Name Badge Etiquette – Best Practices for Professional Events

A name badge is more than just event swag—it’s a social glue that connects attendees, removes awkwardness & makes networking effortless.

Think about it: when you step into a conference or corporate event, you’re not just a lone ranger—you’re part of a temporary community. Your name badge is your silent handshake, an unspoken invitation for others to engage with you.

But not all name badges are created equal.

We see well-intentioned designs that miss the mark—tiny fonts, overstuffed layouts, flimsy lanyards that flip the badge the wrong way—turning a simple tool into a networking nightmare.

At Terra Tag, we spend a ridiculous amount of time helping people get this right. So, let’s make sure your name badges don’t just exist—they work.

1. Best Practices for Name Badge Placement

DO

Position So Badges Rest at Upper Stomach

• This keeps them within a natural glance—no awkward chest-staring required.

Use Dual-Hole Lanyards

• Stops badges from flipping over. (Yes, this is a real problem. No, no one wants to keep flipping your name badge back for you).

Provide Adjustable Lanyards

• Not everyone is the same height—adjustable lanyards ensure every badge stays readable.

DON’T

Let Badges Hang Low

• If someone has to bend to read it, your badge has already failed.

Use Single-Hole Lanyards

• A name badge flips backward makes a guest name an unsolvable mystery.

Print without testing readability

• Print samples ahead of time & check them at different distances. If you need to squint—it’s too small.

2. What Should Be on a Name Badge?

Front of Badge

First Name (Make It the Star!)

• The absolute star of the badge. Minimum 38pt font (honestly, we think even bigger is better) so it’s legible from 4-5 metres away—because squinting at someone’s chest isn’t a great networking move.

Last Name (Supporting Role)

• Use a slightly smaller font & ideally on a second line to keep the focus on the first name. People use first names in conversation, not last names.

Company Name (Essential, Role Optional)

• Guests need to know who you represent. Job titles? Rarely included. We see them on less than 25% of badges. Both these elements should be the same size as or smaller than the last name but in a different colour to create clear visual separation without cluttering the design.

Sponsor Logos (Only If Necessary)

• If a major event sponsors must be on the front, it should sit at the bottom in a single row to avoid competing with attendee details. Sponsor logos belong on the back—keeping the front clean & professional.

What Goes on the Back of a Name Badge?

QR Code for Event Information:

• Links to the agenda, event app, or networking platform.

Sponsor Logos:

• Sponsor logos should be placed on the back of the badge to maintain a clean front design while still providing visibility for event partners.

QR Code for Sustainable Disposal

• Sustainable options aren’t just preferred—they’re expected.
  A compostable, plantable, or recyclable badge means zero waste guilt for attendees.

• Still using plastic badge holders & synthetic lanyards?!?
  Hate to break it to you, but that means your guests are now stuck figuring out how to dispose of them. Help them out:

  • Provide recycling bins at the exit

  • Reuse lanyards for future events (saves you money, too)

Sustainability Isn’t Just a Feature—It’s a Statement.
Choosing biodegradable, recyclable, or plantable badges shows you take sustainability seriously. (& trust us, guests notice.)

3. Best Practices for Name Badge Design

The Three Golden Rules of Name Badge Design

1. Keep it simple & readable

2. Prioritise high contrast (dark text on light background, always)

3. Sustainability isn’t an afterthought—it’s part of the design

Beautiful flower seed mix name badges & biodegradable lanyards

Design Best Practices

• Sans-serif fonts (Arial, Helvetica) = easiest to read

• Black on white or bold colours with white text = maximum visibility

• A6 or A7 size = ideal balance of readability & comfort

Design Disasters to Avoid

• Text over images – Fancy? Yes. Readable? No.

• Thin fonts – Looks elegant but vanishes less than 1 metre away

• Overly complex layouts – If someone needs a map to find the name, you’ve overcomplicated it

• Too many sponsor logos on the front – The name is the focus. Move logos to the back.

• Glossy plastic badge holders – The glare makes names impossible to read under event lighting.

Note the colour contrast on these Terra Tag seed paper name tags & biodegradable lanyards. These were used for a global corporate team offsite.

4. The Psychology of Name Badges: Why They Matter

Beyond logistics, name badges create a sense of community.

• They make people feel like they belong—a visual signal of inclusion.

• They remove social awkwardness around introductions, making networking easier.

• They reinforce brand identity—both for events & for companies.

5. Networking Best Practices & Etiquette

Navigating networking events can be daunting, especially when surrounded by unfamiliar faces. However, with the right approach & understanding of etiquette, you can transform these situations into valuable opportunities for meaningful connections.

Prepare Ahead of Time:

• Research Attendees: Familiarise yourself with key participants or speakers to identify potential connections.​

• Set Clear Objectives: Define what you aim to achieve, be it meeting specific individuals or learning about particular topics.​

• Approach with Confidence:

  • Initiate Conversations: Remember, attendees are there to network; introducing yourself is both expected & welcomed.​

  • Use Open Body Language: Maintain eye contact, offer a firm handshake & smile to appear approachable.​

• Engage in Active Listening:

  • Show Genuine Interest: Focus on the speaker, nod & provide feedback to demonstrate engagement.​

  • Ask Open-Ended Questions: Encourage deeper discussion by prompting elaboration.​

• Be Mindful of Time:

  • Keep Interactions Concise: Allow time to meet multiple individuals without lingering too long with one person.​

  • Recognise Social Cues: Be attentive to signs that suggest it's time to conclude the conversation.​

• Follow Up Post-Event:

  • Exchange Contact Information: Ensure you have the means to reconnect, such as business cards or LinkedIn profiles.​

  • Send Personalised Messages: Within a few days, reach out to express appreciation for the conversation & propose future engagement.

6. Common Networking Etiqutte Pitfalls to Avoid

Being Overly Aggressive

• Avoid Hard Selling: Focus on building relationships rather than immediately pitching products or services.​

• Don't Dominate Conversations: Ensure a balanced exchange by allowing others to share equally.​

• Mind Your Manners: Refrain from interrupting & practice polite conversation etiquette.​

• Limit Alcohol Consumption: Maintain professionalism by knowing your limits.​

• Neglecting Non-Verbal Cues:

  • Avoid Closed-Off Postures: Crossed arms or lack of eye contact can signal disinterest.​

  • Be Present: Resist the urge to check your phone or look around the room during conversations.​

• Failing to Follow Up:

  • Don't Delay Communication: Timely follow-ups are crucial for reinforcing new connections.​

  • Be Specific: Reference your discussion to remind them of your interaction & its value.

Get Name Badge Etiquette Right & Stay Sustainable

Name badge etiquette isn’t just about looking professional—it’s about making meaningful connections. By following these best practices, you ensure:

• Networking is effortless & inclusive

• Badges are easy to read & use

• Your event is environmentally responsible

Looking for sustainable name badge solutions? Explore Terra Tag’s Eco-Friendly Name Badges & Lanyards and our Name Tag Tools page with lots of free resources.