This complete guide covers event badge ideas, essential layout strategies, proven best practices, and guidance on material choices so you can make a great first impression and help attendees connect.

Why Is Event Badge Design Important?

A well-designed badge isn’t just a formality; it plays a crucial role in how attendees experience your event. The best designs will help different attendee types achieve their event objectives. Every choice, from typography to color coding, affects how attendees interact with one another and engage with your programming.

Strategic event badge design solves the following common event challenges:

• Helping Attendees Identify Key Stakeholders: Badges with clear, bold text and role-based color coding make it easier for attendees to recognize speakers, sponsors, and exhibitors at a glance. This encourages more meaningful interactions and helps the right people connect effortlessly.
• Facilitating Conversations and Networking: A well-designed badge includes relevant details like company names, job titles, and QR codes for digital connections. These elements make introductions smoother and help attendees find common ground, making networking more organic and valuable.
• Improving Event Navigation and Session Attendance: Incorporating visual cues such as track labels, agenda highlights, or scannable session access indicators can help attendees easily navigate to the right areas. When badges provide useful information beyond just a name, they become a functional tool for supporting your event flow.

When event badge design elements work together, badges do more than identify attendees; they actively support engagement objectives and a smooth event flow.

Elements of Proper Event Badge Design

When designing your event badges, there are a couple of considerations to keep in mind. Let’s review the main elements your badges should include and tips for implementing them effectively.

Name Display Guidelines

Your event badge design starts with the most important element: the attendee’s name. Typography makes or breaks readability, so font choices and sizing are critical. First names should be visible from 6-8 feet away, using sans-serif fonts like Arial or Helvetica for maximum legibility. To ensure readability, use the following font sizes for name display:

• First names: 24-36 pt font size
• Last names: 18-24 pt font size
• Company names: 16-20 pt font size
• Titles: 14-18 pt font size

Test your designs with both short and long names to maintain readability and a professional appearance. For instance, what works for an attendee named “Bob Smith” should also work for an attendee named “Christine Montgomery-Fitzgerald.”

Color Strategy & Visual Hierarchy

Color makes badges intuitive navigation tools. A well-planned color system helps attendees instantly recognize different tracks, access levels, or roles. However, restraint is key; stick to 4-5 colors to avoid confusion.

Additionally, follow these tips to choose effective badge colors:

• Use high-contrast colors for better readability.
• Keep colors consistent across all event materials.
• Add patterns or icons in addition to color so attendees with color vision deficiency can still tell the difference.
• Match colors to your event or organization’s branding for visual cohesion.

The most important details should stand out immediately, while secondary information remains visible but subtle. This natural hierarchy helps attendees process information quickly, especially in fast-paced networking environments.

Using Badge Back Space

The back of the badge is often overlooked, but it’s valuable event badge real estate. It can serve as an attendee guide by providing quick access to key information or links to digital resources. Smart ways to use the badge back include:

• Add a venue map with key locations marked.
• Offer emergency contacts and help desk information.
• Display Wi-Fi network details to save attendees time.

Link to event resources with a QR code—ideal for FAQs, session guides, or sponsor materials.

QR codes can link to any online resource, so get creative! However, personalize links by attendee type (not individual attendees) for bulk badge production. Use a QR code generator, and then upload the codes into your badge design tool. → IMPORT A LIST – THERE IS A FIELD FOR CHECK-IN CODE – ADD 

Turn attendee QR codes into networking tools by replacing their default check-in code with a link to their social profile, like LinkedIn. Here’s how:

• Collect Data – Add a registration field to capture attendees’ social profile link during sign-up.
• Export Data – Download the list of confirmed registrants and their details.
• Update QR Codes – Copy the social profile links into the “Check-In Code” field. 
• Import & Apply – Upload the updated list to apply the changes.

Now, each attendee who shared their social link will have a badge QR code that works for both event check-in via the Onsite App and networking using a QR code reader from a smartphone.

Engagement Features

Badges can do more than display names; they can spark conversations and encourage participation. Here’s how to make them more interactive:

• Add gamification elements: Hide challenge codes on event badges and provide fun stickers and badge ribbons to reward participation in scavenger hunts or interactive sessions.
• Provide conversation starters: Add icebreaker prompts, industry topics, or interests to help attendees connect naturally.
• Make networking easier: Add a QR code that instantly directs attendees to a LinkedIn profile when scanned with a smartphone QR code reader.
• Incorporate interactive elements: Try scratch-off badges to reveal fun challenges, prize opportunities, or exclusive event perks. Some custom badge printing companies offer this feature—just ask when ordering.

Track how well your event badges spark active participation by evaluating engagement metrics and surveying attendees about how these event badge ideas added value to their event experience.

Event Badge Materials: What Works for Different Event Types

The right materials make badges both durable and functional. While unique options might catch your eye, they often cause printing problems and delays. Stick with materials that ensure clear printing and withstand the demands of a busy event.

Explore the best badge materials by event type:

• Corporate & Association Events: Firm laminate or paper fanfold badges provide a professional look and hold up well throughout multi-day events. Using pre-printed badge stock with on-demand label printing allows for efficient handling of last-minute changes without sacrificing quality.
• Trade Shows & Exhibitions: Exhibitor badges must be durable and easy to scan. Firm laminate badges with QR codes or RFID technology support easy lead capture and exhibitor interactions while maintaining a polished appearance.
• Medical & Academic Conferences: These events require badges that clearly display specialties, certification levels, and QR codes for session check-ins and CME tracking. Double-sided badges can include general event schedules and key learning resources relevant to all attendees.
• Premium & Exclusive Events: For award ceremonies, VIP programs, and high-end networking events, PVC badges provide a polished, high-quality finish while remaining durable. These are ideal for showcasing VIP access and sponsor branding while keeping production practical and scalable.

31 Professional Event Badge Ideas 

Your event goals shape your badge design choices. Here are battle-tested event badge ideas for different professional events:

Corporate Event Badge Ideas

1. The Executive Summit Badge

Foster networking opportunities by displaying detailed attendee information on the front. Add a conversation starter to drive interactions. On the back, provide a QR code linking to speaker bios, post-event surveys, or key resources for continued engagement.

2. The Recognition Event Badge

Celebrate achievements by featuring attendee details and their award category prominently on the front. On the back, provide information about exclusive receptions and key honoree events happening throughout the venue.

3. The Sales Kickoff Badge

Unite sales teams with territory and team identifiers on the front. Add a scratch-off area on the back to reveal team competition details and challenge information, or incorporate a QR code to offer quick access to sales enablement materials.

4. The Annual Meeting Badge

Simplify participation by displaying attendee meeting roles on the front. On the back, include a QR code directing attendees to voting platforms, proxy assignment details, or key governance documents.

5. The Training Program Badge

Encourage professional development by listing certification levels and learning tracks. On the back, include a QR code linking to session slides, key learning materials, or a resource hub for further education.

Association Event Badge Ideas

6. The Speaker Badge

Help speakers promote their sessions by displaying “Ask me about…” below their name on the front, along with session titles and room numbers. On the back, add technical setup checklists and AV team contacts to ensure stress-free presentations.

7. The Exhibitor Badge

Drive engagement with event exhibitors by highlighting the sponsor company’s name, logo, and booth location on the front. Adding key information on the back, like Wi-Fi details or download details for the lead capture system, will save both organizers and exhibitors valuable time. 

8. The Chapter Leader Badge

Identify leaders by including their chapter names and roles on the front. On the back, include a QR code linking to key resources like chapter management guidelines, leadership meetups, policy updates, and direct contact details for association support staff.

Medical & Academic Event Badge Ideas

9. The Medical Symposium Badge

On the front, display attendee details, including specialty and certification level, and a QR code for session check-ins and CME tracking. On the back, include CME credit claim instructions, session evaluation deadlines, or a link to a shared repository with session handouts and speaker slides.

10. The Research Presenter Badge

Help presenters connect with attendees by featuring their names, abstract numbers, and presentation details on the front. On the back, include a QR code linking to digital posters, research papers, or group discussion forums for continued engagement beyond the session.

11. The Medical Exhibitor Badge

Increase exhibitor visibility by featuring company name, logo, booth location, and specialty focus on the front. On the back, include a QR code linking to exhibitor services like lead retrieval support, order forms, shipping details, and venue contacts. 

12. The Clinical Workshop Badge

Highlight attendees’ expertise by displaying specialties and training levels on the front. On the back, include procedural checklists, essential learning objectives, and instructor contact details to ensure participants have quick access to key training resources.

Professional Development Event Badge Ideas

13. The Certification Track Badge

Showcase attendee certification status and area of expertise. On the back, provide a QR code linking to a certification resource hub with study guides, exam schedules, and continuing education materials to help attendees track their progress.

14. The Industry Expert Badge

Spotlight expertise by listing the attendee’s specialty and notable contributions along with their details. On the back, link to industry reports, keynote materials, or expert roundtable schedules to facilitate meaningful professional discussions.

15. The Mentor Match Badge

Clearly distinguish mentors and mentees with role indicators on the front. On the back, include structured networking prompts and a note-taking template when printed on firm laminate or PVC badges, allowing for easy annotations with a washable marker.

16. The Skills Workshop Badge

Indicate skill levels and training tracks on the front. Include session information, equipment access details, and instructor contact information on the back to support hands-on learning and technical skill development.

Networking Event Badge Ideas

17. The Speed Networking Badge

Encourage quick connections by listing attendee details and interests on the badge front. On the back, include a rotation schedule, icebreaker prompts, and conversation starters to help attendees make the most of short networking sessions.

18. The Industry Mixer Badge

Facilitate networking by displaying sector and collaboration goals on the badge front. On the back, provide key networking event details, themed discussion zones, and meetup locations to help attendees easily form valuable connections.

19. The Roundtable Badge

Support discussions by listing an attendee’s topic of expertise on the front. Include table assignments and a QR code linking to relevant session materials or discussion guides on the back to encourage informed and structured participation.

20. The Innovation Forum Badge

Highlight attendee expertise by displaying project focus or technical specialty on the front. On the back, include a QR code linking to an online repository with pitch decks, product roadmaps, or key research findings to foster collaboration and investor interest.

Special Event Badge Ideas

21. The Awards Ceremony Badge

Honor achievements by featuring award categories and honoree names prominently on the front. Include the ceremony schedule, photo session times, and special seating arrangements on the badge back to ensure a smooth experience for awardees and guests.

22. The VIP Experience Badge

Highlight VIP status by showing access levels on the front of the badge. On the back, include a personalized VIP schedule, lounge locations, and a direct concierge contact to offer a premium event experience for these attendees.

23. The Sponsor Recognition Badge

Acknowledge sponsors with tier levels on the front. On the badge back, provide details on networking event access, key exhibitor benefits, and contact information for support services to ensure they can make the most of their investment.

24. The Gala Event Badge

Welcome guests by featuring their names and table assignments on the front. Provide the evening’s schedule, key event highlights, and donor recognition details on the back to help attendees navigate the night with ease.

Conference Management Event Badge Ideas

25. The Event Staff Badge

Ensure visibility by featuring roles and zone assignments on the front. On the back, link to shift schedules, and include emergency contacts and escalation procedures so staff can respond quickly to any event needs.

26. The Volunteer Badge

Clearly identify volunteers with roles and assigned areas on the front. On the back, add a QR code linking to volunteer schedules, task assignments, and a contact list for event organizers to provide support as needed.

27. The Security Team Badge

Mark security personnel with access levels and designated zones on the front. Include emergency response procedures, radio channels, and key contact information on the badge back to ensure efficient security coordination.

28. The Tech Support Badge

Clarify responsibilities by listing roles and service areas on the front. System access credentials and links to troubleshooting guides on the back of the badge will help support staff resolve issues quickly. 

Multi-Day Event Badge Ideas

29. The Conference Track Badge

Guide attendees by featuring their selected tracks on the badge front. On the back, include a QR code linking to a track-specific agenda with session times, room locations, and speaker details to help attendees stay on schedule.

30. The Summit Badge

Control access by featuring clearance levels and attendee categories on the front. Provide key contact information for event support, a QR code for venue maps, and details on exclusive networking areas or VIP lounges on the badge back.

31. The Convention Badge

Show attendee industry and session track on the front. On the back, provide a QR code linking to the exhibitor directory, key networking locations, and important venue services like info desks, lounges, and transportation details.

Event Badge Production Guidelines

With a better idea of the event badge ideas, design, and materials you want to use, the next step is producing your badges. Timing matters when it comes to badge production. Start early enough to allow for adjustments, but remember that event details often evolve, so flexibility is key.

Consider these key badge production tips:

• Pre-print attendee badges for small events 1-2 weeks ahead of time to allow time for delivery and sorting by attendee type and name. 
• Use badge label printing or live badge printing for events with last-minute registrations and walk-ins.
• Test badge designs with sample prints to ensure names, roles, and QR codes are clearly visible and scannable in different lighting conditions.

Event Badge FAQs

Want more help with the end-to-end badge creation process? Get detailed advice on how to effectively manage badge design, printing, and check-in at your next event in this step-by-step guide: Conference Badge Design: Create and Print in 7 Easy Steps. 

Start Creating Professional Event Badges

Now that you’ve explored these event badge ideas, you’re ready to design your own. Think about your specific event needs and choose elements that will create the best experience for your attendees.  

The right badge design tool makes all the difference. EventMobi’s Badge Designer is built for event professionals, making it easy to create professional badges without any graphic design experience. With customizable templates, built-in pre-printed badge ordering, and seamless integration with your registration system, you can generate badges that are accurate, visually appealing, and ready when you need them. Whether you’re pre-printing event badges or printing live onsite, EventMobi ensures a simple, efficient process from design to distribution.

The post 30+ Memorable Event Badge Ideas: The Complete Guide for 2025 appeared first on EventMobi.

Paper lists and expensive scanners are not the best way to check in large numbers of attendees or set the tone for your event. Did you know that the tablet or mobile phone you use daily can efficiently check guests in and out of your events in real-time? When paired with the right Event Check-in App, it’s easy to create a fast event registration and check-in flow for your attendees.

In this article, you will learn:

• What you can do to speed up your check-in process
• How to reduce hardware costs 
• How you can use check-in data to better measure event ROI 

Plus, check out the bonus tip on how to get creative with your check-in data and extract powerful insights using AI! 

Use an Event Check-in App to Speed Up the Process

Long lines at the registration desk are a common frustration for attendees at everything from conferences and trade shows to free events. Typically, delays are caused by event staff checking in attendees with printed lists. This might not make a huge difference at the smallest of events with under 40-50 attendees. But, at larger events, manually checking names off a list one by one will slow down the process and create a poor first impression. That’s why planners need easy-to-use check-in technologies that move attendees out of the registration hall and into the main event experience.

EventMobi’s event management solution includes a user-friendly Event Check-in App that lets you quickly scan attendees in and out of your event and sessions. All you need to do is point the in-app camera at the QR code on an attendee’s physical or digital badge (digital badges are found in the attendee profile in your event’s mobile app!).

An attendee’s unique QR code includes all the information captured at registration—including attendee type, which allows your check-in staff to quickly distinguish between guests with different levels of access. For instance, speakers can be directed backstage before their presentation without having to explain what their role is. Likewise, your staff can recognize VIPs, sponsors, and other important guests immediately at check-in to prevent confusion or potential delays.

If an attendee doesn’t have their badge handy, simply type their name into the app to check them in. EventMobi’s Check-in App is lightning-fast, which means it won’t disrupt attendees as they enter your event and move through sessions. It also produces valuable data, making it easy to measure session performance and award CE credits. In the future, you also have the option to include a QR Code Google Form in the promotional materials for your upcoming event, like posters, flyers, and banners, to achieve faster event check-in.

To make check-in and check-out even faster, create a self-scanning station for your attendees by downloading the Check-in App onto tablets and enabling the service kiosk mode.

EventMobi’s Production Services Team Manager, Ryan Sturno, demonstrates how to get started setting up your event check-in app and create a streamlined self-check-in kiosk with any tablet. 

Reduce Check-in Hardware Costs with an Event Check-in App

Many event teams have tighter budgets than ever, so it’s important to invest in event technology that will reduce costs. Typically, the expense of rented badge scanners is prohibitive for many events. But, when your team’s mobile phones or tablets can be used as scanners, you can affordably increase the number of staff checking attendees in and out.

EventMobi’s Event Check-in App works on any mobile device that can read QR codes. Add staff email addresses to the check-in feature in EventMobi and an access code will be automatically emailed to them. If you’re working with external staff, there’s no need to worry about data privacy. The access code only grants them access to the front end of the Check-in App, so your event data stays safe.

The EventMobi solution also includes an easy-to-use Badge Designer and cost-effective Pre-Printed Badge Ordering—offering yet another opportunity to reduce hardware costs and make badging the least stressful part of your event. With Pre-Printed Badges, you can place your order through the EventMobi platform, so all of your attendee data is automatically synced and ready to print. Simply select the number of badges you’d like, review your quote, and enter your address, and your laminated, ready-to-wear badges will arrive at your venue within 5 business days!

Recommended Resource: Are you looking for cost-effective, easier ways to build and manage your events? Watch 8 short videos to learn how to deliver events in any format that engage attendees and offer sponsors more value.

Watch Now

Measure Your ROI Better by Tracking Attendance with an Event Check-in App

Accurately reporting on in-person events as a marketing and engagement channel is a challenge for planners. Registration software can’t tell you what happens onsite! But, by leveraging an easy-to-use check-in app with powerful analytics in the backend, you’ll get valuable details about the event attendee journey.

As attendees scan in and out of sessions, you’ll see where—and for how long—they chose to spend their time at your event. This is important for awarding CE credits and reporting on sponsored session ROI. This data will come in handy when you need to prove the value of your event to potential sponsors next year! Use it to highlight attendee demographics and report on engagement by measuring time spent in sessions.

BONUS: Use AI to Generate Reports with Your Check-in Data

Did you know AI can help you generate different types of reports based on your check-in data? Say you’re responsible for member education at your association and need to award CE credits. Instead of manually calculating time spent in sessions for every attendee, you can ask an AI tool like ChatGPT to tell you how long attendees spent in sessions so you can allocate credits accordingly. Check out the video from our VP of Product Marketing, Thorben Gosser, who breaks down how to do this step-by-step.

Thorben Grosser demonstrates how you can use ChatGPT to bulk-calculate attendee time spent in sessions.

Create the Best Event Check-in Experience for Your Guests

What happens at check-in will set the tone for the rest of your event. Paper lists and expensive scanners will slow down the check-in process—not the best start for your attendees! EventMobi’s Event Check-in app will help you get your guests faster, save money on hardware, track session attendance, and measure event ROI. Plus, you can feed that data into an AI tool to get even more insights if you need to.

Interested in learning more about EventMobi’s Check-in App and onsite features? Book your personalized demo today!

Book a Demo

The post Get Your Guests in Faster with an Event Check-in App appeared first on EventMobi.

Getting the right speakers for your event can make or break the success of your conference, trade show, or seminar.

You’re not just looking for someone who can fill a slot in your schedule; you need dynamic individuals who can captivate an audience, communicate effectively, and make your event truly memorable. 

But finding the perfect speakers can sometimes feel like searching for a needle in a haystack! That’s why we’ve created this guide to help you find, attract, and hire the best speakers for events to ensure your next event is a resounding success.

Types of Professional Event Speakers

When planning an event, the array of events speakers available can feel overwhelming.

Let’s break down the types of professional speakers you might consider, tailored to the specific event you’re hosting.

Event speakers for conferences

• Keynote speakers. These are the heavy hitters of your event—the ones who set the tone and theme. They’re usually recognized experts in their fields or celebrities who can draw a crowd.
• Thought leaders. Thought leaders bring fresh insights and new perspectives to your audience. They are visionaries in their fields, and their unique takes can spark creativity and innovation among attendees.
• Workshop leaders. Interactive, hands-on learning is their game! They facilitate in-depth sessions that dive deeper into specific topics, providing attendees with valuable practical skills they can apply immediately.
• Motivational speakers. Want to energize and inspire your audience? Motivational event speakers are your go-to. They deliver powerful messages that drive attendees to take action, make changes, or overcome challenges.
• Entertainers. Conferences shouldn’t be all work and no play! Entertainers add a fun twist to your event, providing enjoyable interludes between serious discussions or a lively end to a full day of learning.
• Moderators. Your audience’s guide to panel discussions, moderators keep conversations on track and ensure all voices are heard. A good moderator can make a panel discussion a highlight of the event!
• Panelists. Experts or experienced professionals in their field, panelists offer varied perspectives on a specific topic, promoting stimulating discussions and knowledge sharing.

The right event speaker can also act as a powerful part of your event marketing strategy. Learn how you can leverage speakers to advocate for your event.

Guest speakers for corporate events

• Leadership experts. Ideal for corporate retreats or internal development days, these event speakers focus on fostering strong leadership skills and cultivating effective leaders.
• Motivational speakers. As with conferences, hire a presenter as a motivational speaker to inspire your corporate audience, encouraging team unity and personal growth.
• Industry experts. Want to keep your team ahead of the curve? Industry experts bring the latest trends and insights, helping your team stay competitive and informed.
• Wellness experts. Guest speakers for workplace events focused on employee well-being can be wellness experts who offer tips on stress management, work-life balance, and overall health.
• Diversity, Equity, and Inclusion (DEI) advocates. These event speakers promote a more inclusive and equitable workplace, educating your team on the importance and benefits of diversity.

Different events will call for unique types of speakers! For example, a nonprofit event might need fundraising experts, while a book festival would seek out well-known authors. Understanding your event’s purpose and audience will help you determine the right type of event speaker to hire.

How To Find Speakers for an Event

Now that we’ve discussed the types of event speakers, you might be wondering, “how do I find a good event speaker?” The hunt might seem daunting, but fear not! With these strategies, you’ll be booking amazing event speakers in no time.

• Be active in your space. Familiarize yourself with key figures, trends, and discussions in your industry. By staying in the loop, you’ll know who’s making waves and who would make a fantastic addition to your event.
• Look to past events. Review the event speakers who performed exceptionally well at previous events. Past success could be a good indicator of a repeat performance!
• Speakers bureau. These agencies represent speakers, making it easier for you to find and book them. Remember, bureaus usually charge a fee, so factor that into your event budget.
• Speaker websites. Many speakers have personal websites where they showcase their speaking portfolios. This is a great way to gauge their style, credibility, and how they resonate with your audience.
• Associations & chambers of commerce. These organizations often host speakers and can provide recommendations. They’re especially handy when looking for speakers with specific industry knowledge.
• Survey attendees and members. Ask your attendees who they want to hear from. Not only does this generate ideas, but it also builds excitement for your event.
• Explore competitive events.  Scope out the competition. Who are they booking? You might discover some gems!
• Follow people on social media. Social platforms are a gold mine for finding influential voices. Keep an eye on the movers and shakers, and don’t forget to check who’s trending.
• Network, network, network. Never underestimate the power of a solid network. You never know where your next great speaker recommendation might come from!
• Follow relevant industry platforms. From podcasts to TikTok, industry-specific platforms could lead you to your next event speaker. Plus, they give you a sense of a speaker’s style and audience engagement.
• Post a call and advertise it. If you’re open to applications, post a call for event speakers and advertise it widely. You’ll be amazed at the undiscovered talent out there.
• Local and industry publications. These sources often feature thought leaders and influencers. Plus, they could offer a wealth of topics and issues relevant to your audience.
• Partner recommendations. Partners can offer valuable insights and suggestions. They may know of great speakers who align with your event’s goals.

With guest speakers for events, aim for a mix of up-and-coming talent, established frontliners, and industry standbys. This variety ensures a dynamic event and keeps your audience engaged and excited.

Remember, finding the perfect event speaker might take a bit of time and effort, but the payoff is a memorable event that leaves a lasting impression on your attendees. Happy hunting!

How Much Do Public Speakers Make per Event?

You might be wondering, “Just how much is a speaker fee for an event going to cost?” The answer to that is as varied as the speakers themselves.

The price range is vast, from speakers who work for free to those who rake in hundreds of thousands of dollars for a single event.

The amount a speaker charges is dependent on various factors. Let’s unpack a few:

• Location of the event. If your event is in a major city or desirable location, you might attract speakers at a more manageable rate.
• Audience size. A room filled with hundreds of industry leaders could warrant a higher fee than a small, intimate gathering.
• Type of event. High-profile corporate events or large conferences may cost more than smaller workshops or seminars.
• Duration of stay. If your speaker is required to stay for the entire event, expect to pay more than if they were just delivering a keynote and leaving.
• Creation of new content. A speaker developing a unique presentation specifically for your event may charge more than for a rehearsed speech.
• Travel requirements. If a speaker has to travel a long distance, they may charge more to cover their time, travel, and accommodation expenses.
• Level of contribution. A seminar speaker leading a breakout session or acting as a panelist might charge less than a keynote speaker. The more they contribute to your event, the higher their fee.
• Partnership opportunities. If there’s potential for an ongoing relationship or other forms of collaboration, a speaker might lower their fee.
• Establishment in the field. A well-known speaker, industry leader, or celebrity guest speaker for events will usually come with a higher price tag than someone who’s newer to the scene.

Now, if your budget is tight, don’t lose heart! You can often find great event speakers who are willing to share their knowledge for free. Offering partnerships with mutual benefits—like publicity or networking opportunities—can attract these gems to your event. That’s how to get speakers for an event, even if you’re short on funds.

So, what is the average cost of a guest speaker? There’s no single answer. But remember, the value they bring to your event—like audience engagement, expert insights, and added credibility—is often worth the investment.

How To Invite Speakers to an Event

Alright, now you’re armed with the knowledge of what event speakers might cost. The next step? The exciting process of inviting them to your event! Don’t be daunted by the administrative work—it’s easy once you know the steps.

• Identify speakers. Start with a list of your dream event speakers. These could be experts, industry leaders, or up-and-coming voices. And hey, dreaming big never hurts!
• Set the fee. This is a crucial step. You need to decide how much you’re willing to pay for each speaker. This could be based on their popularity, experience, or how much value they bring to your event. Just remember, some speakers have set fees, and they may not match your budget.
• Write your invitation email. Now, it’s time to craft your invitation. Be sure to include why you think they’d be a great fit, details about the event, and what you’re willing to offer them. Remember to be respectful and professional, but let your excitement shine through!
• Create an intake form. This is a handy tool for gathering information about your speakers. Think of it as a mini resume for them to fill out, detailing their background, speaking experience, and presentation topic.
• Follow up. Don’t be shy about checking in if you don’t hear back in a reasonable time. People get busy, and your invite may have gotten lost in the shuffle. A friendly nudge can go a long way!
• Get contracts signed. Once a speaker agrees to participate, it’s time to get it in writing. A signed contract helps protect both parties and outlines expectations clearly.
• Send an information pack. After the paperwork is done, it’s time to send your speakers a packet of information. This could include event logistics, presentation guidelines, and even tips to make their stay more comfortable.
• Make sure they know what’s happening on the day of. A few days before the event, reach out with a final itinerary and any last-minute information. This ensures everyone is on the same page and ready to rock your event!

How To Book a Keynote Speaker

If you’ve ever attended an event with a knock-your-socks-off keynote speaker, you know the electrifying effect it can have. But how do you go about booking one of these crowd magnets? Here’s a step-by-step guide to booking your dream event keynote speaker:

• Start early. The early bird gets the worm, or in this case, the speaker! Start your search early, about 2-6 months ahead of your event. The best speakers are often booked well in advance.
• Get your event information in place. Before you reach out to potential speakers, make sure you have your event details nailed down. This includes the date, budget, and location of your event.
• Do your research. Not all event speakers are created equal, and not all of them will be a good fit for your event. Spend some time digging into their past presentations, specialties, and audience reactions to see if they’re a match.
• Review speakers. Once you’ve done your research, it’s time to review potential speakers. Look at their experience, presentation style, and feedback from past events.
• Create a list. Don’t put all your eggs in one basket. Make a list of potential speakers, knowing that you might not land your first pick.
• Write your pitch. You’ve got your list, now it’s time to pitch. Outline why you think they’d be great for your event, and why your event would be great for them.
• Outline the request clearly and briefly. Keep your request short and sweet. Be sure to include key details like the date, topic, audience, and what you hope they’ll bring to the event.
• Send it to them or their agent. Once your pitch is ready, it’s time to send it off. If the speaker has an agent, that’s who you’ll be dealing with.
• Negotiate. You’ve sent your pitch, and they’re interested. Now it’s time to negotiate! This could involve fees, travel arrangements, presentation length, and more.
• Confirm booking. Once everything is agreed upon, it’s time to confirm the booking. This usually involves signing a contract and paying a deposit.
• Assign them a communication lead. Lastly, assign someone from your team to be their point of contact. This person will keep them updated on any event changes, answer questions, and ensure they have everything they need.

How To Introduce a Guest Speaker

The stage is set, the audience is seated, and it’s showtime! Now, it’s your job to introduce the guest speaker. This is a crucial moment, as it sets the tone for the speech to follow. So, how do you nail the perfect introduction? Here are some key steps:

• Let them know how they’ll be introduced. Before the event, talk to your speaker about how they’d like to be introduced. Get their approval on your introduction to ensure they’re comfortable with what you’ll be saying.
• Collect bio. Gather information about the speaker’s background, achievements, and professional experiences. This will give the audience a sense of who they are and why they’re qualified to speak on their chosen topic.
• Get name pronunciation. There are few things worse than mispronouncing a speaker’s name. Confirm the correct pronunciation with the speaker ahead of time to avoid any awkward situations.
• Give relevant information. Your introduction should include relevant information that ties the speaker to the topic of the event. This could be their expertise, experiences, or any significant contributions they’ve made to the field.
• Keep the energy high. The introduction sets the tone for the rest of the speech. Be enthusiastic and energetic to get the audience excited.
• Practice enunciation. Practice your introduction to ensure clear enunciation. Stumbling over words can distract from the speaker’s credentials.
• Keep it short. Remember, the introduction is not the main event. Keep it brief, concise, and engaging.
• Shout out awards and recognitions. If the speaker has any notable awards or recognitions, mention them. This helps establish their credibility and gives the audience a reason to listen closely.
• Give them the reins. End your introduction by welcoming the speaker to the stage. This is their moment to shine, so gracefully pass the baton to them.

Sample introduction message

And that’s how to introduce speakers at an event! Let’s put it all together into an example speaker introduction:

“It’s my privilege to introduce our next speaker. A recognized expert in digital marketing, and the recipient of the prestigious Marketer of the Year Award, she has revolutionized the way we think about online advertising. She has not only written extensively on the subject but has also successfully implemented her strategies in numerous organizations worldwide such as [relevant organizations]. Please join me in welcoming our esteemed guest, [Speaker’s name].”

Voila! That’s how you set the stage for a compelling speech. Remember, a good introduction is a springboard for your speaker, launching them into their presentation with momentum and enthusiasm.

How To Thank a Guest Speaker

A guest speaker can truly elevate your event! Their expertise, charisma, and insights add an extra layer of excitement and engagement for your attendees. That’s why you need to show your appreciation and thank them appropriately—it makes a difference in convincing them to return as a speaker in the coming years. Here are a few ways you can do that:

• Provide speaker gifts. Unwrapit recommends thanking event speakers with unique, personalized gifts. For instance, you might gift a keynote speaker who loves to write a personalized leather journal or one who loves coffee an espresso machine. 
• Shout them out at the event. A heartfelt thank you from the stage, acknowledging the value they brought to your event, is a great start. Or, if your event has a reception or a VIP meet and greet, you can personally thank your speaker and introduce them to other significant guests.
• Feature them in post-event collateral. Mention your speaker in post-event communications, such as newsletters or social media posts, and express your gratitude there. This will not only show your appreciation but also boost their visibility.
• Send a personalized email. This allows you to express your gratitude in a more detailed and personal way, speaking to the value of their specific contributions.
• Conduct a post-event speaker survey. Gathering feedback with a post-event survey shows that you value their opinion and are keen to improve the experience for future speakers.
• Write a testimonial. If your speaker was a hit, consider providing a testimonial they can use on their website or promotional materials. This expresses your appreciation and can help them land future speaking engagements.

By expressing your gratitude with small gifts or messages, you’re not only making your speaker feel valued, but you’re also building a strong relationship that could lead to future collaborations. Remember, a little thank you can go a long way!

Wrapping it Up

There you have it, folks! Your all-inclusive guide to securing the best speakers for your event. From differentiating between the types of professional speakers to understanding their fees, inviting them, booking them, introducing them on stage, and thanking them afterward—we’ve covered it all.

Speakers are the heart and soul of many events. They bring the knowledge, the energy, and the spark that make your event memorable. 

But let’s not forget the role of technology in making your event a success! Using an event management platform like EventMobi can make your life much easier. With EventMobi, you can build out an event schedule and manage speakers with ease, letting you focus on creating the best possible experience for your attendees.

The post Event Speakers: How To Find, Introduce and Thank Your Guests appeared first on EventMobi.

Then you’re familiar with some top-notch event branding!

The best event branding sticks in attendees’ minds long after the event has ended—and gets them excited when it comes around again in the future.

Curious about how to brand your event in a way that does just that? Let’s explore some strategies that’ll help you rock your digital and onsite event branding!

What is Event Branding?

Event branding is a marketing practice that combines design elements, messaging, and visuals to create an event’s unique identity. From the colors of your logo to the partners you pair with, event branding tells the story of your event!

The best event branding is meant to:

• Reach your target audience
• Stand out from competitors
• Align with your organization’s larger brand identity

From digital design to the look of your onsite space, all elements of your event branding strategy should be consistent and cohesive. At a glance, your attendees should know what you’re all about!

Why is Event Branding Important?

In many ways, branding is the heart of every event you run! When people reflect on the good memories of your event, each aspect of your branding will serve as their touchstones.

Having a solid event branding strategy is important because it will:

• Make your event memorable. From the logo on attendees’ conference badges to the layout of your vendors’ hall, your branding is where memories are made.
• Set expectations for attendees. Are you an academic conference on the literary value of food, or a networking event for children’s television employees? Those are two very different events, and brand is where you set expectations for your attendees.
• Create meaningful connections. Sponsors, exhibitors, speakers, and partners are all part of your brand. When their values and goals are aligned with your brand, you can build a community.
• Introduce new folks to your organization. Eye-catching branding can capture peoples’ attention and draw them in to learn more!
• Distinguish yourself from competitors. You want to belong in your industry, but you also definitely don’t want to blend in with your competitors—brand is your first opportunity to grab attention first.

When your branding speaks for you, your event just flows better!

Defining Your Brand

It can be easy for some stakeholders to look at another organization’s brand and say, “Can we just do it like that?”

But we know there are so many more layers to event branding. Before you hire a graphic designer or jump into copy, ask yourself:

• What is the purpose of the event? Think back to our academic conference. Is the goal to feature newly published research? Create professional opportunities like connecting emerging academics with established thinkers? Your event branding shows attendees what they can expect to get out of attending.
• What does your organization stand for? Your event branding needs to tie directly into the branding for your organization, or you’ll miss an awesome marketing opportunity! What values does your org stand for? What colors and fonts do you use? Search for the unique ways your event uplifts your larger mission, and communicate that to your audience.
• Who is your target attendee? Is your event for long-time industry professionals? Folks who are just breaking in? Specific social demographics? Defined roles (doctors! Marketers! Plumbers!), or other organizations? Your branding is meant to speak to your attendees—be sure you know who you’re talking to!
• How do you want attendees to feel at your event? The first opportunity you have to set the tone for your event is through your messaging, visual identity, and experiential design. Center your attendee experience in your brand, and they’ll feel taken care of—and eager to return.

The answers to these questions can guide your decision-making so you hold an event that really reflects your goals and values.

Recommended Resource: Your brand is at the heart of your event experience. Check out Experience Design: The Complete Guide to Creating Memorable Events!

Read More

5 Essential Event Branding Elements

So what actually makes your branding what it is? It essentially comes down to 5 core elements.

Design

Imagine you’re hosting your event in a large convention center—so large, in fact, that there are two other events happening at the same time. Your event branding design will be the lighthouse that makes you recognizable at a glance.

These guiding design elements include:

• Logo
• Color palette
• Fonts and typography

Design is the connective tissue of your event—it links your signage to your swag and your digital marketing to your onsite layout. It also conveys your tone! Attendees at an academic conference are going to be looking for very different branding versus a fan event or book festival.

Messaging

When branding events, your messaging is where you really dive into a targeted communication strategy. It communicates your brand values, event personality, and positioning in the larger market or industry. 

Your messaging elements include your:

Great messaging draws people into what you have to offer and sets expectations for the event. When those expectations are met, you’ve taken the first step in cultivating long-term brand loyalty

The voice you use across your written messaging is also what taps into the emotional experience you want to create. 

For example, if you’re running a conference for a writer’s association, your attendees might be looking for craft growth, connection with other publishing professionals, and exploring new areas of their genre. Every email you send and every ad you place should contribute to the story that that’s what they’ll find at your event.

Visuals

Visuals help you tell your event’s story without relying on words, and go beyond your design branding. 

Here are a few examples of event branding visuals:

• Photographs of attendees enjoying last year’s festival, beneficiaries of a charitable event, or special guest speakers
• Event graphics advertising guest speakers’ photos and names, plus essential information (name, date, time, location) of their event
• Signage that gets your attendees where they need to go, keeps them oriented, and makes them feel like they’re in a designated event space
• Booth design to tie together a vendors’ hall even with multiple exhibitor brands
• Branded items for events where you want attendees to walk away with a keepsake
• Icons signaling help stations, restrooms, or parking

A strong visual identity is built through consistent storytelling. If your event’s messaging is about supporting your local community, images of community members will amplify that story.

If you’re posting online, be sure to include alt text to keep your visuals accessible to everyone!

Partnerships

Aligning with folks who share your values and passions elevates your brand and builds relationships that last.

Potential partners could include:

You can use your event branding materials to attract sponsors and exhibitors who you think would be a great fit for your event.

On that note—don’t partner with just anyone! Your brand should also help you rule some partners out.

Some partnerships might give you financial opportunities, but your brand needs to be treated as sacred. Say no if their values or public stances don’t align with your own: Your relationship to your attendees is everything, so don’t compromise!

Marketing

Event marketing is what turns your carefully cultivated brand into a tool. Through your design, messaging, visuals, and partnerships, you go to market and start driving registrations.

Activate your brand across your marketing tactics, like:

When your brand identity is solid, marketing should feel easy! Take The Word on the Street as an example. Its website design highlights featured guests, uses visuals with a consistent and friendly color palette, and (most importantly!) advertises the event’s date and location right at the top of the website.

Onsite vs. Digital Branding Ideas

Whether you’re running in-person, virtual, or hybrid events, there are tons of event branding ideas to make your day a hit.

Here are our favorite event branding ideas for onsite and digital branding:

Onsite event branding

Whether you’re hosting a beloved annual festival or kicking off an inaugural conference, your onsite branding is how your attendees connect to your brand on event day.

A few great onsite event branding examples include:

Digital event branding

Digital event branding is what builds your online presence and draws in attendees. Whether people explore your website, see your logo on social media, or stumble on your viral video, you want to make an impression that earns you registrations.

Be sure to apply all of your key branding elements to your: 

Social media in particular is a tool that you can use at every stage of your event. If you set up a strong pre-event campaign, track your hashtags day-of, and then create post-event highlight reels, you can see the full story of your event.

Using Event Tech as a Brand Activation Tool

Your event tech is at the center of your attendee experience. It’s how they navigate your event map, find sessions they want to attend, and explore the sponsors that are crucial to the longevity of your event.

Being able to properly activate your brand in your event experience platform is crucial to creating a consistent event experience. And at EventMobi, we’ve been helping event planners create beautiful, engaging events for 13+ years.

Here’s how we keep brand front of mind in our event experience platform::

• Easy-to-use built in design features—with the option to level up to a custom HTML/CSS design
• Drag-and-drop conference badge designer 
• Professional content creation services to help you optimize your event branding strategy
• Branded mobile apps that keep your event in your attendees’ pockets
• Activation opportunities like gamification and live polls
• Social media walls, and a social analytics dashboard that tracks your brand success online

Want to get a clear vision of how EventMobi can activate your brand? Chat with our team  today!

How to Brand an Event: 7 Top Tips

Once you’ve gathered your branding elements and brainstormed bright ideas, all that’s left is to execute your planning.

You might be using a variety of event branding services, but here are 7 event branding tips to guide you no matter what:

1. Be consistent

Consistency is key! Your event branding tells your story— it’s important that everyone is receiving the same message. 

This looks like:

• Using your dedicated design elements across all of your materials
• Always returning to your event’s key objective and values
• Matching your onsite and digital branding
• Being clear on dates, times, and locations

2. Promote through the right channels

The promotion you do leading up to the event is often what determines how many fresh attendees you can bring in! Look at what’s worked before, where your competitors are, and what new channels you want to test to make the most of your event budget.

Some top promotion tactics include:

• Running a spectacular announcement (mini-event, anyone?)
• Booking media slots in the lead-up to your event
• Using paid ads where you target your audience demographics
• Social media & email campaigns
• Urging attendees to spread the word to their peers (you can include a referral reward!)

If you’re worried about being repetitive, make sure you’re never repeating the same message twice. From early bird specials to guest announcements, partner highlights to event countdowns, there are a million ways to keep your messaging fresh!

3. Create memorable moments

The best events are the ones that stick in your mind for years to come.

Give your guests special experiences like:

From planning to execution, never forget the importance of experience design. 

4. Personalize for attendees

When attendees feel like your event was created just for them, the experience feels a lot more special. Even if your event has thousands of people, each attendee’s experience will be unique to them personally.

Personalize that experience with things like:

No matter what your event is all about, great communication is an asset to your brand!

5. Call on influencers

Did you know that 72% of Gen Z and Millennials follow influencers on social media?

Calling on experts in your field is always an incredible way to expand your reach, but influencer marketing can be especially impactful when you’re looking to target younger audiences.

Get influencers’ attention (and form strong relationships) by:

• Sending personalized invitations that highlight the value of partnering
• Learning what influencers hope to get out of this relationship
• Offering creative freedom for influencers to explore & advertise your event
• Connect with micro-influencers to reach a smaller, more passionate following

Like we said earlier, make sure you feel good about the influencers you’re working with. Your partnership isn’t just their endorsement of you—it’s your endorsement of them!

6. Connect your onsite & digital branding

Onsite is good, digital is great, and both is best of all! Both onsite and digital branding will use the 5 branding elements in different ways, which open up multiple avenues for success.

Onsite event branding elements can look like:

• Design: Signage, table and tent layout, stage set up
• Messaging: MC announcements, volunteer t-shirt
• Visuals: Posters and graphics, swag
• Marketing: Day-of radio and TV spots, onsite Instagram Live reels
• Partnerships: Business partners and exhibitors

Digital event branding looks more like:

• Design: Colors and fonts on your website and social platforms
• Messaging: Consistent voice on social media posts
• Visuals: Shared graphics and photos
• Marketing: Social media and email campaigns
• Partnerships: Influencer shout-outs, sponsor recognition, exhibitor features

7. Collect data & feedback

Collecting data is how you measure your ROI when the event is over, and it’s a gold mine for qualitative data on branding impact.

Did attendees have the emotional experience you were hoping for? Do they really get what you’re all about? 

You can track your brand impact by:

• Sending post-event surveys for real quotes from attendees on brand
• Running brand sentiment analysis by checking your mentions and tracking hashtags and keywords on social media
• Tracking the success of influencer campaigns with trackable links and discount codes
• Sending out brand awareness surveys a month or two later to see what people retained

All information is good information! If you discover that there’s confusion about your brand identity, you can explore what changes you could make.

5 Creative Ideas for Brand Activation Events

Did you know that 91% of consumers said they’d be more likely to buy a brand’s product or service after participating in a brand activation experience?

Brand activation events give your audience a chance to connect with you live, and really feel the value of your organization. Wondering what an activation event could look like?

Here are 5 ideas to get your gears turning:

Immersive experience

Running an immersive experience is one way to turn your marketing strategy into a memory. For example, the Science Teachers’ Association of Ontario‘s conference included a playground for teachers to try out STEAM tools and new digital tech. It tapped into their sense of wonder, and kicked off the same excitement they hope to inspire in students. 

Kaffeeklatsch

A kaffeeklatsch provides attendees a casual networking opportunity with industry professionals. Between sessions at your conference, attendees can sign up to sit at a private table with 5-8 other people and one guest of honor and chat informally. 

For example, a writer’s association like SFWA often holds kaffeeklatsches with respected writers, editors, or agents!

Participatory art

Brightline Initiative’s 2019 TEDx activation is a great example of participatory art. They created an art installation where attendees were asked to write their thoughts about different sessions in permanent marker on transparent, colorful tiles. These tiles were then artistically arranged on a wall for the corresponding day.

As attendees wandered the event, they could literally see the new ideas and connections that were being made!

Wellness events

No matter what type of organization you’re running, everyone could use a wellness opportunity. Running a meditation event, setting up a quiet crafting room, or hosting a zumba class as a conference pick-me-up gives your attendees space to care for themselves. And best of all—it shows you care for them, too.

Reading challenges

The Festival of Literary Diversity holds a year-round reading challenge that encourages people to read diversely throughout the year. This activation keeps the FOLD’s mission in the front of peoples’ minds beyond the festival itself.

Choose books or themes that tie back to your mission or industry, create a hashtag, and share what your audience is reading throughout the year!

Creating a Brand Everyone Will Recognize

From gorgeous stages to awesome video content, there are countless ways to make your event branding shine. If you engage your goals and values in each key element, your attendees will think of your event as an old friend in years to come.

Come chat with our team to learn about how EventMobi’s event management software can support and uplift your brand!

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The post Activate Your Event Branding: 5 Top Strategies for your Onsite and Digital Brand appeared first on EventMobi.