3.15 Guest registration, name badges and place cards
3.15 Guest Registration, name badges and place cards
Not all events require registration and name badges. Name badges are recommended for networking or stand-up cocktail events and are a great tool to keep track of those who might have registered to come to an event but don’t attend. Name badges should detail an individual’s name, position and organisation, with their title and first and last name in bold.
It’s important for the registration table to be the first task completed during event set-up as this will be the first point of contact for guests at an event, and sometimes their first contact with the university. Ensure the registration table is large enough for all items and the area is neat, tidy and presentable. Make sure one or two ACU representatives are ready and willing to assist guests at all times, even after formalities have begun should there be any late arrivals. Ideally this representative should be a fellow colleague, volunteer or student ambassador to allow you as the planner to be available and free to troubleshoot at the event.
A standard registration desk set-up should include:
plain or branded tablecloth that runs to the floor to create a neat event storage area
seating plan if required
small floral arrangement (optional)
A4 photography/photography consent signage (refer to SharePoint)
A4 registration lists
useful brochures about the event or sponsors
spare name badges and a thick black pen in case someone arrives that has not registered.
label printer (optional)
business card or name tag bowl to collect tags at the conclusion of the event.
For most sit-down events it is appropriate to have individual place cards on the tables (unless it is free seating). When using table cards at larger events, a seating plan should be displayed for guests to easily find their seat. The seating plan protocol will assist in determining the best seating arrangement. It is also a good idea at large dinners with reserved seating to have ushers on hand to assist guests and the table number on the back of the guests’ name badge so they can easily find their table, which should appear in consecutive order on the plan.
Refer to the templates in SharePoint for name badge, double and one-sided place cards, place card instructions and seating plan example templates.