The conference lanyard checklist

1. Set the date you need them in hand

This is not the event date. It is the date the lanyards need to be at the venue, or with whoever packs the registration desk. Put that date on your quote request. Every other deadline works backwards from it, including the last day you can change artwork. If the date is close, say so: printed polyester and dye sublimated lanyards are styles we can often rush, and we confirm what is possible before you approve anything.

2. Count people by role

List delegates, speakers, sponsors, exhibitors, staff, crew, media and VIPs separately, and add a few spares in each group for late registrations and lost passes. The numbers by role drive everything that follows: strap colours, pass designs and the card holder count.

3. Colour code the roles

Give each role its own strap colour, so door staff can tell who is who from across a room without reading a badge. Wide 20 mm straps show colour from further away. Pick colours that look different to people with colour blindness, such as navy, yellow and white. If you want one strap design for everyone, colour strip ID holders carry a coloured band on the pass instead.

4. Choose how the strap is printed

• One to four flat colours: a screen printed polyester lanyard, with your logo repeated along the strap.
• Full colour, gradients or a row of sponsor logos: dye sublimation, which prints edge to edge with no limit on colours.
• Speakers, VIPs and gala dinners: satin applique, a glossy satin face stitched onto a thicker strap.
• A sustainability brief: recycled PET with full colour print.

The differences are set out in dye sublimation or screen printed lanyards?

5. Collect sponsor artwork early

Sponsor logos are the item most likely to hold up a proof. Ask for them as soon as placements are sold. AI, EPS or vector PDF files are ideal, but our designers can redraw a JPG or PNG; see our artwork guide. With dye sublimation each side can carry a different design, so sponsors can run along one side and the event brand along the other. Every logo is shown on your digital proof.

6. Choose the width

15 mm suits most people. 20 mm gives sponsor logos more room and shows colour from further away. Our width guide explains the options, and the Lanyard Guide shows them to scale.

7. Match the card holder to the pass

Design the pass before you order holders, then measure it. A credit card sized pass (85 × 54 mm) fits our 90 × 60 mm landscape holder. Printed event passes vary, so measure yours and allow 1 to 2 mm each side if it is printed on thick card. Portrait holders suit most event passes; soft PVC holders are the usual choice for conferences. More in which ID card holder fits your card?

8. Pick the fitting

A J hook or trigger clip suits most card holders. Double ended lanyards keep every pass facing forward, which helps security staff check access. Add a safety breakaway for crew working around rigging or equipment. Each option is explained in lanyard clip types explained.

9. Sort passes and name badges at the same time

Printed plastic cards can carry a different name, photo, barcode or number on every card, which suits accreditation and scanning at the door. For speakers and staff, individually named badges are merged from a spreadsheet you send. Put lanyards, holders, passes and badges on one quote and they are proofed together.

10. Approve the proof on time

Your digital proof shows the strap colour, artwork, width and fittings. Check sponsor names, spelling and dates carefully. Production starts when you approve, so the approval date matters as much as the order date. If you plan to run the event again, consider leaving the year off the strap so spare lanyards can be used next time.

Quick list

• In-hand date and delivery address, with an on-site contact
• Numbers by role, plus spares
• Strap colour for each role
• Print method and width
• Event and sponsor artwork
• Pass size, card holder and orientation
• Fitting and breakaway
• Name list for passes or badges

Common questions

When should we order conference lanyards?

As soon as you know your numbers and date. Put the date on the quote and we will tell you the latest point to approve artwork.

Can you supply lanyards and name badges together?

Yes. Conference lanyards, card holders, printed name badges and passes can go on one quote and are proofed together.

Can sponsor logos go on the lanyard?

Yes. Dye sublimation prints any number of logos in full colour, and each side can be different.