- Avoid having your big event on the same day and time as another popular event in town — unless the other event is so popular it will be attracting out-of-towners who can go to your event too!
- Many online community calendars list major events a year in advance.
- Many people travel during the days around a holiday or three-day weekend.
- Check the calendar for major religious days.
- Many elderly guests do not like driving at night or staying up late.
- There are many factors to consider when choosing a site so know in advance:
- What your budget is.
- How many attendees you expect.
- How much space you need.
- Whether you are having a standing reception, buffet dinner, sit-down dinner, outdoor picnic, etc.
- If you need a rain back-up plan for the time of year you have chosen.
- Popular places are often reserved a year in advance, so set your date and reserve your site early.
- You can find more details on our Event Checklist.
For large events it is so much easier to track invited guests, mailings of Save the Date Cards and Invitations, replies to RSVP’s, and post-event follow-up communications using one comprehensive chart rather than many different lists.
A multipurpose guest chart holds all vital guest information and you can easily collapse columns or rows to focus on one thing at a time. A chart in a spreadsheet program like Excel is much easier to work with than a table in a word processing program like Word. The bigger the event, the more columns you’ll need. If you are inviting many people you may find the following columns useful:
- “Last” Name
- “First” Name
- Addressee “M/M” (Mr. and Mrs. John Smith)
- “Street” Address
- “Street2” 2nd Address Line
- City State Zip “CityZip”
- Save the Date Card Sent “SD”
- Invitation Sent “Invite”
- RSVP “Reply” (mark comments too – “OOT” for out of town, “Later” for interested in event but can’t go now, etc.)
If you are inviting different groups of people, you’ll use the Group column for indicating the main group the invitee belongs to. Assign code letters to the groups like or “S” for event staff, “V” for volunteer, “M” for management, “D” for donor, “H” for honorees, or “G” for groom and “B” for bride, etc. It is extremely helpful to be able to sort by column, and easy to automate printing by doing a mail merge with the mailing info listed.
Anticipate phoning or emailing? Add those columns.
If you have almost everyone’s email addresses, you can go lean and green and do everything through the Internet. Internet companies such as Socializr, MyPunchbowl, Pingg, and Evite make the whole invitation and reply project very easy.
The ABCs Of Crowd Control
The one place you don’t want a slow-moving bottle neck is at a registration table. At large events 50 guests can arrive at the same time so usher them in graciously at multiple spread out welcome points at your event’s entrance. Use top signs on name tag boards with large letters of the alphabet i.e. A-H, I-M, N-Q, R-Z so guests know immediately where to go.
Tips for Registration with Name Tag Tamers*™
- Although the boards hold every type of badge I’ve seen, if you use standard 2¼” x 3½” acetate holders with metal clips the badges can be preset in your office. Acetate badges are also more eco friendly and last longer than vinyl badges, which are easily bent if kept loose in a box.
- Print a sign for the top of the board. If you have more than 66 guests, splitting badges between two or more boards and using letters of the alphabet to direct guests completely eliminates bottlenecks at a table. I once used six, three spaced apart on each side of the event entrance, and there was never a line as over 200 guests arrived. If you only need one board then you can insert the name of your organization in the sign holder or just put more badges in the space. Click here for our large font “A – __” sign and here for our “__ – Z” sign.
- Two name tag boards can fit in each custom-sized case to further simplify transport, or you can hold event literature and/or miscellaneous supplies in the case’s bottom compartment. It is always smart to bring extra blank name tags, marking pens, tape, and large envelopes or zip-lock bags to hold tags after the event.
- As guests arrive and tell you their spouse or colleague couldn’t come, put those tags in an envelope. When you reach the time no more guests are arriving, combine the unclaimed tags on one board and add the No Show tags you had pulled earlier. This board is now your No Show list until you record attendance from it the next day.
- Self-service is easy for attendees also if you can’t spare staff to greet and welcome guests.
- Always bring one or more nice receptacles for collecting badges after the event so they can be reused. Click here for our “Please leave badge here” sign to prop up in or behind the receptacles. We have used empty badge boxes, baskets, or ‘silver’ filigree trays depending on the function.
*U.S Patent No., D645,519S
Tips for Table Assignments
- Any type of card or table tent can be neatly held on Name Tag Tamer*™ boards. It is easiest to begin with 8.5” x 11” perforated sheets. Many different styles are available from any large office supply store and many stationers. If your printer can’t handle perforated card stock, you can print on clear labels and then attach the labels.
- Having different meal choices? Put a small colored dot in the upper left corner of a card to indicate a special meal choice.
- Jazz up the cards for more casual events by using a template with themed borders or graphics, or use an interesting font or many different font colors, add an icebreaker below the name, or attach a colorful sticker.
- Print a sign for the top of the board. If you have more than 66 guests, splitting badges between two or more boards and using letters of the alphabet to direct guests completely eliminates bottlenecks at a table. I used six once, three spaced apart on each side of the event entrance, and there was never a line as over 200 guests arrived. If you only need one board then you can insert the name of your organization in the sign holder or just put more badges in the space. Click here for our A-__ sign. Click here for our __-Z sign.
Ever hosted an event and had people crowding the hallways or lobby? Ever wished there was a way to have more crowd control?
Think about the last event you hosted. Were you in charge of issuing name tags to your attendees? You may have experienced long lines, some confusion and even frustration among your attendees and event staff. Chances are you’ve probably encountered a similar frustration as an event attendee. Well, now there is a better way with the Name Tag Tamer® system.
This is a simple system that allows you to easily manage all of your event name badges, keeping them organized and alphabetized. Preparing and organizing for your seminars, meetings, and events has never been easier when using the Name Tag Organizer system.
Our Name Tag Tamer collection includes three different Tamer types and is designed to be used in tandem with multiple units or as individual ones to accommodate your particular needs – be it for a group of 12 or an event for hundreds of attendees!