Events and conferences present unique lanyard requirements that differ significantly from everyday workplace use. From a one-day product launch to a week-long international conference, the right lanyard strategy enhances attendee experience, strengthens brand visibility, and streamlines event operations. This comprehensive guide covers everything event organisers need to know about implementing effective lanyard solutions.
Why Lanyards Matter at Events
At any event, lanyards serve multiple purposes that extend well beyond simply holding a name badge. Understanding these functions helps you select and implement the right solution for your specific event.
Identification and Access Control
The primary function of event lanyards is displaying attendee identification. Clear, visible badges help participants network, allow staff to address people by name, and enable security personnel to quickly identify authorised attendees. For multi-track events or those with restricted sessions, lanyards can incorporate colour-coding or secondary badges that indicate access levels.
Branding and Sponsorship Opportunities
Event lanyards offer prime branding real estate. They're visible in every photo, carried throughout the venue, and often retained as souvenirs. For events with sponsors, lanyard branding can represent significant sponsorship value. A well-designed lanyard reinforces event branding and creates lasting impressions.
Attendee Experience
Quality lanyards contribute to the overall event experience. Comfortable, well-designed lanyards feel professional and premium. Poor-quality lanyards that fray, twist, or feel cheap detract from even the most carefully planned event. The lanyard is often the first physical item attendees receive—it sets the tone.
First Impressions Count
The registration desk is most attendees' first physical interaction with your event. A smooth, professional lanyard and badge handover starts the experience on a positive note.
Choosing the Right Event Lanyard
Event lanyard selection involves balancing multiple factors including budget, branding requirements, attendee comfort, and practical functionality.
Material Considerations
For most events, polyester lanyards offer the best balance of quality, print reproduction, and value. They accept vibrant, full-colour printing and are comfortable for multi-day wear. Satin polyester provides a more premium feel at modest additional cost.
For premium or executive events, consider nylon for its silky texture and superior quality perception. Eco-friendly options like recycled PET or bamboo may align with sustainability-focused events and increasingly resonate with environmentally conscious attendees.
Width and Print Area
Event lanyards typically range from 15mm to 25mm in width:
- 15mm: Standard width, suitable for text-based designs and simpler logos
- 20mm: Popular choice offering good balance of visibility and comfort
- 25mm: Maximum branding impact, ideal for detailed logos or sponsor placement
Wider lanyards provide more space for sponsor logos, event branding, and detailed designs. However, very wide lanyards may feel bulkier and less comfortable for all-day wear.
Printing Methods
The printing method affects both appearance and cost:
- Screen printing: Cost-effective for simple designs with limited colours. Good durability.
- Dye sublimation: Full-colour, photographic-quality printing. Vibrant results, excellent for complex designs.
- Woven: Text or logos woven into the fabric. Very durable but limited to simpler designs.
Key Takeaway
Dye sublimation printing offers the best results for events requiring vibrant colours, photographic images, or complex sponsor logos. The cost difference is usually minimal for event quantities.
Colour-Coding Strategies
Colour-coded lanyards are invaluable for events with multiple attendee categories, access levels, or session tracks.
Common Colour-Coding Applications
- Access levels: VIP, general admission, exhibitor, staff, media
- Registration types: Full conference, single-day, workshop-only
- Organisational roles: Speakers, sponsors, organisers, volunteers
- Dietary requirements: For events with catered meals
- Session tracks: For multi-track conferences
Implementation Tips
Keep your colour system simple enough for staff to remember without reference. Use clearly differentiated colours—avoid similar shades that are difficult to distinguish at a distance or in varied lighting. Create a quick reference card for registration staff and security personnel. Consider attendees with colour vision deficiencies; supplement colour with text or symbols where possible.
Badge Holders and Attachments
The badge holder is as important as the lanyard itself. For events, consider these options:
Vinyl Badge Holders
Clear vinyl pouches protect badges and provide a clean, professional appearance. Available in various sizes to accommodate different badge dimensions. Horizontal orientation works well for typical name badges, while vertical orientation suits credentials with photos or detailed information.
Rigid Card Holders
Hard plastic holders offer better badge protection and a more premium feel. They prevent badges from bending or folding. Rigid holders are recommended for multi-day events or when badges need to survive rough handling.
Badge Clips vs Swivel Hooks
Swivel hooks attach to the badge holder's slot or strap, while badge clips grip directly onto the holder. Swivel hooks are more durable and less likely to damage badges. For events with valuable or access-controlled badges, the secure attachment of a swivel hook is preferable.
Badge Size Compatibility
Ensure your badge holders are compatible with your badge dimensions before ordering. Standard event badge sizes include 86x54mm (credit card size), 100x70mm, and 105x148mm (A6). Custom sizes require custom holders.
Quantity Planning
Accurate quantity planning prevents shortages and minimises waste. Consider these factors:
Calculating Requirements
- Registered attendees (allow for late registrations)
- Staff and volunteers
- Speakers and VIPs
- Exhibitors and sponsors
- Media representatives
- Buffer for registration issues (typically 5-10%)
Spare Stock Considerations
Always order spare stock to cover lost lanyards, damaged badges, late registrations, and unexpected attendees. A 10% buffer is typically sufficient for well-organised events. For first-time events with less predictable attendance, consider a 15-20% buffer.
Sustainability Considerations
Events generate significant waste, and lanyards contribute to this footprint. Consider these sustainable approaches:
- Recycled materials: Recycled PET lanyards offer comparable quality with lower environmental impact
- Reusable designs: Generic event lanyards without date-specific branding can be reused
- Collection bins: Place lanyard collection bins at exits for attendees who don't want to keep them
- Local suppliers: Reduce transport emissions by sourcing locally
Communicate your sustainability efforts to attendees—many appreciate and expect environmental responsibility from event organisers.
Registration Process Integration
The lanyard and badge are central to the registration experience. Streamline this process with proper planning:
Pre-Event Preparation
- Pre-attach lanyards to badge holders to speed registration
- Organise lanyards by colour code and access level
- Train registration staff on colour-coding system
- Prepare express lanes for pre-registered VIPs
On-Site Best Practices
- Position lanyard supplies at multiple registration points
- Keep replacement stock accessible for lost items
- Establish clear processes for access upgrades/changes
- Consider self-service kiosks for simple badge collection
Lead Time and Ordering
Event lanyards require advance planning, especially for custom printed options:
- Plain lanyards: Often available with short lead times (days)
- Custom printed: Typically requires 2-4 weeks depending on quantity
- Rush orders: Available from some suppliers at premium pricing
Order early to avoid rush fees and ensure availability. Factor in time for design approval, potential revisions, and delivery delays. For major events, confirm orders at least 6-8 weeks in advance.
Conclusion
Effective lanyard solutions contribute significantly to successful events. They facilitate networking, reinforce branding, support security operations, and enhance the overall attendee experience. By carefully considering material selection, colour-coding strategies, quantity planning, and sustainability, event organisers can implement lanyard systems that work seamlessly while making a positive impression.
Remember that the lanyard is often the most visible and tangible element attendees take away from your event. Invest in quality, plan thoroughly, and don't overlook this small but significant detail in your event planning.