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 ACTRIMS 197

No matter the size and scope of your meeting, it is crucial attendees have a positive experience from start to finish. Put yourself in your participant’s shoes. Imagine the steps the attendee will take from the moment they arrive at the venue until they check-in at registration to collect their materials. Here are a few pointers to make your meeting’s first impression “wow” your guests!

1. Invite your show decorator to attend your pre-planning meeting. They will be producing and installing your registration area, signage and any custom branding in your meeting space. Having them walk the space with you and develop/visualize the plan together in real time prior to the event. It will streamline all communication going forward and save you both time in the end!

2. Assure your guests that they have arrived in the right place. Have branding that is easily visible as guests enter the venue lobby. This can be as simple or elaborate as you like. Signage may do the trick or consider custom branding in areas like behind the hotel reservation check-in desks or other prominent areas.

3. When considering branding, keep in mind that money is not always the answer. Sure, you could sell every square foot available to a sponsor for their advertising – but hold on to some of that prime visibility to promote your organization and the event you have worked so hard to host. The possibilities are endless: project a gobo of your organization’s logo on the wall, work with your show decorator to produce wall clings showcasing the program, etc.

4. Build upon the space you have and think outside the box. For example, during a recent event our registration area was a circular space. Having standard straight counters would have looked odd in the area so we capitalized on the round shape with a round registration counter. It was a perfect fit and looked like it was made for the space!

5. Counter height registration counters are the best! Having your registration staff sitting at a counter-height stool rather than in a chair puts them at the same level as the attendee standing on the opposite side of the counter. Much more conducive to conversation!

6. Practicality is key – literally! Another pro of having counter-height registration counters is being able to incorporate counter-height storage units that LOCK! We did this recently. Essentially, the registration counters alternated between counters with open bottoms and closed storage units. It was amazing. We could store our registration materials overnight. No having to pack up, bring materials to the staff office, and haul everything out again the next day to setup again.

7. Don’t force it. If what you originally had in mind isn’t fitting with the space, get creative! One of our programs historically incorporated a traditional exhibit hall entrance unit into their design. However, this wasn’t an option in the space during their most recent event due to the numerous doorways and various bump outs along the entrance hallway. We brainstormed with our show decorator, Freeman, and came up with the solution of tower light boxes. Think 3D double-sided vertical banners (but bigger!) that light up. It was eye catching and a great way to display meeting information such as instructions for accessing the conference mobile app.

8. Badge on demand printing. AN. ABSOLUTE. MUST. Trust me, once you do, you will never go back to the old ways of manually printing name badges. We recently partnered with Expo Logic for this service for a client event and the result was even better than we had hoped! Attendees received a final confirmation that included tips and tricks for travel and making the most of their attendance, as well as a custom QR code to print or download to their smart phone. Once they arrived at registration they could go straight to the “pre-registration” counters and scan their QR code to print their badge. No problem if they forgot to bring their QR code! Just enter the last name on the touch screen. That’s it. Just like magic. The badge printed in about three seconds. No lines and it frees up your meetings staff to focus on the event and registrant needs. Win, win! Plus first-time registrants can register onsite and print their badge, too!

9. Layard trees are a must. No more tangled messes. Hang the lanyards neatly on the trees, attendees grab their lanyard after they print their badge at the badge on demand station and that’s that!

10. Is all the registration swag needed? Of course each group is different, but I would encourage you to evaluate if your attendees are really the clientele that will bring the registration bag and all the other gear home with them to actually use it after the meeting. We moved away from all of the giveaways for many of our groups. We had great success when we introduced a notebook that outlined the program, recognized award winners, provided instructions for accessing the meeting wifi, etc. and also featured several notes pages to document all the great takeaways of the meeting education!

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For some organizations, name badge ribbons are a necessary tool for networking at meetings – an immediate way to recognize new members, sponsors or those with particular professional interests. They have their place, for sure. But they can get out of hand . . .

badge ribbons

And what about the logistics of distributing the ribbons?

  • Do you go through the tedious process of cross-referencing multiple spreadsheets?
  • Do association staff peel and stick them on each badge?
  • Are they stuffed in the back of the badge so that attendees can stick them on themselves?
  • Or are they laid out in piles at registration for self-selection?

One solution to never-ending ribbons is to print designations right on the badge. One of AMPED’s clients does this, identifying member type, board member, speaker, or sponsor in different-colored banners at the top of the badge. This works most of the time. Although there are always special circumstances, like when a board member is also a speaker or a speaker is also a sponsor. We deal.

This same client has never used ribbons. But a few years ago, they started requesting that staff stick gold stars to badges to identify first-time attendees – yep, the same ones your kindergarten teacher gave out for good behavior. Problem was, very few attendees knew exactly what that gold star represented. Additional requests came in to identify certified members, or those who used the insurance plan, or still others who were part of peer groups.

In search of a creative way to satisfy all the requests without resorting to ribbons and without the time-suck of having to apply stickers before-hand, AMPED staff devised a make-your-own badge solution.

badge stickers III  

We designed the badge so that the bottom 1” of the card was left open. Then we produced a half-dozen separate 1” square logos and had them printed on roles of stickers. Next, we set up badge stations on tables near the meeting registration area and directed registrants to step over and complete their badges. We built traffic by putting big bowls of M&Ms and Swedish Fish on the same tables.

The badge stations were a hit! Attendees enjoyed self-designating themselves and the whole process saved time and money. No ribbons. No labor.

Do you have a creative badge idea? We’re always looking for suggestions that save time and money at the meeting registration area. Let’s hear from you!

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