reusable badges - Influencing Identity

Name Tag Etiquette: Part 2

Event badges are the best way to identify yourself, especially when networking is a primary focus. Follow these guidelines and you will always be safe from sabotaging your success. So, what is the best way to print an event name badge?

Printing Event Badges

Event Badge holder with printed insert and handwritten name

Providing pre-printed event badges is one of the most effective investments you can make to the success of an event, especially a networking event. Yet many people waste this opportunity to help guests meet and greet at an optimum level. Here are a few tips to ensure your event name badges look great and are the most productive.

Keep the Printing Simple

All your event badges need is a first and last name with your affiliation or company underneath. Think twice about the need to provide any more information beyond these basics.

Printing the first name larger than the last name

While there are no hard and fast rules governing whether to enlarge the person’s first name, I submit that it’s best to print both the first and last name in the same size font. You will obviously see the person’s first name. However, if the last name is too small to be easily read, an opportunity to connect is lost since a person’s identity comes from knowing both a person’s first and last name.

No Honorifics and Titles for Event Badges

Do not place honorifics such as Ph.D. or Dr. or titles such as President or Sales Manager on event badges. You can learn this information as you converse. Only at special events will honorifics or titles be helpful, such as a doctor’s convention where the doctor’s specialties are important or a company conference where titles let others know what that person’s responsibilities are.

Adding a Company or Organization Name

Event Badge holder insert has three lines: name, title and association.

Besides a person’s first and last name, the only other information to print for an event badge is a person’s company or organization name; this is a great way to begin conversations. While we should all be proud of our affiliated organizations, seeing the person’s name is more important than knowing their affiliated company. Therefore, place the company name or logo at the bottom of the tag in a font size that’s easy to read yet smaller than the person’s name.

Host and Sponsor Organizations

Give acknowledgment to the sponsors of your event through the design of the badges, but never allow that information to override the all-important role of a name badge which is to introduce the person who is wearing it.

Choose a Font

Use big, bold fonts for printing and avoid script or fancy fonts. The goal is to make the badges easy to read, so choose your font wisely. With several thousand choices on most computers, your name badges do not need to be boring when selecting a font for readability. Some popular fonts for name badges include Arial, Tahoma, Helvetica, Calibri and Times.

Font Size Matters

Print the names on the badges in a font size that practically fills the tag. It is a waste of an excellent networking tool to print the information on any badges in small type. Instead, begin with a large 40-point font and adjust the size to fit the names on each line. Some names are larger or shorter, so adjust the font size accordingly.

Print a Test of the Event Badges

Before printing your badges, print a single badge and look at it from the same distance it will be viewed at the event. Then, if there is any difficulty in reading any of the information, go back and make adjustments and try it again.

Now that you have your event badges, learn how to wear them at Event Name Tag Etiquette: Part 1.

By Syndi Seid, the world’s leading etiquette trainer, celebrity speaker and founder of San Francisco based Advanced Etiquette.

5 Tips for Planning a Conference

Planning a conference or other event can be a daunting task. This is especially true if you are looking to host dozens of speakers and sponsors on top of hundreds attendees. Whether your conference is big or small, the overall attendee experience needs to be good enough for them to want to come back next time.

After you have planned the theme of your conference, there are other steps to take. You need to book your speakers and find the perfect venue. Also, remember to market the conference on every medium you can. However, there are still a few more things you can do to make sure your conference will be successful.

Spend the time planning name tags

For conferences and events, name tags are rarely one size fits all. Differentiate between attendees, sponsors, VIPs and speakers. You can do this with different colored adhesive name tags or paper inserts for badge holders on lanyards.

By making groups of people distinguishable from others, people will feel like they are part of a group. On top of that, they will more easily recognize their relationship with your event. Name tags also better their relationship with other people attending the event, making it easier to network.

Provide a variety of refreshments

Keep in mind that not every guest will have the same dietary needs. If you put extra consideration into your refreshments, your attendees will notice. Try to plan vegetarian, gluten free and lactose intolerant snacks and refreshments. Chances are you will have at least a handful of people who fall into those categories. So they will appreciate your thoughtfulness.

Make sure your venue is connected

While planning a conference remember that outlets and cell reception are absolute must haves for conferences. We live in a digital age, and your attendees will likely want to be connected to the internet. Some may need their phones for most of the event. So, make sure they have somewhere to recharge. (Make sure they know where they can recharge, too.)

Hand out grab bags

This is a great way to bring in sponsors and to give something back to your attendees. Stuff those bags full of pens, notepads, brochures, venue maps, custom lanyards and coupons for local restaurants. You can bring in sponsors by asking them to supply a grab bag goody. This action also gives sponsors the opportunity to put their name on something every guest will see.

Provide some safe relaxation space

Designate an area in your venue for attendees to just sit and relax without having to network or be bombarded by anyone. Let your attendees balance work, networking and sanity on a comfy couch and with a bottle of water. It does not have to be much space, but let your attendees know it is there.

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The Rules of Adhesive Name Tags at Conferences

For conferences, meetings and events, adhesive name badges are a must have. Not only do you eliminate the chance of misspelling attendees’ names (they will just write them), but they are also inexpensive.

But even so, there is proper etiquette for adhesive name badges in these situations. As an event or conference host, it is your responsibility to make sure your attendees are wearing their name tags appropriately.

Dictate where you want your attendees to wear their name tag. When you hand the name tags to your attendees so they can write their names, simply say, “Please wear your name tag on the upper right side of your shirt,” or wherever you think is best. This creates uniformity at the event, and people will not have to scan an entire person’s body to find their name tag.

Writing Names on Adhesive Name Badges

Ask your attendees to write their name big (but not too big). Nothing is worse than awkward squinting or staring in order to read a name.

Use black markers. Skip bright and lighter colors, and make it simple with black ink. Make sure the tip of the marker is not too thick to ensure cleanliness. Black may seem boring, but at the end of the day it makes the name tags easy to read and professional looking.

If you see someone whose name tag has been crinkled or ripped throughout the day, replace it. Keep them fresh and clean, even if it means having to order extras.

For the sake of uniformity, it is not proper etiquette for event attendees to wear name tags they brought from home. At conferences and events, name tags often serve as an equalizer for all of the attendees, so letting someone be flashy might throw off the vibe of the entire day.

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adhesive name badge sheets in five different colors

12 Points on Name Tag Etiquette

By Syndi Seid – a world leading etiquette trainer, celebrity speaker and founder of San Francisco based Advanced Etiquette.

Multiple styles of name tags with logos and first and last names that help show name tag etiquette.

1) Why name tags?

When preparing name tags, consider their purpose. Always show the names in spoken order: your first name followed by your surname and affiliation. To maintain proper etiquette, think twice about the need to provide any information beyond these basics.

2) Writing a name tag

Use only big, bold block letters in all caps or upper and lower case letters. Avoid script or cursive handwriting, and do not add personalized touches that could be confusing. No matter how well lit a room may be, it is always challenging to decipher cursive handwriting, particularly by those from other countries or ethnic origins.

3) Etiquette and using honorifics

Except for specialized events, do not use honorifics and titles on name tags. These include Mr., Mrs., Ms., Dr., PhD, MD, General Manager or President. Because name tags intend to show a person’s identity quickly, they should only indicate first and last surname and affiliation.

4) “Hello, my name is…”

I confess I do not like this particular style of name badge. Admittedly, they do serve a purpose for highly informal occasions. But they seem very elementary and out of place in a professional setting. It is best to use clean, professional looking sheets, with or without colored borders.

5) Squint factor

Nothing is more disappointing than attending a conference or professional meeting only to arrive at check in and discover the name tags are terribly under presented. The names are printed too small, the company affiliation is so small you can not make it out and every other detail, shy of your birth date, is loaded onto the badge.

6) Printing name tags

When generating pre-printed tags on a computer, take care when choosing an appropriate font and font size. I find that 40 point Arial type is a good starting point for first and last names and affiliations for that tags I produce. Sometimes, it takes a little extra time to employ a little trial and error to find the correct font size and balance. However, it will be well worth the effort to achieve the optimum results.

7) Etiquette of using affiliations and logos

Even though it is important to give attention to the sponsoring organization, always remember that the essential information on the name tag is the person’s name, not the organization’s. By this, I mean the bulk of the space should be devoted to presenting the person’s full name. Thus, the scale of the logo or sponsoring affiliation should be much smaller than the attendee’s name. It should never dominate the tag.

8) Printing the first name larger than the last name

While there are no hard and fast rules governing whether to enlarge the person’s first name, I submit it is best to print both the first and last name in the same size font. With so many men and women sharing the same first name, it can be confusing to see a lot of Susans or Stevens walking around. But, again, this underscores the value of regarding one’s full name as one’s personal branding vehicle.

9) Etiquette for using reusable name badge at various events

While arriving with your very own custom designed name tag assures you that you will present your name and affiliation to your absolute liking, it may not be in your best interest. Consider this: event planners usually create name tags specific to a particular occasion to identify, at a glance, those who legitimately belong at the event and those who do not. Unfortunately, wearing a custom name tag you created may inadvertently convey the impression of being a party crasher!

10) Company ID badges

Many companies require staff to wear name badges for instant identification purposes. In this case, wearing such badges on the left shoulder is customary.

11) Placing name tags straight and in plain view

Never allow your name tag to be worn crooked, sideways or even upside down. It sends a negative message to others, usually implying a lack of respect for the occasion or a lack of care or interest in your personal appearance.

Never wear a badge upside down. Though it may sound silly, believe it or not, I know someone who deliberately wears his name badge upside down. He claims it is the best way to meet women. Why? Because he says women will go out of their way to approach him to help him correct what they perceive as his oversight. My friend claims men are far less likely to mention it or bother helping. Needless to say, I do not recommend this practice to anyone.

In my book, this tactic sends the signal that here is a person who cares little about the image he conveys. Who would want to convey the impression that they purposefully missed something as simple as adequately wearing a name badge? What else might be missing? In other words, while it is possible that one person may take this for humor, another person may take it as incompetence. Why risk creating this kind of confusion?

12) Last but not least, etiquette on where to wear a name tag.

Always wear your name tag on your upper right shoulder when networking at professional functions or social events. Here’s why. Place the badge as high up on your right shoulder as possible. This will give other people the best and easiest view of both the tag and your face. As you extend your right hand for a handshake, your eye and arm are already drawn to the right side of the person you are greeting. Because the uppermost part of your chest is the flattest area on your shoulder, this helps your tag to lie flat and be more secure.

These points are especially relevant to women, as most women feel awkward drawing attention to an area of our chests we would prefer not to. Placing it in an easy to read and visible place keeps the focus where it should be.

Perfect your name tag etiquette with any reusable badge or name tag.

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