Name Tags part 2

Another tip for name tags.  

If you're going through the effort of having custom lanyards for your hanging name tags, consider having two copies of every nametag printed. Place the two copies back to back in a badge holder, or better yet have your printer print front and back on the tags.  This way, when the badge swings around backwards your attendee names are still visible.  

The large name badges are nice becuase they allow a lot of space for your company or event logos, we just wish they wouldn't spin so often.  

Name Tags

We get a lot of questions about name tags, both production and etiquette.  A recent reader asked, should we list Mr. and Mrs./Ms. on the name tags?

We think you can leave off the person's salutation, unless they are a Dr. or a military officer.  We expect to see Dr. First Name Last name.  For a PhD, list this after the persons name.

As a rule of thumb, make the first name (and the word Dr. in those cases) much larger than all other copy.  The last name can be slightly smaller, followed by the name of the company a couple spaces below.

I tend to leave off titles b/c there are so many different ways to list a title (Sr. Manager, Products vs. Sr. Product Manager vs. Senior Manager).  Who knows their preference? You are sure to get them incorrect on a few, and possibly offend an attendee.

Lastly, if this is a nice event expect the ladies will appreciate magnet backed name tags, rather than pins.

Happy planning.  (if you want more name tag tips simply type name tags in the search box on the left column).

Name Tags Made Simple

Name tags are one of those event essentials that event planners love to hate.  Beyond selecting the background image, name tags are not a lot of fun, and we like fun.  Below are best practices around name tags and hopefully these tips will save you time on your next event.

* Select an easy to read font, no cute curls on the font.  Arial font is great.

* 24-36 point font is ideal, any smaller and guests must stare to read a name.  Make it easy on them.

* Standard name badges for a conference are 4x3 inches.  Standard for a cocktail party is 2x3 inches. 

* White font against a dark color background is ideal.  Otherwise, black font on white is default.

* When you can, brand the lanyard or badge holder and leave the actual tag available for the client's information only. 

* Print two copies of every name tag and insert back to back in the badge so if (when) the tag flips backwards the client's name will still appear.

* A good rule of thumb: Make the first name larger (36 pt.), followed by last name on the next line in a slightly smaller font size (24 pt).  The name of the company can follow below the last name, ideally two lines below in the same font size as last name (24 pt).

* Titles get tricky.  If you're printing titles, be sure they are correct, this becomes a large issue when wrong.  You also want consistency in title formats.  For example, if you list title followed by details "Director, Cheetos Brand" or "Vice President, Audi Western Region" you do not want another client listed as "BMW VP of West Sales" even if that's how they submitted their title.  Allot time for this task.

* OUTSOURCE.  If this is a corporate event or any with a budget you will probably want to outsource the printing.  When you find a great printer, keep them.  Below is the contact information for a Silicon Valley print shop that jumped hurdles to get our name tags to us on time over and over again. They fed ex anywhere and understand event pressures.

                Legacy Print Shop                                                                                                                

                 www.legacyprint.com

                 (408) 970-9334

                 Owner: Bill Baxley, Bill@legacyprint.com

                  (And he didn't ask us to write this, they're just that good).

Happy Planning. 

How to Out source Name Tag Printing

As a follow up to the post on Name Tag best practices (hard to believe there could be such an entry), below is quick summary of what outsourcing the name tag duty for a large event would look like.  So many planners do this in house and spend many frustrating hours dealing with printer jams and errors. For a large scale event it's not worth it.

How to out source event name tags: 

Select a reliable printer and negotiate a rate based on the number of badges needed, full color or b/w.  Avoid Kinkos at all costs (seriously). 

Send your printer the graphics/color background and size requirements up front so they can run tests. 

Closer to the event (5 days prior) send an excel version of the attendee list exactly as you want them printed.

If possible, pay for the printer to stuff the tags into your badges (saves many finger nails).

Provide your fed ex # and have these shipped to your office or remote site prior to the event.

Send the printer any late additions to the event two days prior to your event so they can print/fed ex them to you overnight along with a stack of blank tags. 

Have printer ready for any walk ups.  You can print clear labels and place these on the blank extra tags.  Their tag won't be exact but at least they will have one.

Here's to letting the experts shine.

Very reliable event printer:  

                  Legacy Print Shop                                                                                                                

                 www.legacyprint.com

                 (408) 970-9334

                 Owner: Bill Baxley, Bill@legacyprint.com

                 Ships anywhere, can use your fed ex # to save $.