a distance. So, again, keep things simple. Your security team should be able to scan a group of people flooding through the entry doors and quickly decide who is to be allowed inside and who isn’t.

One sided name

Magnetic name badges can be expensive, so people usually go for dangling name tags. But if you are opting for the latter, make sure that the name is printed on both the sided of the tag. Even in a crowded room, with no wind or even air, these tags continuously turnover and end up displaying the blank side of the tag. If you’re budget permits you the use of hanging tags, the least you want to do is allow the attendees to read them.

Font size requirement – XXL

The event planners go through the whole process of designing a beautiful, sometimes over-decorated name badge, printing, ribbon selection, and after putting in the final touches, the lamination is done. Finally, when it is the day that the attendees have to wear them, they resort to squinting at the tags to figure out what is written on them. Why print out name tags with such small fonts so only the people standing an inch away can read them. Fonts should be easy to read, so it is better to use serif and sans-serif font types. It is best to keep the name bold and in capital letters for maximum readability. Play with colors and shapes on the badge background if you’re aiming to separate guests into groups based on predetermined tags, like Press or Student, that way you know, at a quick glance, the who’s who of the room. Names should take almost 99% of the area on the name badge. These tags were actually designed so that people would be able to read it. Therefore, always make sure that the text size is readable. And while you’re at it, make the other 1% state their company name. Name and company are the two things every single person who is interacting at your gathering wants to know. Also, it is advised that the business name is either of a different color or font color so that it is easy to differentiate the company from the name.

Meaningless information

Whenever you purchase a car, a shirt or even crockery, top reputed brands make sure that when you are out, using the things bought from them, the whole world knows about it. No, it is not because it looks too good, or has a different design, but because it has the company logo or the brand name. But to put the name of the event, the name of organizers and their details in a name tag for the purpose of advertisement and branding, that is too much. We know that marketing is important to you, but if people are attending your event, then they already know that you are hosting it. They chose to come to attend your event. A big logo, the event name, and other details on the name tag are not serving any purpose. It is diverting and steals the attraction from the main event. But if you want to add it, then make sure that it is at the bottom of the badge and is not too big.

Badge Pins

To put it simply – that style is outdated. Be certain that your badges that will not ruin any clothes. A badge that causes holes, creases and adhesive stains are not very popular with the crowd. Try to avoid such tags altogether because they tend to ruin people’s clothes.

A handy printer

There will always be a name that you might miss while making your list or is event crashing (an individual who was unavailable two days ago but has suddenly become the vital member of the meeting). It is embarrassing to have a single person with no name tag and might reflect poorly on you. Therefore, it is important to have an arrangement for creating extra badges in case the need arises. At times, it happens that some people cancel at the last moment just as there are also always visitants who register at the last moment. Try to prevent a situation where those guests are forced to wander around with no identity on them.

Is your name badge achieving its utility to its full potential?

So you have followed the “things-to-avoid-ruining-a-name-badge” list to the letter. Your name badge is finally ready. But are you sure that your target market is receptive of the design? If you are uncertain, then you may need to follow some key points to ensure that your name badge is responsive.

Planners and organizers have a lot to do and a long list of people to please. The temptation is to make name badges do as many things as possible like market the event, offer sponsorship opportunities, perform audience segmentation, provide vendor support and ensure necessary security

These things are all-important, but we should be very careful not to let our needs conflict with the primary purpose of the name badges. Attendees on the move need very little information about other people. Everything else on a name tag is there to aid the organizers and planners.

Research is necessary before you start designing a name tag for your attendees. Find out what industry or sector your clients belong to, the kind of event, whether the setting is celebratory or formal. If there is a dress code, make sure that it does not clash with your design and colors. Even though you have to keep the budget in mind, your reputation is also important, so try and avoid using cheap materials like safety pins or ribbons in your designs. The type of badge reflects on your event; There are many options: clips, lanyard, magnet and the list goes on.

The kind of design and layout chosen should be appropriate depending upon the function or industry. For example, a colorful design is best suited for a function or a party, while a simple black and white outline is apt for business meetings, conferences, and workshops. Try to use a different background, color, material, or illustrations, to differentiate between guests of various professions. It will help the guests locate each other and give them a common discussion ground. It also doesn’t hurt to take a survey once and a while to find out what kind of designs do people favor. A separate survey and designs for both the genders is also beneficial. The taste of men and women are different. A man might not take notice of your design (and your hard work), but women are going to observe it. In the end, if everything is confusing and you cannot decide, then always remember that it is best to keep your badges simple so they can fulfill their ultimate purpose – introduction, and recognition.

It is a good idea to factor in where the details of the attendees will be printed when designing the background of your name badge. Mainly, the QR/Bar code; designs should not overlap as it will interfere with the scanner. For more ideas on name badge design, visit the GEVME website.


If you have read all the chapters in this book, then you have understood the importance of the not-so-simple name badges and what they can do for your business and their importance in networking events. Whether you are organizing a large-scale conference or a fundraiser dinner, name badges can prove to be time and labor intensive than other segments of your event planning.

So let us summarize everything we know about name badges.

Name Badges for Business:

If you want the name badge to work for your company, you need everyone to take part in it. From staff members to the administrators, it needs to be standard practice so that you project uniformity and dependability. Always remember, displaying a full name endorses professionalism and informs the clients about the individuality as well as role and function of your employee in a company.

When considering the use of employee ID badges in your firm, you should know that it is an ‘all or nothing’ approach. First, you need to choose between a formal and an informal tone. Once that is done, you need to make it a company-wide requirement for everyone to wear them.

There is so much more than your and your company’s name that can go on a name badge. If you have read this book, then you are aware of the endless possibilities of a name badge. Taking a step back away from the advantages a name badge can do concerning the company appearance, they impress a feeling of unity and fellowship upon the wearer, and this promotes a greater awareness of conduct while in uniform. Name badges indirectly tell your employees that they are a part of the team, which ultimately makes them feel invested in the company.

A name badge can be used as a form of introduction to your customers. By displaying not only yours but even the company name makes you more approachable. A member of the staff is an extension of your business, and a name badge offers a guarantee of professionalism and sincerity that is expected by the customers.

It is always very upsetting to hear a beloved client complain about bad service or rude treatment, but it does not compare to the feeling of helplessness when you are unable to identify the person responsible. If your customer can see the name of the employee displayed on their badge, then it makes everything much easier as then they can give you the complete details along with the name of the employee. This knowledge permits you to resolve the matter faster and more efficiently.

Name Badges for Events

Humans try to avoid conflict and nametags are its natural eliminators. Psychologically, most people are programmed to avoid people whose name they do not remember or know. A name tag gives out a secure feeling because even if an attendee is bad with names and forgets the name of other fellow participants, a quick peek at the card can save him/her from any embarrassment.

If you are an organizer, then make sure that you don’t ignore small details such as font size, badge size, and the material used for the name tags. If you are using a lanyard style card, make sure it is of a suitable length, so that it doesn’t rest at an inappropriate portion of the body. You definitely do not want attendees to avoid looking at the name tag because it is located somewhere on the stomach. Many women tend to attach the name badges to their purse, which is another thing that you would want to avoid.

Name badges always have a pre-defined production timeline. The time it takes to design and print an entire run of badges can be misleading if not planned out correctly. From design selection to merging, printing, and organization of the name badges, the process has to be chartered in advance. It is your duty to analyze the number of anticipated guests and start working in advance. Order lanyards and badge holders and at least three weeks prior to the event. Normally, the registration reports will be closer to the exact count of attendees one week before the event, but the general rule is to account for 10% of your final number to warrant the “hardware,” in this case holders, lanyards, etc. It’s best to check with your selected printer on the drop dead dates and stick to them. Let your printer know you need your name badges at least three days prior. Any new guests after this will need to be printed on-site, so it is always advised to purchase your personal portable name badge printer.

The name badges make it easy to differentiate between the escorted and unescorted visitors; standard methods include the use of different colors or the word “escorted” being highly visible. But do not overdo it with too many ribbons or decorations, especially at a formal event.

The primary and practical benefits of name badges are often ignored. They actually have a very direct safety advantage in an event. In the case of an emergency, name badges can be used to identify responsible individuals. Name badges can help segregate non-official visitors from the registered participants. At a big event, it is sometimes hard to ensure that everyone is in the section they’re supposed to be. Name badges make it much easier to locate where all the attendees are and where they are expected to be.

By using new and upgraded technology like NFC, RFID, sensor technology, you can incorporate these systems in the name tags to track the attendees at all times or to understand what attractions at the event are most liked and appreciated by them. Also, by using QR codes and a compatible data storage system, the participants can exchange their information by scanning the printed QR codes on the name tag, or swap business electronic cards, making the process of data transfer easier and stress-free for the attendees.

When a name badge can provide so many benefits, whether it involves promoting your brand or making your event a huge success, it is suggested that you exceed your budget by a little and use the funds to design or order name badges that are suitable for your work. In return, your investment will bring better rewards by ensuring that your employees, customers, and attendees are happy and contented.

For a comprehensive look at successful event management solutions in action, visit the GEVME website and blog. GEVME handles every aspect of event management from the marketing, online registration, merchandise sales, networking, analytics, and much more.

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