There are so many small details that need to be handled when preparing for a conference or event, but even if you think having signs is common sense in your planning  -- make sure it is thoroughly handled to help enhance the experience for your participants and not hurting your event's reputation.

This sounds like a basic area that most have on their lists to include, however; having the proper amount of signs, size and information on them can be where it goes wrong...and why it is even being talked about here.

You Offer What?

While attending a recent festival, this basic need of signs to help guide and inform attendees was an issue and a cause for confusion.  

If you have vendors participating, please make sure you require them to have clear signs on who they are and/or what they are offering. 

i.e.. Food vendors should list clearly food and any drink options with their pricing on a large sign.  Having attendees wait in a long food line to find out they don't sell any drinks with their food can be problem.  And yes, this did just happen and many attendees were not happy. 

Remember it is your reputation as the event organizer if vendors do not represent themselves efficiently and frustrate your participants.  Attendees will remember their experience and could share that bad review; even if you did everything else perfectly.  

Signs Can Lead The Way

Even if your event is happening in one space that hosts only 50 guests, you still need to provide directional signs to help lead your guests to where they should be heading.  Do not assume because your event is small you can skimp on signage.

Some properties are spacious and have multiple levels, ballrooms and entrances/exits, so you need to plan for all of the entry points to have clear and sizable directional signs to help your guests.  

 If a property does not allow for a sign to be posted in a certain area, then be creative  and have a 'human directional sign'.  Meaning - organize volunteers to hold a sign with  your event name and an arrow that would provide assistance for attendees while  abiding to the 'no signs' area at the property. 
You list the event name, date, time and general location (i.e.. XYZ Hotel) of your event on an event webpage -- so make sure you list where in the XYZ Hotel the actual event will take place.  

There is no reason you should not be able to provide on your event webpage the exact location and some directions to help those 'preparation-type' participants to better know where they will be going once on-site.  However, not all of your guests will view your event webpage and expect assistnace via signs to lead them to your event. 

Size and Design Does Matter 

Signs are a communication medium that must be appealing to your participants with a readable message.  So, whether you use - poster signs, retractables, step & repeats, chalkboard signs, flag banners, mat signs, or digital signs - they need to be large enough and designed for guests to notice them.

Recently after attending a conference, a large number of displeased fellow participants walked into a break-out panel workshop late because they could not find the room.  The signs the orgzanzier had displayed were so small and blended with the wall background that hustling attendees moving from one break-out session to the next could not easily see the signs.

Take notes at your site visit on the best spots for signs to be displayed.  Is there ample overhead lighting above it, what color is the background in that space, are there key spots to help make them stand out and easy for attendees?  

In Conclusion

Sometimes with all of the other tasks needed at an event, signs are neglected and are a part of the last minute rush that need to be created.  This is most participant's first touchpoint marketing message when heading to your event, so make sure you provide the attention it needs just as you do your other marketing materials.