Tips & Forms
Choosing a Date, Time and Place
- Avoid having your big event on the same day and time as another popular event in town — unless the other event is so popular it will be attracting out-of-towners who can go to your event too! In that case, look for opportunities to cross promote with other events in town for greater audience reach and engagement.
- Many online community calendars list major events a year in advance; popular places are often reserved a year in advance, so set your date and reserve your site early.
- Many people travel during the days around a holiday or three-day weekend; check the calendar for major religious days.
- Many elderly guests do not like driving at night or staying up late.
- There are many factors to consider when choosing a site so know in advance:
- Your budget
- How many attendees you expect.
- How much space you need.
- Whether you are having a standing reception, buffet dinner, sit-down dinner, outdoor picnic, etc.
- If you need an inclement weather back-up plan for the time of year and/or location you have chosen
- You can find more details on our Event Checklist.
Use a Multipurpose Guest Chart
For large events it is much easier to track invited guests, save-the-date mailings, invitations, RSVPs and post-event follow-up communications using one comprehensive chart rather than many different lists.
A multipurpose guest chart (like our example here) can hold vital guest information and can be easily collapsed by columns or rows to focus on one thing at a time. A chart in a spreadsheet program like Excel is much easier to work with than a table in a word processing program like Word. The bigger the event – the more columns you’ll need. If you are inviting many people you may find the following columns useful in an Excel file:
- “Last” Name
- “First” Name
- Addressee “M/M” (Mr. and Mrs. John Smith)
- “Street” Address
- “Street2” 2nd Address Line
- City State Zip “CityZip”
- Save the Date Card Sent “SD”
- Invitation Sent “Invite”
- RSVP “Reply” (mark with comments too – “OOT” for out of town, “Later” for interested in event but can’t go now, etc.)
- If you are inviting different groups of people, you’ll use the Group column for indicating the main group the invite belongs to. Assign code letters to the groups like or “S” for event staff, “V” for volunteer, “M” for management, “D” for donor, “H” for honorees, or “G” for groom and “B” for bride, etc. It is extremely helpful to be able to sort by column, and easy to automate printing by doing a mail merge with the mailing information listed.
- Anticipate phoning or e-mailing? Add those columns, too.
If you have almost everyone’s e-mail address, try saving some money by disseminating electronic invites. Some online invite tools include Socializr, Punchbowl, Celebrations, and Evite make the whole invitation and reply project very easy.
Tips for Registration with Name Tag Tamers
Tips for Registration with Name Tag Tamers®
- Although the boards can hold just about every type of badge, if you use a standard 2¼” x 3½” acetate holder with metal clips the badges can be preset in your office. Acetate badges are also more eco-friendly and last longer than vinyl badges, which are easily bent if kept loose in a box.
- Print a sign for the top of the board. If you have more than 66 guests, splitting badges between two or more boards and using letters of the alphabet to direct guests completely eliminates bottlenecks at the table. We have seen hosts use six boards evenly spaced on either side of the event entrance for an event with over 200 guests and no lines ever formed. If only one board is required, insert the name of your organization in the sign holder or just put more badges in the space. Click here for our large font “A – __” sign and here for our “__ – Z” sign.
- Two name tag boards can fit in each custom-sized case to further simplify transportation, or the boards can hold event literature and/or miscellaneous supplies in the case’s bottom compartment. It is always smart to bring extra blank name tags, marking pens, tape and large envelopes or zip-lock bags to hold tags after the event.
- As guests arrive and tell you of other guests who are unable to attend, put those tags in an envelope. When guest check-ins winds down simply combine the unclaimed tags on one board and add the ‘No Show’ tags from your envelope. This board is now your ‘No Show’ list until you are able to record attendance from it the next day.
- Our Name Tag Organizers are easily adjusted for self-service by attendees if staff limited.
- Always bring one or more nice receptacles for collecting badges after the event so they can be reused. Click here for our “Please leave badge here” sign to prop up in or behind the receptacles. We have used empty badge boxes, baskets, or ‘silver’ filigree trays depending on the function.
*U.S Patent No., D645,519S
Tips for Table Assignments
Tips for Table Assignments
- Any type of card or table tent can be neatly held on a Name Tag Tamer® boards. It is easiest to begin with 8.5” x 11” perforated sheets. Many different styles are available from any large office supply store and many stationers. If your printer can’t handle perforated card stock, print on clear labels and then attach the labels.
- Having different meal choices? Put a small colored dot in the upper left corner of a card to indicate a special meal choice.
- Jazz up the cards for more casual events by using a template with themed borders or graphics, or use an interesting font or many different font colors, add an icebreaker below the name, or attach a colorful sticker.
- Print a sign for the top of the board. If you have more than 66 guests, splitting badges between two or more boards and using letters of the alphabet to direct guests can eliminate bottlenecks at the table. We have seen hosts use six boards evenly spaced on either side of the event entrance for an event with over 200 guests and no lines ever formed. If only one board is required, insert the name of your organization in the sign holder or just put more badges in the space. Click here for our A-__ sign and Click here for our __-Z sign.
The ABCs of Crowd Control
The one place to avoid a slow-moving bottleneck is at a registration table. At large events 50 guests can arrive at the same time so usher them in graciously at multiple spread out welcome points at your event’s entrance. Use top signs on name tag boards with large letters of the alphabet i.e. A-H, I-M, N-Q, R-Z so guests know immediately where to go. Here are two signs to get you started.: Top Sign A-__
and Top Sign __-Z.