How to choose and order name badges for an event
Printed name badges help attendees identify one another and make registration, networking and event management easier. They are commonly used for conferences, training courses, exhibitions, corporate meetings, visitor passes and awards events.
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Lanyard or pin-and-clip name badges?
Lanyard name badges
Lanyard name badges are usually the best choice for conferences, exhibitions and larger events. They are easy to see and provide enough room for a name, job title, company, event branding or delegate category. Options include printed card inserts in clear holders, laminated cards with a hole for the lanyard, or printed cards only if you already have your own holders.
Pin-and-clip name badges
Pin-and-clip name badges are smaller and attach directly to clothing using a crocodile clip or safety pin. They are a good choice for meetings, workshops, staff events and occasions where a lanyard may be unnecessary.
What should an event name badge include?
Keep the design simple enough to read quickly. Most badges include:
The attendee’s name
Their company or organisation
Their job title or event role
Your logo or event branding
Make the attendee’s name the largest part of the design. Job titles and company names can be smaller, but should still be easy to read without standing very close.
For larger events, colours can help identify different groups such as delegates, speakers, exhibitors, staff or VIPs. Make sure the difference is clear and does not rely on a very small coloured symbol.
How to supply personalised names
Supply a finished PDF
The easiest option is to supply a print-ready PDF containing one badge per page. An order for 200 personalised badges should therefore contain a 200-page PDF.
Supply an Excel list
Alternatively, you can supply:
- An Excel spreadsheet containing the attendee details
- Your company or event logo
- A sample design showing how one badge should look
Keep first names, surnames, job titles and company names in separate Excel columns. Check capital letters, punctuation and spelling carefully, as the information will be printed as supplied. For consistent results, avoid adding extra spaces or combining several details within one spreadsheet cell.
Preparing the badge artwork
A correctly sized, press-quality PDF is the preferred format. Include 3mm bleed where the background or design prints to the edge.
Keep names and logos safely away from the edge of the card. Check that the design works in the same orientation as the holder—portrait or landscape—and avoid making the text too small.
Our Artwork Guide explains how to prepare and export files from Canva, Adobe and Microsoft Office.
Check your PDF proof
Before production, we check the files and send a PDF proof for approval. Please use this proof to check:
Every attendee’s name and details
Portrait or landscape orientation
Logo positioning and colours
Spelling and capitalisation
Any speaker, staff or VIP categories
Printing begins once the proof has been approved
How many badges should you order?
Order at least one badge for every confirmed attendee, speaker and member of staff who needs identification.
It is also sensible to order several blank badges for late registrations, replacements or last-minute guests.
For larger events, keep your final attendee spreadsheet in alphabetical order to make checking and distribution easier.
Pin-and-clip badges are normally produced quickly once the proof has been approved. Lanyard badge turnaround can vary depending on the type of badge, holder and finishing selected, so check the current production time when ordering.
Ready to order your event name badges?
Choose between lanyard name badges and pin-and-clip name badges, or send us your event requirements for a quotation.