Badge printing

On-demand printing versus pre-printed badges

Pre-printing means producing every badge before the event and sorting them for collection. It costs less per badge and it falls apart the moment anything changes, because late registrations, name corrections and ticket upgrades all arrive after the batch has been run. On-demand printing produces each badge as the attendee checks in, so the badge always matches the current record.

What goes on a badge

Name and organization are the minimum. Beyond that, most badges carry a scannable code for check-in and lead capture, plus a visual marker of access level so staff can tell a speaker from a general attendee at a glance. Color bands, icons and different badge stock all get used for this. Keep the name large enough to read across a handshake, which in practice means it should dominate the badge.

The hardware question

Badge printing needs printers, badge stock and something to drive them. Thermal printers are the standard choice because they need no ink and run fast enough to keep a queue moving. The constraint worth checking early is compatibility, since some platforms work with a narrow list of printer models and finding that out in the week before an event is an expensive discovery.

How Accelevents handles badge printing

Badges are designed in the platform and printed when an attendee checks in, either at a staffed desk or at a self-service kiosk where the attendee scans their own QR code. Organizers who would rather not source hardware can use the Onsite Kit, which ships iPads, printers, badge stock and internet in one box.