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Organising a conference or event isn’t an easy task. In fact, there is a lot to think about and arrange. If you’re feeling lost, don’t worry. You’ve come to the right place! As well as looking at most things you’ll need to consider, we will look further into lanyard options available and the benefits they can bring.
Main Things to Consider When Arranging Your Conference or Event
All conferences and events will keep you busy when it comes to preparation! Whether you are arranging a medical seminar, political party conference or a college or university event.
You’ll need to choose topics of discussion at a level that’s right for all attendees. You’ll also need to pick the right speakers. Then there’s accommodation, travel and food to think about. As well as alternative dietary requirements, the venue, and how much it will cost.
The right venue needs to be chosen, particularly, somewhere that’s the right size for the number of attendees. Exhibitors and organisers will also need some space there as well. The facility needs to be good quality. It might be useful to consider the performance of past conferences that took place there as well.
You will need to consider food and drink and items for coffee breaks. Anyone with additional dietary requirements will also need to be accommodated. Food and drink provisions may not seem important, but for attendees, it is. After all, people who are well fed and hydrated are more likely to get more from the event and better engage in the discussions.
All teams and suppliers will need to be properly coordinated so that the event runs smoothly. This could include technical and support staff, hostess, sound engineers, security and perhaps even exhibitors themselves. In fact, the success of conferences and events often rests on having the right personnel and support staff around you. Spend time doing your research and putting the best team together that you can.
One other important thing you’ll need to do is organise the security and registration of the event or conference. Assigning credentials to everyone attending can be challenging, but it’s essential to get right. Fortunately, this is where lanyards can help.
Using Lanyards to Manage Access Levels
Security is vitally important for any kind of event, even the smaller ones. There are many different levels of access to consider. Visitors and exhibitors might have basic access. At the same time, assistants might be assigned something higher up. For example, they might need access to some speakers or private areas. All technical staff might need advanced levels of access, such as catering suppliers, entertainment staff and sound engineers. There’s also the management team to consider.
Everyone should have a way to identify themselves efficiently and conveniently. Access and security personnel should have an easy way to identify everyone who enters the venue and which area they are permitted to visit. To achieve this, different coloured lanyards could be issued to identify each group quickly. For the actual conference organisers and staff, personalised lanyards could be the best option, where an ID card is displayed to denote their level of access.
For the conference attendees, a classic conference ID badge would be suitable, containing the name and details of the individual. This could then be attached to a custom neck strap containing branding or the logo of the event sponsor or organiser. As an alternative, a custom fabric wristband could be provided containing a secure closure that prevents removal and will not break. This becomes a personal and non-transferable form of ID that adds both security and safety.
Personalised wristbands or stickers are the most economical option. However, they’re probably not the best choice for creating brand awareness or making a conference look professional. Nevertheless, if you’re on a tight budget, or need something for an informal event, this can be a cheap and useful choice. Otherwise, a lanyard with an ID card would be the most professional option.
A High Quality and Fully Customised Lanyard is Best for Conferences
For the most professional lanyard possible, choose either a sublimated or printed lanyard.
Sublimated lanyards use a four-colour digital printing process, breaking down each colour into a split of CMYK and is similar to how a printer works. For you, this means there is no restriction to your design. Bold and bright logos can be included because every colour on the spectrum can be included. You can even print photos! They are generally the way to go for conferences.
Contrastingly, dye sublimation works by transferring sublimation dyes to sheets of transfer paper using a liquid gel. The ink is then dispersed onto high-release inkjet papers that are then placed onto a heat press for sublimation. The heating process works best using combined temperature, pressure and time. When all of these things are correct, a full colour and high-quality print will be achieved. Being almost permanent, it will not fade, crack or peel after use.
If cost is a particular issue, consider approaching a sponsor who would be willing to cover the cost.
In our opinion, it’s always worth spending a bit more for a high-quality lanyard as those who receive one are more likely to hold on to it rather than bin it.
For example, if you were handed an advertising brochure that was printed on cheap and basic paper, would you hold onto it? Probably not. However, suppose the paper was thick and glossy, featuring an excellent design and quality photos. In that case, you’d be inclined to keep it due to its quality.
In terms of lanyards, if you went with a woven one, fully personalised with a logo, compared to a basic printed or sublimated lanyard, it would last longer. The attendee would be more likely to hang onto it. Lanyards are useful for attendees. They can use them to keep glasses or keys handy, while continuously being reminded of your brand every time they use it.