A sign is considered to be a mark, a token or an image. It is a gesture that expresses a thought, or command or wish. The main reasons for writing our sign are:

• Identification
• Warming
• Information
• Direction

A meeting sign is used to convey information to the Reader. This information includes the meeting ID and the corporate image. We always assume that the reader is a very important attendee who is always in a hurry. Therefore we should to be very careful when writing our sign.

We always need to be brief, enthusiastic and clear. Each time we write a sign we need to imagine the reader thinking “What does this sign tell me?” We need to keep in mind that less is more. In other words, we should avoid extra words such as polite “please” and “thank-yous”, punctuation (unless it is used for emphasis or clarity, i.e. “Welcome!”) and information that is very obvious (“Monday”, not “Monday, January 3”).

We should always use active tense (“remember” not “participants are reminded”) and the vernacular. A good point to remember is to identify where emphasis should be (sometimes it is a speaker, sometimes it is a workshop, sometimes it is the savings). Lastly, we should include obvious differences, for example, "Welcome to [MEETING NAME], Hynes Convention Centre" (sign to be placed in Hilton entrance).

Some other things that we have to take into consideration when writing our sign are:

• There has to be continuity in each sign. We start with the main point of the sign, then the time and then the location. We should repeat this order for every single sign.
  
  
• When there are many words, a sign should be avoided. One thing we could do is use a handout and a one-word sign which is directing the reader to the handout.
  
  
• Location should not be listed if the sign is to be placed at that location
  
  
• We should always differentiate between proper Nouns and nouns. The “Reader”, the “Speakers” and the “Chairs” are proper nouns which always require an initial cap.
  
  
• Avoid pronouns such as “the”, “them”, “your”
  
  
• Make proper use of times, for example, we should use “9 am” instead of “9:00 am” and “Noon” instead of “12 pm”
  
  
• Never use all caps
  
  
• You should number commands, i.e. 1) Fill out Exhibit Pass Form 2)Take form to Station “E” to get your badge
  
  
• Use orient maps so they are in the direction of travel
  
  
• Make sure that signs are located at such places so that they don’t cause backups or cues to read them
  
  
• Use “focused” not “focussed”
  
  
• A logo should be used when you want meeting identity
  
  
• When you want to thank a sponsor it is better to write “[Meeting Name] thanks the following sponsor” not “Special Thanks to…”
  
  
• Before writing a sign you should think about the purpose of it and then write the words. In order to come up with a good subject you need to ask yourself, “What is the message about?”
  
  
• If you worry about cost options, remember there are always approximate costs for usual signs at the beginning of the meeting sign list