Welcoming Conference Attendees
Professional conferences can be a resounding “hit” or a disappointing “dud.” We have all attended conferences where we have come back refreshed, energized with new ideas, and excited about incorporating what we have learned into what we do. Yet, the opposite is also true. We have returned drained, bankrupt of inspiration, and regretting the time we spent away from home.
There is a lot that goes into facilitating a successful conference—booking quality speakers, consultants, and vendors; reserving an excellent venue; designing a user-friendly format, among many other things that contribute to creating an enjoyable conference experience. One aspect of conference planning that must not be overlooked is the way conference attendees are welcomed as they arrive.
An attendee’s registration experience can greatly influence their attitude towards the conference. Here are a few ideas to make conference guests feel welcome at check-in:
1. Make registration simple. Pre-registered attendees should just be able to check in, pick up information, and ask questions. Unregistered attendees should be filtered to a separate table so as to keep the main check-in area uncluttered.
2. Have plenty of refreshments available. Guests have likely traveled and may not have had time to grab something to eat. Make sure to choose items that are portable like granola bars, fresh fruit, or bags of chips so attendees can pick up a snack and head to their next event. Even though check-in typically occurs in the early morning, think beyond breakfast. Guests may want to have something to snack on throughout the day. There is nothing more welcoming to a rushed and weary traveler than to have food provided.
3. Have all conference materials ready to go in a conference bag. Bags can be made up ahead of time and then guests can navigate quickly through check-in and you won’t have to have as many staff on hand to pass out materials. Choose a bag that attendees will want to use after the conference so you will receive free advertising (as long as it has your logo/information on it) as they tote it around. Include a conference schedule and map of the facility. A few pens and some paper are nice, but don’t go overboard.
4. Wow them with designed lanyards and badge holders. No one wants to wear a sticker with their name on it. One step better is to provide basic lanyards and badge holders. But if you really want your conference guests to be “wowed” at your conference, look into designed or beaded lanyards for badges. Displaying conference credentials doesn’t have to be boring, and your guests will be impressed. Many of the professionals attending your conference probably already use lanyards and badge holders at their companies, so when they return to work next week they will replace their conference ID for their work ID and all their coworkers will want to know where they got their stylish new item. Have designed lanyards on hand for men, and beaded lanyards for badges for women.
For more tips and information about beaded lanyards for badges please visit: lanyards and badge holders
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