How to Distribute Name Badges at a Large Conference

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The best way to distribute name badges depends on several aspects of your event.
The best way to distribute name badges depends on several aspects of your event. (Image: paper sticker with striae over white image by Anatoly Tiplyashin from Fotolia.com)

Organizing a large-scale conference can be a daunting task. There are many components to manage to ensure that your conference runs gracefully and efficiently without a hitch. Ensuring that all participants and speakers have a name badge is an important task for the conference organizers because name badges facilitate communication and collaboration between conference attendees. Your budget and staff will dictate which name-badge distribution technique to choose.

Leave materials on or under the seats in the conference room. The material packet should include a name-badge sticker and a pen or marker. Each conference attendee can create his own name badge, listing his name and organization affiliation. This is a useful badge distribution method for groups on a budget and with limited staff.

Distribute name badges when guests arrive to the conference. You can pre-make the name badges and lay them out for attendees to find their own or create and hand them out as people register. This is a low budget option, but requires one to three staff members to man the registration table.

Hire a conference center with a computerized system that allows conference attendees to register themselves and print out their own name badges. Generally, this computerized capability is only available in upscale conference facilities. It's a smart and time-effective choice for organizations with a moderately high conference budget.

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