The most simple and cost-effective way to manage registration is through a manual system, where name lists are printed out and ticked off manually. If name badges are to be handed out, this would be the ideal time to do so.
Lanyards with plastic name badge holders look very professional, but these are likely to consume a fair chunk of your budget, unless you can get the lanyards sponsored. In this case, the sponsor will print their logo on the lanyards and then give them to you as a way to promote their own business. Be cautious of involving sponsors who are not actually related to, or participating in your event. Sponsors should always tie in to your event, be related to the industry, or at least give your event some credibility – otherwise it can look a bit mismatched.
Handwritten name badges in plastic holders are another option – you can print your inners with your logo on them, then trim them neatly and ensure that the names are written by a staff member with very neat handwriting! (Bear in mind that the same does not apply for your event signage. As I mentioned previously, hand-written signs at events are taboo). You may also pre-print them, but remember that you might be wasting large amounts of paper doing it this way, as no-shows, especially at free events, might leave you with heaps of unclaimed name badges.
Stick-on name badges should be a last resort – they do not look very professional or show pride or care in your event, which could reflect negatively on your brand.
Electronic registration methods are more expensive, but very professional. These systems involve computers with scanners, which can be used to scan QR-coded tickets that guests will have printed out themselves, to bring along with them to the event. This works well for big events, as it facilitates the moving of vast volumes of crowds through registration areas in as short a time as possible.
For manual registration, each station should have the following:
- Registration list
- 2 or 3 ballpoint pens for marking
- Badges/lanyards/wristbands or stickers
- Markers for writing
- Any hand-outs for the day, like goodie bags or manuals
- A bin for waste paper
Remember to keep registration stations neat and tidy – nothing sticking out from under the table, and any loose papers packed away or thrown away. If you are going to be handing out goodie bags, I suggest keeping a staff member as a “runner” behind the desk, to remove empty storage boxes and replace with new ones, and to keep the tables tidy. This will save your registration staff the trouble of having to stop and fetch supplies if they run out when things get busy.
Whatever method you choose with what you can do with your budget, it should always be neat, slick and professional. The smoother the running of your event, the better the overall impression you will create.
Photo courtesy of: Soul Reflections Photography
