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  • 1.  Moving to On Arrival for Badges but how to handle ribbon, meal tickets

    Posted 09-07-2023 17:36

    We are going to use On Arrival Premium this year and while I'm happy to get away from the pre-conference badge assembly and stuffing I'm struggling to figure out how to hand out items such as "special" ribbons (such as Board Member) or our special meal needs tickets. For ribbons I'm not too worried if I have to manage a few of our ribbons that we don't want to make available to everyone (Can't have 800 people all walking around with a Board of Directors ribbon :-)  But how do others handle meal tickets or meal needs that the servers needs to know about when serving.  We do a number of sit down meals at our conference. 


    #OnArrival

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    Mary Kate Myers
    Meetings Manager
    National Association of Charitable Gift Planners (CGP)United States
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  • 2.  RE: Moving to On Arrival for Badges but how to handle ribbon, meal tickets

    Posted 09-07-2023 18:56
    Edited by Julia Hoyle 09-07-2023 19:01

    We moved to OnArrival Premium right after the Pandemic. If we don't have a lot of items, I have an attendee printout with columns indicating which (if any) ribbons they get, restricted diet cards, etc. The badges print at our table, so by the time they get to us, I've picked up the items they need, and we hand them to them with their badge.

    Last conference, we had a lot of items. It was our 50th anniversary, so we had specialty ribbons, the first 100 to register got a book, etc. So, with all that, we reverted back to envelopes.

    To keep the attendee list from being too cluttered, If they didn't get an item, it was blank; if they did, it had "yes." The columns were color-coded, so after the first 30 minutes, I was in a rhythm and could quickly glance across and grab the items.

    Regarding the meal needs, we have postcard-size cards we give them. Most are the regulars, like Vegan, Gluten Free, etc. So those are the standard ones we print. For those that are a little different or one-offs, I have a card with "Other Dietary Restrictions" at the top. I write in the restriction on the card. At the bottom are instructions to keep it with them throughout the conference and show it to the waitstaff.

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    Julia Hoyle
    Event Support
    Southeastern Employment and Training Association, Inc
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  • 3.  RE: Moving to On Arrival for Badges but how to handle ribbon, meal tickets

    Posted 09-20-2023 15:44

    Thanks for your input. Most of our dietary retractions are the basic ones as well. I think a list by the printers could work for us to catch those who need a special ribbon or meal card .  Our registrations has recently increased to 1200 (our most since 2008) so it's going to be a big list but not sure I can come up with a better option.  



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    Mary Kate Myers
    Meetings Manager
    National Association of Charitable Gift Planners (CGP)United States
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    Original Message


  • 4.  RE: Moving to On Arrival for Badges but how to handle ribbon, meal tickets

    Posted 09-07-2023 19:16

    We host nearly 500 once a year. We go purely buffet and ensure there are a number of entrees that fit just about every dietary need. This has worked well for us for the last 10 years.  That said, during the registration process, we ask for dietary restrictions.  We contact those few, share the menu, and ask if their needs are met.  If not, we will make separate arrangements for them. 

     

    Carl






  • 5.  RE: Moving to On Arrival for Badges but how to handle ribbon, meal tickets

    Posted 09-24-2023 10:01
    Edited by Steven Schlossman 09-24-2023 10:01

    We've replaced those stick on ribbons with a digital image.
    We have 1 internal field named ribbon with a dropdown of choices. For each choice we have a conditional image for that ribbon. Each image is stacked on one another.
    To update the choices I import the choice back into cvent.

    Meals
    I"ve used conditional images to denote meals. For one event we had a meal package. I used a plate with a knive and fork as a conditional image.
    If the meals are separate sessions, I've used images for each meal. Some of our meals are themed. Then I use an image suitable for that them.

    For the special meals we've use business cards with their selection.



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    Steven Schlossman
    Jack of all trades. Master of none.
    BMW Car Club of America
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