Name Tag Protocol

Name Tag Protocol

Welcome nametag

Name Tag Philosophy

"I know what this outfit needs...a sticker with my name on it."

Nobody finishes dressing for an event by looking in the mirror and saying the phrase above.  Nametags are not fashionable—though we try our best to make them as visually pleasant as possible—so therefore they must be functional. The exist primarily to assist the event hosts and staff with fast, accurate, and stealthy guest recognition. Used properly, they prevent awkward social encounters between host and guest 

The branding marks on a nametag offer guests a temporary membership in common community (much like a lapel pin might indicate membership in a group), if only for the duration of the event. While you are wearing an Emory nametag, you are part of Emory.

Finally, for many guests, walking to a registration table and receiving a pre-printed nametag gives them a sense of welcome (and relief). This sense of social ease makes it possible for them to enjoy the event and to be receive Emory's message.

Basic name tag protocols (for guests)

  • Name tags are always worn on or over the outermost clothing. A name tag that is partially obscured by a jacket or other piece of clothing loses its effectiveness.

  • Name tags are worn on the guest's right hand side (see photo).  Why?  We shake hands with our right hands. When the nametag is on the same side it is very easy to read the nametag during the handshake.  It is very obvious that you are reading a nametag (and therefore don't know the person's name) if your eyes have to travel across their body.  On the right hand side (left as you are looking at the person), name tags are very easy to read.

  • Name tags are never worn at black tie affairs.  All of the benefits of guests wearing name tags are outweighed by the fact that formal attire and stickers don't mix.  Clip-on, or necklace-worn name tags are not acceptable substitutes.

  • If a guest is wearing vinyl, leather, suede, silk, velvet, corduroy or plastic-based clothing they should not wear an adhesive nametag.  Event planners should always have clip-on and necklace-worn holders (both purchased easily at office stores) for those wearing clothing that could be damaged by the adhesive.  As a guest, if there is no alternate way to wear the nametag, you should simply not wear it.  Placing it on your pants or purse is not a good alternative.

  • Nametags should be removed by participants in formal programs when it is time to speak or be introduced to the assembled guests as the name tag no longer serves a purpose. Those taking formal photographs (outside of candid reception pictures) should also remove their nametags.  What looks acceptable in a cocktail environment looks very artificial in photographs or on-stage.

Types of guest check-in setups (from unaceptable to preferred)

Unacceptable or strongly discouraged
  • An unattended table of blank nametags and markers (never acceptable)
  • An attended table where guests are welcomed and asked to fill out their own nametags
  • An unattended table where the nametags are pre-printed and set on the table alphabetically (until they get jumbled!)
Acceptable, but not preferred
  • An attended table where staff fill out the nametags for the guests (only if names can not be known in advance and no on-site printing is possible).  Staff must have very clear handwriting.
  • An attended table where the nametags are pre-printed and set out in alphabetic order. The staff members are there to greet the guests, ensure that the nametags remain in order, and handle any on-site problems with the name tags.

Preferred

  • The bullet-points below collectively reflect the preferred check-in experience
    • A fully staffed (at least one staff member per 40 guests, more if the guests arrive at the same time) table, neatly covered with a linen and perhaps a small flower arrangement. If there are more than 80 guests, the name tags should be divided into groups by last name and signs (high enough to see while guests are standing) should let guests know where to stand.

    • The name tags, which face the staff, are neatly arranged in alphabetic order with known couples per-grouped. If it is a split alpha breakdown (A-G, H-M, etc.) each group's name tags should be sorted alphabetically.  From the guest's perspective, "A" should be on the left side, and "Z" on the right. This means that, from the staff's perspective, the alphabet is "reversed."  Group A-G, arranged alphabetically, is on the far right (again, from the staff perspective). This arrangement is confusing at first for staff/volunteer helpers, but allows for the smoothest guest experience. 

    • The staff/volunteers are standing, waiting for guests to enter.  Before the guest reaches the table, a staff member greets them "Welcome to XYZ event, may I have your last name please."

    • After retrieving the nametag and confirming guest/spouse/partner name tags, the staff member "cracks" the name tag, exposing the sticky part.  While holding the paper backing, allow the guest to peel off the adhesive part. The staff member retains the trash liner which is placed in a nice bowl or basket.

    • The staff member then gives any directions needed to the guest (i.e. "You're all set.  Just go through those doors.  The dining room opens at 6:00.  Have a wonderful evening").

    • The check-in area should remain free of debris and food or unneeded items.

    • All staff should review the entire guest list before an event to become familiar with the names. Whoever received and/or entered the RSVPs should be at registration as well to ensure that it goes smoothly.

    • Once the event has started, one persons should remain with registration if there are guests who may arrive late.  If the table must be abandoned once the event is well underway, placing the remaining nametags in alphabetical order (facing the guests) is acceptable but not preferred.

    • Walk-ups, incorrect name tags, or other name tag problems are best solved by quickly reprinting the nametag on-site.  This ensures that everyone's name tags look the same, and that the guest not appear different (especially if the error what not his/her fault). If reprinting is not an option, handwriting is acceptable, but should be accompanied by an apology for the inconvenience.  Remember, the guest is always right even when they are absolutely, positively, 100% wrong.

Tips for event planners for events with nametags

  • The quality of the data on the nametags is only as good as the quality of the RSVP information received.  Confirming spelling, asking clarifying questions, and making sure that the data is accurate is the only way to ensure a smooth check-in experience.

Additional Name Tag Protocols (for event planners)

  • Help your guests with the protocols above by making sure that you answer correctly when a guest asks "which side does this go on?" or is taking formal photographs while still wearing their name tag.

  • When possible, wearing staff name tags that are different than the guest name tags is a good idea (at Emory, many staff have gold name badges). This makes it very easy for guests to spot staff when they need something.

  • As you bid your guests farewell, offer to take their nametags from them. Your guests will thank you for this gesture so that they don't forget that they are still wearing it while grocery shopping on the way home.