[Chelsea.M]

Hi everyone!
Does anyone have any time-saving tips for organizing permanent name tags for a meeting that takes place every month? First let me explain the problem...

This particular group (250+ people) meets every month. Upon arrival, each person collects his/her name badge. All name badges are alphabetized. They are also "permanent" badges, plastic ones with the magnetic backing (no shirt holes! yay!)

Ok so here's the issue. After each meeting all the badges are put in an envelope. The problem is some poor secretary must alphabetize them again EVERY MONTH, which as you know takes HOURS.

Does anyone have any ideas on how to make this work better? Again, they're magnetic and "permanent" othewise we'd just reprint an alphabetical list every month. I should also add that these are attorneys, so having them be responsible for placing them exactly in alpha order before they leave is not really an option...

What do you think? Any ideas?

Thanks so much!

[jlovelytn]

What a headache! Chelsea, I wish I had an easy answer for you, but I don't. There is no easy way to do this...or at least, I can't think of one. I would use a sorter to help in the alphabetizing but that only goes so far. Good luck!

[badgergirl]

Is there a way they could be more alphabetized when they are given back after the meeting? I know that thing might get a little too busy to get them all back in the right place but maybe they could just be in the correct letter slot and then they can be alphabetized more afterward.

[Dawn Bjork Buzbee]

One of the associations that I belong to also uses permanent member name badges. The membership committee stores badges in large Ziploc bags with visible labels for each letter or range of letters in the alphabet. Depending on the breakout of member names, you'll likely only need 10-15 bags for storage. Name badges are then removed and arranged on the registration table in alphabetical order. Even though the names are not in exact order, it is still easy to locate a specific name badge. Adding simple signage may help the process. For speed, all badges are laid out on the table even if a member hasn't pre-registered. (Note: staff stores the unused badges once the meeting begins to prevent a late-comer from "sneaking in".)

At the end of the meeting, the Ziploc bags are moved to the back of the registration table in sequence. Volunteers or support staff can quickly drop name badges into the appropriate bag. Badges and other registration materials are stored in portable bins for easy transportation. I hope that this is helpful, Chelsea.

[gundy9336]

Originally Posted by Chelsea.M

Hi everyone!
Does anyone have any time-saving tips for organizing permanent name tags for a meeting that takes place every month? First let me explain the problem...

This particular group (250+ people) meets every month. Upon arrival, each person collects his/her name badge. All name badges are alphabetized. They are also "permanent" badges, plastic ones with the magnetic backing (no shirt holes! yay!)

Ok so here's the issue. After each meeting all the badges are put in an envelope. The problem is some poor secretary must alphabetize them again EVERY MONTH, which as you know takes HOURS.

Does anyone have any ideas on how to make this work better? Again, they're magnetic and "permanent" othewise we'd just reprint an alphabetical list every month. I should also add that these are attorneys, so having them be responsible for placing them exactly in alpha order before they leave is not really an option...

What do you think? Any ideas?

Thanks so much!

I would use an expandable file sorter A-Z. They are pockets so as the meeting attendees hand back after the meeting, you can drop them in the corresponding letter based on last name. You just pull them out by letter for the next meeting.

[NancyDru]

Since our department holds conferences, events, and meetings every month, and sometimes several times a month, we have run into this problem over and over. We solved this problem by using an oversize index card box (much like the old "recipe in a box" idea) and getting the alphabetized cards that would normally go in an index card box file. The trick is to find the right box! A shoe box is too big, or rather, to wide. An regular index card file is a bit too small, making it very clumsy, and the plastic badges get squeezed and possibly distorted. Before we found the exact right thing, I took a box, cut it to size, put a little platform in it so that the tags would not be so deep into the box, and worked it that way! We eventually did find a very good box, by finding an office supply group that carried LARGER index card files. This is an extremely neat way of organizing the names, alphabetically. And it looks professional. We hated looking, and feeling, so clumsy before. Now we look like we have it all together, because we do! It allows us to greet each person calmly, professionally, and actually look at them, instead of trying to be groping around for their name tag.

[Jocelynf]

Definately being able to sort the badges by last name, in individual card boxes by alphabet groups will work, and IN ADDITION (for ease of use during set up)you could alpha-numerically tag the badges on the back, in the order of the roster. Whether you discreetly use a preprinted sticker or label,this would only work if the roster does not change, otherwise this would be tedious and pointless. So the code on back would be like; (A1), (A2) and (B1) for Amanda Adams, Laura Apples and Brenda Boggs.

[JudyR]

How about numbering the badges as well once you have them in alphabetical order? I always find it's easier/quicker to put things in numerical order than alphabetical (yes I mentally sing the abc's song to myself, lol!)