Event badges are an important detail for many types of corporate events.
They’re a great way to enhance the event experience for your guests as well as provide your valuable insights on event data to maximize your ROI for the next event.
In this article, we’ll delve into the importance of event badges as well as ways to turn your event badges into a valuable tool for event analysis and data.
Why Are Event Badges Important?
Event badges serve dual purposes: to introduce your attendees to one another and to serve as a marker for security to let them know this individual is a registered guest for the event.
For large events, badges are helpful in enabling security to know that a given person is allowed to be there. By either checking the badges themselves or scanning a barcode on them, security will find it easier to ensure that only invited, registered people are at your event. So, too, are event badges helpful in introducing your guests to each other.
At a networking event, there will be a lot of people meeting one another and mingling, and having necessary information on your event badges proves vital in the networking process. With their job title on their badge, your guests will find it easier to make important connections at your event. We’d like to mention taking it a step further and including QR codes directing to their LinkedIn profile to really seal the deal and enable them to network to the fullest potential.
Event badges are also a great way to provide key information about your event that your attendees will need, be it schedule or directions. These can be optimized with QR codes to save space on the badge itself. Each of these key points about your event badges will enhance your guest’s experience.
At What Events Are Event Badges Required?
Event badges should be utilized at every large event, but especially those with a focus on networking or insider information. Being a crucial part of event security, these badges are necessary for large-scale events like conferences as well as events where privacy is a concern (such as proprietary town hall meetings). So, too, do their introductory-style presentation of the individual wearing them mean that they’re necessary at any networking-centered event. Event badges are also vital in large spaces with a lot of breakout sessions or other things your guests will need to know about. With a schedule printed on the back of their badge, you can ensure your guests won’t miss important sessions or get lost in a large venue.
How to Implement Event Badges
Your best option for gathering the key information for event badges would be in pre-registration for your event. We like to recommend doing all event registration online, through forms and surveys, which will help not only gather the information you need, but help tailor the event to your attendees’ needs, such as accessibility and dietary requirements. Check out our article on event registration to learn more. For now, we’d recommend including a form in your registration process to gather needed information in order to print your badges. Once you’ve gathered this information, you’ll be able to design and print out your badges.
Things to Include:
- Preferred Pronouns
- Job Title
- Contact Information
Badge Printing and Design
In printing and designing your event badges, there’s plenty to consider. We’d recommend pre-printing your badges to maximize efficiency. Printing can be done in-house, albeit printing large amounts of badges is best done through an outside source.
For event badge design, your event itself may shape what you do. For a more interpersonal event, some companies may consider allowing attendees to personalize their badges in a small way. For an event centered around being environmentally conscious, badges may be recyclable or biodegradable. So too are event badges a great opportunity for branding for any event, be it company logos on the badges themselves or on the lanyards you will attach them to.
The design aspect will center around including all key information while also making the badge easy to read and follow. We’d recommend utilizing both front and back. The front should have information about the individual wearing it, while the back should have information about the event. We’ll go more in depth about this aspect later, but for now, we’d recommend using the back to either have a schedule for the event or a QR code leading to an app where all the event’s information can be found.
Distributing Your Event Badges
To distribute your event badges in the most optimal way, we’d recommend handing them out near your registration table or having them displayed near the entrance for an event with online registration. We typically offer digital registration for all events, managed by several attendees with several tablets to ensure lines never get out of control. So, too, should your badges be laid out in an easily-accessible manner or handed out by several attendees to ensure nothing impedes the flow of events.
Event Badge Presentation
The presentation of your event badges and what information is included on them, as well as what technological features they implement, is of utmost importance. For the badges themselves, we’d recommend lanyard-style over traditional clip on or stick on badges. These are easy for your attendees to show to others, for security to check, and, when including QR codes for other attendees to scan, easy for others to get to without invading someone’s personal space.
Additions on Event Badges
Using Tech to Further Your Event
There are plenty of ways to use technology to further your event. Providing badges with a QR code directing your attendees to an event-centered app is the most effective way. This app can use location and time services on your attendees’ phones to not only help them get where they need to go, but to show you data on how long guests stayed in a certain location, how many people attended breakout sessions, and how often people came and went. This app can also serve to let your attendees know when a session starts, where their next session will be, and the basic order of events.
Badges As Security
If you’re planning a large-scale event, you’ll have a lot of people coming in and out. Security is of utmost importance, especially if your event is focused on insider information that not just anyone should hear. Badges that your attendees can swipe through a door’s lock to access sessions and meetings are a great way to ensure only registered people access given areas. Having barcodes printed on the badges, as mentioned above, is another great way to ensure your event remains secure.
Maximizing Your ROI
By processing the real-time data from these events, you’ll be able to better understand which parts of your event were most successful. Seeing how many guests attended each session, used their app to scan certain booths at your event, or any other fine details, will help you be able to maximize the return of investment on your next event. This badge data can also be used to personalize your event follow ups and help you glean more insight into each attendee’s thoughts on the event.
Utilizing Event Badges
Going by the points mentioned above, your event badge creation, printing, distribution, and effectiveness is a fine, but important, detail in the event planning process. When planning out your event badges, remember to use pre-registration forms to gather necessary information, utilize technology in ways that benefit your attendees and your event, and pay attention to all the data gathered to maximize your ROI. In short, the right tools will make your event go smoother and be more successful, and that includes your event badges.
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