To Reprint or Not Reprint

I recently helped at the registration desk for a large, multi-day conference with exhibit hall. There were almost 4000 attendees and just over 225 unique exhibitors. Name badges for the host organization were very important, and luckily, security at the convention center was fantastic. They policed the different areas and allowed or didn’t allow access based on whether or not a person had theirs and which color their lanyard was. Attendees and exhibitors had different colors so security knew who could access the show floor early for setup.

Because everyone needed a lanyard and name badge, those who lost their badge had to swing by registration to get another one. This organization has had a history of “lost” badges to the point they now charge $25 for the first missing badge and $50 for the second in an effort to dissuade those who just forgot them in their hotel room and are too lazy to walk back and get them. It also prevents someone “losing” their badge, coming and getting a second one, and giving it to either another booth worker or their spouse who came with them and now wants to participate as well without paying a full conference fee, attempting to game the system.

Sitting at the registration desk for several days was quite entertaining. Some people provided what sounded like a legitimate excuse for needing a replacement badge. Some, however, told fish stories like my grandfather. Those who received a replacement were asked to bring back one of them when they found the original. Surprisingly enough, I think all but two or three actually did. Only one person came for a second badge, sheepishly approaching the desk with her credit card in hand. She knew what she had done and what the cost would be. These were grown humans with jobs. If she can’t hang onto a name badge, no two name badges for four days, I can’t imagine what her workspace looks like.

Once things at the desk slowed down and we had time to watch the people walking by (which is one of my favorite hobbies-people watching), we did see one particular exhibitor on a daily basis make a hand-off in the atrium to one new booth worker each day. It’s amazing how differently Robert Johnson looked from day to day…. Nobody minded as long as there was only one Robert Johnson in attendance each day.

Having been a Certified Event Professional (CMP) for as long as I have, I had thoughts about how the organization could reduce their concern about duplicate badges being used or eliminate the issue altogether.

At no point were badges scanned, only observed. If this organization wanted to, they could have people scanning the badges of everyone as they entered (and exited) the exhibit hall, breakout rooms, and space where lunch was being served. Trust me, this would not deter attendees nor take a ton of time if done right. I know a large number of people can get through the doors quickly because I attend a very large conference in Las Vegas every year where 18,000 people manage to get onto the show floor in about 10-15 minutes. It’s about having enough access points, spreading people out, ensuring there are plenty of scanners, and the system is working. By doing this, if there was a duplicate name badge, the scanning device would not allow the “same person” to enter twice.

Luckily in four days, we didn’t have too many duplicate badge requests, and those who forgot their badges in their hotel rooms in fact, did not want to fork over the $25, and reluctantly made the trek back. The most outrageous story we heard for a lost badge was a gentleman who claimed he lost it “alligator wrestling.” We did happen to be in the south, on the water, however, did not believe his story. He did get points for originality and didn’t have to pay for the replacement.

The most truly lame story was from a guy who just picked his name badge up a couple of hours ago, claimed it was bothering his neck so he took it off, and he “just dropped it.” Coincidentally, a woman came to the desk to have her badge reprinted who also had just picked hers up this morning with the same lame story…. Just pay for the day pass. It’s not much more than a lost badge fee and you won’t need to hide from anyone.

Does your organization allow or charge for reprinted name badges? Share your guidelines here or send me an email!

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name badges!

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