Whether you are hosting an intimate gathering or a large-scale conference or tradeshow, in order to make sure that your event is a success, choosing the right type of badge is essential. Here are some tips on how to choose the perfect badge for your next event: 

Consider Badge Materials 

Paper badges have been popular since conventions first began in the 19th century. They’re lightweight, relatively inexpensive, and can be customized with logos or designs. Since paper is porous and easily torn, these badges are not ideal if used outdoors or in wet conditions; however, they can be laminated to make them more durable. Plastic cards are a step up from paper but come at a higher cost. These cards can be printed with logos and text on both sides and resist moisture damage. They also last longer than paper badges—a plus if you plan to use them year after year. 

 Vinyl badges offer even greater durability than plastic cards, as they won’t tear or smudge when exposed to elements like sunlight or rain. Vinyl is also great for printing complex graphics such as photos or intricate logos, though it comes at a higher price point than other options. Metal tags are the costliest option but also the most long-lasting. Metal tags add extra security if needed since tampering with them would damage the badge and make it evident that someone had tampered with it. If you’re looking for something with a touch of luxury that will last through multiple events, metal tags may be your best bet! 

Embrace Customization Options 

Embracing customization options for attendee badges is an effective way to maximize the impact of your event. By personalizing each badge with a name, photo, and other relevant information, attendees will be more easily recognizable and more likely to take advantage of all the features the event has to offer. Customization options also allow you to assign certain privileges or access levels to different groups of attendees, such as VIPs or employees. Beyond merely providing identification, badges can be made more eye-catching by adding custom designs or logos, helping them stand out in crowded areas and providing a sense of exclusivity. Moreover, many customizable badge printing services offer advanced security features such as holograms and QR codes that can be used to verify identity in a secure manner. 

For larger events, one of the most effective ways to maximize the impact of your attendee badges is through lead retrieval. Lead retrieval systems allow you to collect data such as contact information and event feedback from each person that scans their badge. It also enables you to segment attendees into groups based on their interests and preferences, so you can tailor your follow-up messaging accordingly. With lead retrieval, conferences, trade shows, and other large events can drive more meaningful engagement with their participants and increase the return on investment for their organizations. 

Utilize Engaging Content and Information on Attendee Badges 

Done correctly, attendee badges can be much more than simple identification cards; they can also be helpful information about events, registration details, affiliations, session times, and sponsorships available at specific booths —the possibilities are endless!  

Additionally, engaging content like quotes from speakers or fun facts about products being showcased at booths can keep visitors engaged throughout their entire experience at an event. Furthermore, knowing what type of audience will primarily be attending allows organizers to tailor badge designs accordingly—from larger font sizes for seniors down to micro fonts geared towards tech-savvy millennials—ensuring all needed content is visible while keeping aesthetics pleasing regardless of age groups attending!  Adding pronouns are also becoming even more important for your audiences.  

Badges can also create revenue opportunities for organizations by including sponsored events on the agenda or a sponsor logo for example.  

Check For Compatibility with Badge Printers/Readers 

The first step is to check what type of badge printers and readers are available. Different companies have different models of both printers and readers, so you need to make sure that they are compatible with one another. Additionally, some badge readers have a specific size requirement for the badges themselves, so make sure you know what size you’ll be printing before purchasing a printer or reader.   

Another vital thing to consider is whether your chosen badge printer or reader can support wireless and USB connections. Wireless connectivity will allow you to issue badges remotely, while a USB connection is needed if you plan to connect multiple devices simultaneously. 

Larger events and trade shows also can take advantage of having remote locations for attendees and exhibitors to pick up their badge to make their on-site arrival even more seamless. These often include locations in the conference hotel.   

Prepare for Backup Scenarios 

One of the first steps in preparing for backup scenarios is having multiple options for printing and issuing badges. If one method fails, having another option ready can limit the time spent dealing with badge problems. It’s also worth considering having digital versions of the badges as an additional form of redundancy. This can mean having already prepared PDFs or images saved on a computer, which can be quickly printed or emailed out if needed.  

Another essential step in preparing for backup scenarios is ensuring all staff members involved in issuing badges are familiar with their roles and tasks. Everyone must know how to use necessary tools, like printers or computers, and what paperwork must be filled out or collected from attendees. Having clear directions written and posted somewhere visible will help minimize confusion when things get busy. 

In Closing 

In conclusion, maximizing the impact of your attendee badges is important. Make sure to consider badge materials and embrace customization options to ensure that badges meet the needs of your event and your audiences. Utilize engaging content and information on your attendee badges to draw attention and create a memorable experience for attendees. It’s also essential to check for compatibility with badge printers/readers before ordering materials. Finally, prepare for backup scenarios such as malfunctioning printers or low battery levels to guarantee that attendee badges can still be printed and distributed even if something goes wrong. Preparing ahead of time will make all the difference in successful event badges promoting attendee engagement. 

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Floor Plan Management  

Access to an interactive floor plan can be a game-changer for organizers’, exhibitors’, and attendee’ experiences. Event management software should offer tools that allow show organizers to quickly set up, manage, and share the expo floor plan online in real-time using level-based admin access. It should also provide exhibitors with a secure self-service interface to update their online and print directory information as well as add enhanced digital content to increase engagement throughout the show cycle Show organizers should also look for the capability to manage payments, collect online contracts for the booth space as well as feature and sell sponsorship information.  

Moreover, attendees should be able to find exhibitors quickly and efficiently, add them to their favorite list, and create personalized printable walking maps on any device they choose. Visual dashboards and robust reporting should provide mission-critical data in an easy-to-read format at the fingertips of show organizers, helping them make informed decisions that will maximize the efficiency of event management technology investments.  

Powerful Registration Tools

Event registration is an essential part of any successful event. By incorporating features such as online registration, check-in and badge printing, lead retrieval, and attendance tracking into your event management software solution you can ensure a smoother experience for both organizers and guests alike. All of these features help streamline the registration process for your event, making it easier for attendees to get what they need without having to wait in line or manually enter information into your system.  

Additionally, many event management systems offer custom badge printing capabilities which enable you to quickly print out personalized name badges for each attendee onsite. Finally, with lead retrieval and attendance tracking you can capture leads from attendees who have expressed interest in particular products or services featured at the event as well as keep track of who has attended your events over time. In this post-pandemic world, making your registration experience from first clicks to on-site registration is even more important for your audiences.  

Call for Proposals  

In addition to streamlining the processes of organizing a conference or other event, event management software should also provide options for handling the call for proposals. The ideal solution should include a fully responsive Call for Proposals module with solid user experience for conference managers/presenters/graders. This would enable submitters to create or modify their proposals in one central location and then seamlessly publish approved proposals on their chosen website or mobile app.  The software should also be equipped with on-demand reports and dashboards so users can get an up-to-date overview of their proposal submission process at any given time.   

Conference Management  

The right solution should offer robust conference management tools that allow teams to manage session calendars and speaker assignments efficiently. It should also provide features such as the ability to build and update event content in real-time by adding, importing, and editing data for tracks, sessions, sponsors, and speakers; quickly and easily updating sessions anytime and from any device; providing a secure system for speakers to upload bios, handouts, and photos; enabling attendees to browse sessions, mark those they plan to attend, and submit questions to speakers before, during, or after the session; among other features.  

Mobile App  

A mobile app is a great way to provide a more engaging experience for attendees of your event. When seeking out an event management software solution, look for features such as: 

• A no-code application – the ability to create an event app without having to code; 
• Sponsors/exhibitors profile pages – show off your sponsors or exhibitors with profile pages that can include contact information and featured products; 
• Registration system integrations – integration with existing registration systems to quickly get attendees into the app; 
• Featured billboard carousel – showcase important messages or upcoming events on a home screen carousel; 
• Event feeds/directories – easily direct attendees to specific areas or activities within the event via an interactive directory; 
• Polling/survey tools – capture real-time feedback from attendees on various topics with polls and surveys; 
• An app-generated event website – build a custom website for your event in minutes; 
• Notification settings center – communicate with all attendees at once through push notifications and emails; 
• With these features, you can ensure that all attendees have an enjoyable experience by creating an immersive environment that keeps them engaged both before and during the event. 

Essential Features for Attendee Experience  

Security management, attendee profiles, and matchmaking between exhibitors and attendees are vital features that can give your event attendees a truly personalized and engaging experience your audiences demand.  

Security preferences ensure that attendees have control over who they share their profile data, while privacy settings and permission controls guarantee peace of mind. By leveraging the power of AI and custom interest tags, matchmaking takes the guesswork out of networking and content placement to ensure buyers and sellers alike have a successful event. Furthermore, powerful search, intelligent recommendations, and appointment scheduling (in-person or virtual/hybrid) enable you to create meaningful connections and curate experiences for your audiences.  

Essential Features for the Exhibitor Experience  

Event management software with custom analytics, forms, and task management is essential for a successful exhibitor experience. Custom forms allow you to capture all the critical information you need from your exhibitors in just a few clicks. Exhibitor analytics provide meaningful insights into who your attendees are and what they’re looking for from their experience. With task management, you can set up tasks for your exhibitors to view and manage on their hub dashboard. Each task can be a simple reminder to mark off, a clickable link to an external vendor, or assign a specific form you have created right within the system – making it easier than ever to streamline the exhibitor experience.  

Conclusion  

Overall, event management technology can be a powerful tool for creating unique, custom experiences for attendees and exhibitors. From message management to matchmaking capabilities to custom forms and task management, it’s important to evaluate the features available and make sure they fit your needs. Doing so will ensure you get the most out of your event management software investments.  

It’s all about creating an enjoyable experience for all involved to maximize engagement and reach desired objectives. Investing in the right event management technology is a great way to do that! Learn more about how A2Z Events and GTR can help you with your next tradeshow or conference.

The post <strong>Essential Features You Should Look for in Event Management Software</strong>  appeared first on Personify.

From interactive activities to promotional campaigns, there are numerous strategies you can use. Here we have compiled 13 of the most effective ways to boost attendee engagement before your next tradeshow or conference.

1. Start A Conversation Online

Engage with interested attendees on social media platforms such as Twitter and Facebook by creating an event page that provides updates and information about the tradeshow or conference. Encourage conversations by asking questions, setting up polls, and offering exclusive sneak peeks of featured speakers or products. 

2. Build Anticipation

Keep your audience captivated by teasing upcoming features like speaker announcements and product releases before the event. When releasing details, use visuals and videos to make them more eye-catching and engaging. You can even encourage users to ‘like’ or ‘share’ for additional clues about what will be displayed at the conference or tradeshow! 

3. Give Away Prizes

People love free stuff! Offer prizes for preregistration, exciting photos taken at the event, outfit of the day contests, etc. This will entice people to take notice of your upcoming tradeshow or conference and get creative in winning those prizes! 

4. Issue Exclusive Invites

Invite critical influencers, bloggers, journalists, and other industry leaders by issuing exclusive invites they will not find anywhere else. Being invited personally instead of receiving a generic invite, they can find online makes them feel extra special and increases their chances of attending your show. 

5. Integrate User-Generated Content

User-generated content is often more authentic than professionally shot images used in promotions. Encourage followers to post pictures/videos related to their experiences with you leading up to the right before your event. Have followers use your designated #hashtag when posting so you can track what’s being said about you (and reward those posts accordingly). 

6. Host Informational Webinars 

Educate users interested in participating in your tradeshow/conference through informative webinars hosted before it takes place – this helps build trust towards you and gives attendees valuable knowledge they may not have had otherwise. Plus, it allows potential participants to learn more about what they should expect when attending without actually going there! 

7. Create Interactive Maps

Create interactive maps featuring restaurants nearby that people may want to check out during their stay, attractions nearby that people may want to explore before/after participating in your event, etc. Not only does this provide valuable information for potential attendees, it also serves as a form of advertisement for local businesses!

8. Implement Pre-Conference Activities & Events

Host some pre-event activities at local businesses near your venue that give potential attendees a chance to mingle while also discovering all sorts of interesting tidbits about their surroundings that may influence their decision on whether they attend your conference in person after all.

9. Engage Attendees with Exhibitor Information & Demos

Publish exhibitor information such as booth numbers, company logos, etc., so potential participants can see which companies will be featuring prominently at your event ahead of time and plan accordingly – you could even let exhibitors give live demos (online) during specific timeslots before the actual event kicks off in order get everyone excited about attending!

10. Promote Special Offers via Personalization

Send personalized digital invitations with exclusive ticket discounts or early bird registration offers to your target audience through email, direct mail, or even SMS messaging services. This gesture will make interested attendees feel appreciated and show them that their attendance is valued, making them more likely to attend your event!

11. Reach Out to The Media 

Contact regional newspapers, magazines, and other media outlets online and offline to spread awareness about your upcoming tradeshow/conference so it reaches a broader range of audiences locally and globally, depending on where you are hosting it!

12. Set Up Discussion Panels 

Organize an online panel before the event where industry experts can come together and discuss topics that are relevant to the tradeshow or conference. This is a great way to generate buzz and encourage people to join the conversation and attend your event.

13. Utilize Event Apps 

Develop an app specific to your tradeshow or conference that allows users access to all information regarding the event, such as schedules, agendas, maps, etc., making it easier for them to plan their day ahead of time!

Engaging event attendees before a tradeshow or conference is essential to ensure it is a success. These 13 ideas should help you draw more interest and get guests excited to attend.

Remember that creativity, exclusive invites, and special offers are vital in engaging attendees before the event, so make sure you keep these tactics in mind when planning for your next event!

The post 13 Ways to Engage Attendees Before Your Next Tradeshow appeared first on Personify.

Mark R Moss, Vice President of Sales and Marketing at RA Consulting, views two types of chaos. One that people can manage and one that happens on-site and is not as foreseeable. 
 
“My theory has been to manage, prepare, and therefore handle all the chaos that I can handle in advance,” Moss explains. “Take care of the details in the planning and setting up of events. Then, when you are on-site, and something goes sideways, you know that the other details are already aligned and running according to plan. That should make one freer to handle the things that come up.” 

Having a plan in place will help you resolve issues quickly so the event can go smoothly. Here are some tips on how to deal with some of the unexpected issues that may arise. 

Issue: A Speaker Cancels at the Last Minute  

Solution: You could be or will have to deal with a speaker cancellation. While it is not the ideal circumstance, there are methods to manage the situation so that your event may go as planned.  

 The most crucial thing is to not freak out. Things getting canceled happen, and it is usually beyond your power. What matters is that you have an alternate plan set up so you can adjust on the fly.  

If you can, look for a replacement speaker who can step in at the last minute. It is not always simple, but it may be feasible if you have a decent network of connections. If that is not an option, consider asking one of your other speakers to give a longer speech or have someone from your team fill in.  

“Some already engaged speakers will also step up to the cancellation plate, says Ginger Johnson, Founder of Connecting Experiences. “AND I encourage everyone to ask. There are many ways to make it a win-win.” 

Keep the audience in mind, no matter what. They attend your event to learn and be entertained, so try to ensure they have an enjoyable experience. You can overcome a speaker cancellation with some preparation and quick thinking.  

Issue: Disruptions with AV and Technical Equipment  

Solution: When arranging an event, be prepared to deal with any AV or technological difficulties that could crop up. This is one of the most typical concerns at trade shows and conferences.  

Before the event, ensure all equipment is functioning and has been tested. Have backup equipment on hand, just in case. It’s also a good idea to have tech staff on call during the event to assist with troubleshooting and resolving any problems that arise.  

If a problem arises, remain cool and analyze the situation. Is it possible to resolve it swiftly? Or do you require specialized assistance? Maintain contact with the attendees and inform them of any developments. Make suggestions such as switching rooms or giving out presentation handouts rather than depending on technology.  

By preparing in advance and having a contingency plan, you can manage any AV or technical problems that may arise during your trade show presentation.  

Issue: Venue Layout and Capacity  

Solution: Regarding tradeshow and conference venues, issues can sometimes arise with the setup of breakout rooms and not having enough space. It is important to remain calm and approach the situation with a solution-oriented mindset.   

First, communicate with the venue staff and clearly articulate the issue. They may have a simple solution or be able to quickly fix the issue.   

If not, consider alternative solutions, such as combining multiple smaller rooms into one larger space to accommodate the group. Alternatively, divide the group into smaller groups and have them rotate between different breakout sessions or locations.  

Remaining flexible and finding creative solutions can help alleviate stress and ensure that your event runs smoothly despite any hiccups with the venue.  

It is also crucial to take preventative measures by thoroughly reviewing venue contracts and communicating any specific needs or requests before the event. This can help ensure that all parties are on the same page and minimize the likelihood of venue issues arising in the first place.  

Issue: Bad Weather  

Solution: You’ve been planning your event for months and have everything organized and ready to go. But then, a few days before the big day, you check the weather forecast and see there is a chance of severe weather. Whether a hurricane or a full-blown blizzard, dangerous weather can damper on even the best-laid plans.  

Know Your Venue’s Policy   

Before signing any contracts, ensure you understand your venue’s weather-related cancellations and postponement policy. Some venues will allow you to reschedule without penalty, while others will charge a fee. And in some cases, the decision to reschedule may be out of your hands entirely. So, it is essential to know what your options are.  

Keep Your Attendees Informed  

If severe weather will impact your event, make sure to keep your attendees informed. Send out updates via email or social media, so they know what to expect and can plan accordingly. By being upfront about the possibility of bad weather, you can avoid potential disappointment or frustration from your attendees.  
According to Colin Tokosch, Senior Account Executive at 42 Chat, communication is one of the most controllable aspects of handling these situations, and he urges companies to get cell phone numbers.

“Surprisingly, many events don’t require cell phone numbers during registration – even if just for emergency purposes, Tokosch says. “With a 98% open rate, text messaging is the fastest and most effective communication channel.”

Don’t Forget About Safety  

Inclement weather can be dangerous, so public safety should top your priority when severe weather hits your trade show. Keep walkways clear of ice and snow and identify any wet spots with caution tape or signs.  

Samuel Scheller, Chief Executive Offers of Guardian Elite Medical Services, urges event professionals to prepare for medical emergencies. 

Many trade shows fail to have on-site medical staff, explains Scheller. “This leads to delays in care for show attendees and can have a negative image of the show.” 

Conclusion  

It is easy to dwell on all the things that could have gone better at your event. But instead of beating yourself up over what went wrong, focus on what went right. Hopefully, these tips will help you be a pro at handling unexpected issues at your next conference or trade show! Just remember to stay calm, have a contingency plan in place, and try to enjoy yourself no matter what happens. With a little preparation and a positive attitude, you can handle anything that comes your way! 

The post Navigating the Unknown: Solutions for Unexpected Trade Show and Conference Issues   appeared first on Personify.