Badges. You have likely seen one of these at a conference you’ve attended before. Chances are also that you may have worn one at an event. Albeit unaware of what an event badge is or how its details are put together so effortlessly and for such a large gathering of people.
Printing badges for a room densely packed with people is a task that’s highly prone to making mistakes. Mistakes that can cost the reputation of your organization and affect attendees’ perception of your event. It is important to get all things right when printing badges at on-site events. There is no room for mistakes.
What Does an Event Badge Include?
An event badge, worn by attendees at offline conferences and on-site events, typically contains key identifying information about the individual. This commonly includes one’s name, their designation, a high-quality and professional headshot, and some contact details. Modern conferences are increasingly integrating QR codes as identification on attendees’ badges, in essence, turning networking simpler than ever. Attendees and even members of the organizing team are able to get important details about an individual with the simple scanning of a code using their mobile device.
What distinguishes event badges from normative ‘identity cards’ is that the former are printed almost instantaneously upon the attendees’ arrival at the venue. What makes event badges much more productive than ID cards is:
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- Event badges save your resources. You are simply not printing badges for attendees who do not show up, as opposed to pre-printed ID cards that end up in the trash.
- When printing an event badge, the organizing committee is able to perform a review of attendee details. Spelling errors in names and in email IDs are commonplace. When attendees are able to go over their details on the spot, any potential oversights can be easily corrected, fuss-free.
The Fascinating Technology Behind Printing Event Badges
The technology behind creating professional identification badges on-site has improved substantially and in unrecognizable ways since the time that it first began. The process is now the fastest it has ever been. When using thermal printers, machinery that utilizes heat to print elements and therefore eliminates the need for any kind of ink cartridge material, complex badge printing takes under one minute. This is fascinating efficiency when you have dozens of attendees queued up in line, impatient and eager to enter the venue.
Additionally, the sufficiency of badge printing is that, in some events, attendees are able to print their own badges without any human assistance. Attendees simply walk into the venue and find a self-service kiosk, wherein they are then directed to scan a QR code. Following this, the attendee looks up his/her name on the list, cross-checks their personal information, and clicks submit. Within 20 seconds, a fresh badge, ready to be pinned and worn, is printed.
What is most exciting about these event badges is that since they do not utilize any ink or toner for printing, there is zero spilling, zero bleeding, and zero fuss. Just clean and smooth badges that will stay sturdy all day long.
The Core Components of Badge Printing Systems
Badge printing systems consist of several key elements that work together to churn out the end result: a finished event badge packed with an attendee’s most important identifying details.
Here is what really goes on behind the process, simplified in a non-technical manner:
At the core of every badge printing setup is a specialized printer that is dedicated almost exclusively to printing badges and similar material. It is important for event professionals to understand that these printers differ from standard office equipment. In case you are hiring or purchasing equipment for badge printing, make sure you understand the difference.
Event badge printers are built capable of handling card stock and plastic materials with sleek precision. It leaves no room for mistakes. What you feed into it comes right out of it. Just in the form of a ready-to-use event badge.
The typical setup includes a computer or tablet running registration software, a badge printer, design templates, and the physical materials needed for creating badges. Many organizations now use cloud-based platforms that sync data in real-time, allowing multiple registration stations to operate simultaneously without conflicts or duplicate entries.
Registration software works like the command center. It is where all attendee information is stored and controlled. It is also what oversees how the event badges are printed. When someone checks in at an event, the staff member retrieves their record, confirms their details, and triggers the printing process with just a few clicks.
How to Check in for an Event Badge?
When you arrive at an event as an attendee, first things first, find a human from the organizing team. Yes, a human.
In the best cases, a human from the organizing team will find you and greet you almost immediately. This is a point to note for event organizers: make your attendees feel welcome. Immediately. This team member will likely guide you on the next steps about printing your event badge and gaining entry into the hall.
The check-in process typically starts off with a quick search where either you (in the case of a self-attending kiosk) or a member from the organizing team will enter your name, email address, or some other identification number or element to confirm your registration. Once located in the system, the staff will then verify if the information displayed matches the person standing before them.
After confirmation, the system automatically populates a pre-designed badge template with the attendee’s specific information. This includes their name, company affiliation, job title, and any other relevant details such as session access levels or networking preferences. Some advanced systems also incorporate QR codes or RFID chips that link back to the attendee’s profile.
And boom, you have your event badge in your hands within seconds. Today, the printing process takes less time than the coffee machine in the venue. All thanks to modern thermal printers that produce high-quality badges and eliminate the messy complications associated with traditional ink-based systems.
Material Choices for Event Badges
A general rule of thumb for event professionals is to prioritize people over materials. The venue comes second; attendee welfare comes first. However, with regard to badge printing, the material matters just as much as the individual. While you try to unravel that pun, what we’re referring to is the physical material that is used to print these badges. Is it plastic? Is it paper? That kind of material.
For event badges, we want something that is sturdy and not flimsy. However, we also want the material to be flexible to some extent and not work like a brick. The edges must also not be razor sharp. Asking attendees to remain sharp throughout the event is only metaphorical. A prickly event badge does not do well in keeping attendees alert. If anything, it causes discomfort.
The materials used for badge creation vary based on budget, event duration, and desired quality. Here’s what is commonly used:
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- Your standard paper badges with plastic sleeves are still the most popular choices for single-day events. It’s the holy grail for budget-conscious organizers, carefully saving each penny and redirecting resources into better pathways. These badges feature printed paper inserts displayed in clear plastic holders that attach to lanyards.
- PVC plastic cards are more sturdy and offer greater durability. Overall, they are opted for by corporate events for a more professional outlook. These cards can be printed on one or both sides and withstand the rigors of multi-day events without showing signs of wear. Many organizations even keep these badges as mementos or use them for future event access.
- Synthetic papers are the choice to make for event professionals who simply cannot make a choice. If you’re unsure about what materials to use and want to find a middle ground, the synthetic papers will find you. Eventually. These materials resist wear and tear, do not damage easily from water, and are much more durable than regular paper. And they’re still cheaper than most plastic cards.
Common Issues That Arise When Printing Event Badges
Even with reliable equipment, occasionally some minor problems can and do arise. It is important to account for any inconveniences or discrepancies that might crop up along the way.
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- Speaking of pitfalls, jamming in printers ranks among the most common issues. In order to avoid this, thoroughly check if you have installed the printer properly. Check for any improperly loaded materials or debris in the printer mechanism that could potentially block your flow of printing event badges. Keep a technical team on standby at all times to quickly control for any issues should they come up.
- Glitches in connectivity between entities like the registration software and printers can sometimes bring your badge printing to a complete halt. Do not allow a minor technical glitch to sabotage your entire event right in the beginning. Always having a backup system in place. This could be having an additional printer, should your budget allow for it, exploring your printer offline, or even preparing a handful of pre-printed badges that could work as an alternative.
Event Badges Made Simple
In this article, we’ve gone over the entire workflow of printing an event badge. Badge printing is now backed by one of the most efficient mechanisms, all thanks to modern, fuss-free tech like thermal printers and event organizations that adopt them.
If you are ready to make badge printing for your event even simpler, work with us at Dryfta today. Add your name, organization logo, and even details of your sponsor, all in one place. In under a minute, complete the entire process and get your freshly printed event badge, ready to power your networking throughout the day. Watch Dryfta in action every Friday at 11:00 AM EST, or sign up for a free demo.