Whether you're planning a conference, small team meeting, informal fundraiser or formal event, identifying the key participants can be important to a successful event experience. Follow our Event ID Guidelines to create the proper identification for your event.

Event ID Guidelines

1. What type of ID card will you use?
Many events use adhesive name tags for attendee IDs. However, creating a PVC ID card can be a simpler process and portray a more professional appearance.

ID Maker software makes it easy to input a database of attendee information into an ID card template. The software is designed solely for the purpose of creating ID cards and managing ID card data, so the process is simple. On the other hand, creating adhesive name badges typically uses a word processor program and can be a slow and more tedious process.

PVC ID cards also present a more professional appearance at events and often impress attendees. PVC ID cards are perceived as a longer lasting option, and you have more design capabilities when you use an identification software program. Unlike adhesive name tags, PVC ID cards won't damage clothing.

2. How will attendees display ID cards at the event?
Consider the recommended event attire and any activities before deciding on your ID card accessories. For instance, if you are hosting a formal event, we recommend an ID card accessory that hangs around an individual's neck. Most people do not want to attach a strap clip to their formal outfit. Lanyards are the most popular for display ID cards at events. They don't attach to clothing, and they can be displayed on a beaded neck chain or clear plastic lanyard. For a more discreet ID card attachment, add magnets to the back of the ID card.

For more informal events, like picnics or fundraisers, create your own custom lanyards. Add your logo or event name to the lanyard to promote your organization. If you're planning a conference, attendees prefer badge holders that can store additional items, such as pens or business cards. Since conference attendees are constantly on-the-go, the badge holder makes it convenient to carry small necessities.

3. How will you identify different event attendees?
If you have multiple different groups in attendance, such as staff, volunteers, attendees and guests of honor, use your event ID cards to clarify who's who.

To differentiate among the different groups, use different color ID cards or lanyards. Use different colored lanyards to provide visual identification from a distance. Volunteer lanyards may be orange, staff lanyards may be yellow, and attendee lanyards may be black. You can also add labels to ID accessories, such as badge holders that are labeled “staff.”

If you have attended an industry conference before, you've noticed that there are several different IDs present. Exhibitors, sponsors, volunteers and staff are all labeled with a different colored badge holder or ID card. This makes it easier for facility security to grant facility access to the correct personnel.

You can also identify guests of honor in a special way to ensure they get the treatment they deserve at your event. Award winners, speakers or honored donors should be clearly identified with a special logo or ID card accessory. This small touch can make special guests feel even more honored and ensure that every volunteer or staff member addresses them correctly.

4. Will you create ID cards ahead of time or on site?
With an ID card printer, you have the capability to create ID cards quickly, so you can create PVC ID cards on site if necessary.

If attendees are required to register for your event or you collect RSVPs, we recommend you create ID cards ahead of time to save time and stress on the day of the event. However, you should always have blank ID cards available for last minute attendees.