We recently held a group tour of very important people to one of our offsite facilities. We wanted our valuable guests to be comfortable, secure and punctual.
We, the coordinators, handled every aspect of the group tour from securing the hotel sleeping rooms, conference rooms, tour buses, food, audio visual and other needed items down to the finest detail.
Most companies would agree; our VIP’s are important to us.
At the beginning of the event, each individual was to be presented with his or her own personal agenda as not everyone would be attending the same conference meeting, tour, or meal the same as the next person.
We were at a quandry as to how to present several items to our guests including nametags.
The answer ended up being very simple.
We chose ‘around the neck’ badge holders capable of holding inserts. The front of the “color coded” insert showed their name and company affiliation along with an additional color coded dot.
The different colored inserts allowed us to easily sort the guests into smaller groups according to our predetermined schedule. The color coded dot enabled us to seat them easily into the different meeting rooms. We even included a ‘meal card’ to present to their meal server which identified their pre-chosen entrée.
The back of the insert included their own personal day to day agenda. This kept their agenda easily at hand. They had their room numbers, meeting times, etc… handy. This also kept the attendees from loosing their schedules.
Since part of our event included a tour of a secure facility we also went ahead and pre-authorized HID cards for certain members of faculty for the secure offsite buildings. This enabled the entire tour portion of the event to proceed very smoothly.
It’s sometimes the small things that get overlooked when creating a large event, whether a conference, a tour, a show, or any other public event. The air, hotel, conference rooms, meals and meeting spaces are easy to coordinate but the small things can be easily overlooked.
It pays to over-coordinate the details for a smooth running ship. In this instance, the badge holders with the details inside were event savers.
badge holder
