Event Season Prep: Essential ID Badge and Credentialing Tips

The spring and summer months are popular for conferences, tradeshows and, of course, outdoor affairs like festivals and sporting events. Good weather, longer daylight hours and looser schedules make for memorable and successful gatherings.

Chances are, you’ve already started planning your events schedule for Q2 and Q3 — and that’s great because there’s a lot to accomplish. Amid the seemingly endless lists of travel plans, meal coordination and space rental, it can be easy to overlook one of the cornerstones of a successful event: the right credentials.

In this guide, we’ll explore essential tips for selecting, designing and implementing event credentials that enhance attendee satisfaction, simplify access control and make for a smooth, professional event.

Whether you’re organizing a conference, tradeshow or high-energy festival, these insights will set your event up for success.

Why ID Badges Matter for Event Success

It’s often the little things — the details — that make or break an event. You may have the best venue, but if check-in is slow or security is lax, attendees will likely leave a bad impression of the event overall.

Credentials are among those important items that may go unnoticed if done correctly but are highly visible (in a bad way) if bungled. A well-thought-out credentialing system ensures smooth access, proper identification and a professional atmosphere that reflects positively on your event and brand.

Types of Event Badges

Start planning for successful credentialing by choosing the right badge for your event. Here’s a look at different types of badges and the ideal use case for each.

Paper badges. Single- or limited-use badges made from high-quality paper are ideal for short events where cost is a primary concern. They can be printed on-site, making for easy check-in and registration processes.

PVC cards. Durable and professional, these badges are perfect for multi-day events or anywhere where badges will be subjected to extreme wear and tear. PVC cards can also be pre-printed with bar codes or magnetic stripes, allowing for greater functionality, including meal purchasing or access to VIP areas.

RFID cards. ID badges enabled with RFID technology work well for large-scale events to manage access control, track breakout events or session attendance, or manage foot traffic throughout the venue. They can be customized to enhance attendee experiences, such as enabling cashless transactions for concessions or merchandise and streamlining entry at high-traffic checkpoints.

RFID wristbands. For events like festivals, concerts or outdoor expos, RFID-enabled wristbands offer a highly functional, wearable alternative to ID badges. Water-resistant, lightweight and easy to wear, they’re perfect for events where attendees would rather not have a name badge around their neck. In addition to entry and exit functionality, RFID-enabled wristbands can support cashless payments and offer trackable behavior data on attendees throughout the venue.

Ticketed events like sports games or concerts are the ideal application for RFID wristbands. Attendees don’t need to carry paper tickets (preventing loss or theft) and have everything they need within the venue right on their wrist.

The Benefits of Customization + Badge Design Tips

Nearly every event or meeting comes with some sort of credential — anything from a stick-on paper name tag to personalized badges. Customization and design are where you can set your event apart and enhance event or company branding in the process. Benefits of custom event credentials include:

Reinforced branding. Include your company name, logo and color scheme on badges and accessories. Attendees will be wearing their badges throughout the event and many take them home as souvenirs, carrying your branding with them.
Sponsor visibility. Highlight specific sponsors by showcasing their logos as part of your badge design.
Identify attendees. The primary purpose of badges is for identification. Customized designs for different levels of attendees make it easy to distinguish categories and make access control simple.

3 Tips for Stunning Badge Design

Be clear. Readability at a distance is critical. Use clear, readable fonts at a large enough size to be understandable from a few feet away. Choose high-contrast colors to make sure information like names, titles and roles are easy to spot.

Make layouts clean. Think about hierarchy in design and present information accordingly. Names and titles are often the most important and should be the most prominent on the badge. Resist the urge to overcrowd badges. Favor clean design and readability over info dumping.

Get creative. Use color-coding or visual markers to differentiate attendee groups like staff, VIPs, media or exhibitors, making identification seamless.

Keep Reading: The Psychology of Design: How to Make ID Badges Stand Out

Don’t Skip Accessories

Badges hold the relevant information, but how they’re attached is just as important. Lanyards and badge reels keep credentials close, visible and accessible. They also serve as yet another canvas for brand alignment. Here are a couple of things to keep in mind as you select the perfect badge accessories for your event:

Prioritize comfort and durability. Choose high-quality materials that lay nicely to ensure attendees are comfortable and do not constantly have to untwist their badge lanyards. It’s also important to select durable material, especially for multi-day events where attendees will be taking badges on and off.

Get the right connection. There are a variety of attachment options for lanyards, including steel j-hooks and bulldog clips, lobster claws, and plastic no-twist hooks. Select the one that works best for your card and event.

Don’t waste space. Lanyards come in various widths and can be customized with dye-sublimation or screen printing. Custom lanyards are a great spot for logos, slogans or other brand-specific messaging. Use different colors or designs to quickly differentiate attendee levels.

Get reel. Reels allow badges to retract out of the way, yet keep them close when needed. They are ideal for events where attendees need frequent access to swipe or scan cards to access different event areas. They also offer an additional spot for branding.

Security Features for Enhanced Access Control

Aside from visual identification and networking, one of the primary purposes of event badges is security. With heightened concerns around safety at events, having a secure credential system is more important than ever.

RFID products. Cards and wristbands with RFID technology store attendee data securely and allow for contactless payments and entry. They also offer secure access to restricted areas and can be deactivated if lost or stolen.

Holographic overlays. Whether embedded into the card or placed on top, holographic overlays are hard to copy and offer a level of badge protection above photo identification. As an added bonus, holographic overlays make cards more durable by adding a layer of protection.

RFID blocking badge holders. These holders block electromagnetic data, preventing hackers from scanning or skimming the signal.

Color coding. Badges with color bands or role-specific labels offer quick visual identification for staff to ensure attendees are in the right places.

On-site printing. Badge printing on check-in reduces the risk of lost or stolen credentials. Event staff or an outs support staff can add watermarks and data encoding in real time.

Your Event Preparation Checklist

Follow this list to ensure your credentialing is on task for all your upcoming events.

Choose a badge type. Select the most appropriate badge material based on your needs.
Define attendee categories. Sort attendees into roles based on roles, access areas or VIP status. Decide on a clear identifier for badges and accessories.
Design your badges. Be thoughtful in your badge design, prioritizing clarity and readability.
Add branding. Don’t forget to add logos, incorporate your color schemes or include taglines to align the event with your business or key sponsors.
Decide on security features. The level of security you’ll need depends on the size and type of event.
Accessorize. Choose color-coded or custom-printed lanyards or reels to enhance branding and make badge-wearing easy.
Plan production and delivery timelines. Start the design process early and work with a reputable provider who can get you what you need when you need it.
Decide on on-site vs. pre-printing. Order pre-printed badges with enough time to distribute to attendees or choose on-site printing with the help of a company or DIY printers.

Make This Event Season One to Remember

A standout event comes down to the details. Credentialing and badge management are important factors in making attendees feel secure and comfortable. Working with a professional badge production company ensures a great look for your badges and one less item for you to check off your event planning to-do list.

Reach out to our expert staff today to discuss the event badging process, including on-site support options.