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08 June 2017

How does one design and personalise ID badges for participants of an event?

This article offers a number of recommendations regarding an issue that may seem trivial at the first glance. Whether you like it or not, ID badges for event participants, as this is what we are going to talk about, are an important element of the event and should not be ignored.

What does it take to prepare ID badges? What should they contain? How does one personalise them? You will know all the details in a moment. But let’s go back to the very beginning. The process of preparing appropriate ID badges for participants of a conference or congress can be divided into three stages:

1. Selecting the size of an ID badge

Depending on the nature of an event, the method adopted to print ID badges, and the material used to produce them, we must choose the appropriate size of medium.

2. Preparing a graphic design

We must ask ourselves a fundamental question when working on that particular issue: What is an ID badge? Well, it is, first and foremost, a medium with information about the participant. Its graphic design – like graphic designs for all other types of mediums – must be the packaging for its content. The priorities one adopts when designing an ID badge can be narrowed down to a couple of items:

  1. Information about the participant and a QR/barcode (provided that we are using an application that enables electronic identification of participants);
  2. Name of the event, its date, location, and the logotype of the event;
  3. Logotypes of event partners;
  4. Elements of the identification system that will decorate the design should emphasise the content mentioned in items a-c.

The design of an ID badge (just as any other material to be printed) must contain an embedded 300dpi bitmap, or be based on a vector graphic image, which is both lightweight and scalable to any size, without losing its quality.

When preparing a professional design, the best option is to use tools recommended by experts, such as Adobe Illustrator or Corel DRAW.

3. Personalisation of ID badges

There are two ways of carrying out this stage:

If you own a suite of Adobe applications, you can use the function offered by InDesign, which allows the user to personalise content in an indicated block of text, based on a .CSV file containing participant records. It is not particularly complicated but requires good knowledge of the Adobe suite and you certainly need to... own the product. Unfortunately, this tool is very expensive.

The other method consists in using the CONREGO stand-alone registration system for participants of events and the additional PDF Creator module. Taking advantage of the functionality offered by that module, you can easily prepare a template based on a graphic design (see item 2) and use it as a background to embed data fields corresponding to participants which you intend to personalise, using CONREGO interface. This way, we can create a template and use it to generate multi-page PDF files for all participants that can be printed at any print shop!

You can use CONREGO not only to design ID badges, but also to prepare passes, certificates, diplomas, and other documents that require personalisation. By combining the PDF Creator and Communication modules, you can send all of the mentioned types of documents by email. To that end, you need to add a special tag to an email template form that automatically attaches personalised PDF files to email messages. As you can see, it is easy!

Tomasz Chrosciechowski

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