When you're planning a company conference, there's an overwhelming number of tasks on your to-do list.

Between booking a venue and scheduling speakers, making name badges could seem like barely a blip on your radar.

When it comes down to the event, though, your name badges can have a powerful effect on the interaction between your employees. If you play your cards right, your name badges can spark conversations and help people bond with their teams.

If you want to make the most of your name tags, follow this step-by-step guide for a smooth process.

 

 

1. Choose Your Layout

 

The first step to a great name badge is a strong design.

Much of this depends on how your company conference will work.

Is this an event for your employees only? In this case, there's no need to include your logo or other branding elements.

If there will be vendors, clients, or other companies at the event, this changes. You want the name badges to distinguish your employees from other attendees.

 

2. Decide What Information to Include

 

Along with the overall layout, one of the most important choices you'll make is what to include on each name badge.

Do you want to only show employees' names? Do you want to include their job titles as well?

How you write this information plays a role in how your conference goes.

For instance, if you want employees to get to know each other better, emphasize their first names on their name badges to help them get on a first-name basis.

To boost socialization, you can even include a conversation starter on the name badges.

For instance, ask each employee to give you one fun fact about themselves. If one employee enjoys woodworking, you can write, "Ask me about my woodshop" on their name badge.

Even something as simple as listing each person's favorite movie can be a conversation-starter.

 

3. Know Your Timeline

 

Before you get started with any project, you need a deadline and you need it to be a solid one.

When it comes to name badges, this will impact your budget and your choices for printing services.

Set your deadline far enough in advance to make last-minute changes and corrections if necessary. We suggest planning to have your badges in-hand two weeks in advance.

If you don't get your badges until the day before the event and you notice a printing error or other problem, you have no way to fix it.

 

4. Have a Budget in Mind

 

As with any corporate event, the budget is a huge factor.

Don't forget to allocate part of your company conference budget to the name badges.

Choose an overall budget and keep that magic number in mind throughout the process. As you shop for badge options, remember to account for shipping, taxes, and any other variables.

If you have multiple people working together on the badges, make sure everyone has the same number for the budget. This is also the time to do a count and know exactly how many badges you'll need.

 

5. Select a Name Badge Printing Service

 

Now is the time to head online and find someone to produce your name badges.

Getting professional name badges can be a great long-term investment. Your employees will be able to keep them and use them for trade shows and other events, too.

Make sure you take your design choices into account during this process.

If you want to include your logo on the name badges, choose someone who can handle custom name badge orders.

 

6. Choose Your Name Badge Design

 

Now that you've chosen a manufacturer, review their name badge options and choose your favorite features.

Think about the big picture.

If employees have a specific shirt they need to wear, will that shirt look better with a gold or silver color? Which color is the most on-brand for your company?

This is also the time to choose how you want the name badges to attach.

Pins tend to be more economical, but magnets are popular because they don't damage your employees' shirts.

 

7. Verify Your Information

 

They say the devil is in the details, and that's true when it comes to name badges.

A minor typo can turn into a major faux pas.

Depending on the information you want to include on each name badge, create a comprehensive list for all your employees. Verify that you have the correct name spellings, job titles, and other data you need.

If possible, it's a good idea to ask each employee personally and have them sign off on their information. It takes more time on the front end to do this. It can save you a huge amount of time and expense in the end, though, because you won't need to make corrections on your own dime after the order arrives.

 

8. Place Your Order

 

Now that you have all the information and you've chosen a detailed design, get the order started.

You can place your order as soon as all the RSVPs are in. The more time you can give your order to arrive completed and correct, the better.

Make sure to get an order number or confirmation number so you can keep tabs on your order.

It's also a good idea to ask when they expect your order to ship out, so you know what to expect.

 

9. Stay Vigilant

 

At this point, all you can do is wait and stay on top of your order as it moves through the process.

Track your order and make sure it's keeping up with the expected timeline.

As soon as your name badges arrive, go through them with a fine-toothed comb. Verify each one with the information you gathered ahead of time and make sure they match.

If anything is incorrect or missing, contact the manufacturer right away to get the corrections before your conference.

 

Making Name Badges Without a Hitch

 

Making name badges can sound stressful from the start because there is so much information to manage.

If you take it step-by-step and choose a reliable name badge manufacturer, though, it will make the process smoother and less stressful for everyone.

To start the process today, contact us for help making the perfect design for your event.