Onsite Badge Printing: Your Key to Seamless and Secure Events

Nov 08, 2023 Shruti Shah

Event badges are more than just small cards with attendee details; they're vital for an event's success, both during and after. Gone are the days when event planners pre-printed badges, risking chaos during check-in. Today, onsite badge printing, especially powered by innovative technology, has become imperative in events as it offers numerous advantages, from streamlined event access to seamless networking. Various types of onsite badges tailored to specific needs can be printed for different events. They also enable planners to reinforce their brand identity and increase sponsor visibility during the event. Put simply, it has the potential to take event experience to new heights. 

Let us dive into an in-depth exploration of different kinds of event badges, the significant advantages of onsite badge printing, best design practices, and the essential considerations when choosing a badge printing platform.

An Overview of Event Badges   
Event badges are no longer mere pieces of plastic or paper facilitating entry; they are the keys to unlocking a seamless event experience. Whether it's a small seminar or a large-scale conference, event badges serve multiple purposes.  

• Event Check-In: Badges serve as the first point of contact between attendees and the event, facilitating a streamlined check-in process. 
• Identification: Badges provide a clear way to identify attendees, making it easy for staff and fellow attendees to address each other.  
• Access Control: Different levels of access can be indicated on the badge, ensuring attendees only enter areas or sessions for which they are authorized.  
• Networking: Badges often contain details about attendee's organization or role, facilitating quick information exchange and networking.  
• Lead Capture: For exhibitors, QR code on event badges is invaluable for lead generation. They can quickly gather attendee information by scanning the badges.

Types of Onsite Event Badges
Onsite event badge printing feature can be utilized for creating 

• Standard Event Badges: These are, typically, attendee badges. They feature attendee information to facilitate accurate identification and networking. 
• Exhibitor Badges: Exhibitor badges have the company name, logo, and booth number of respective exhibitors. 
• VIP Badges: These badges are custom-made for special guests. They may have distinct colors and labels, and offer exclusive access to VIP attendees.  
• Speaker Badges: These badges have the speaker’s name, title, and event information.  
• Press Badges: Press badges are essential for events with media coverage. They differentiate attendees from press personnel, providing unrestricted access to the latter to key areas and interview opportunities. 
• Visitor Badges: Visitor badges are for people accessing the event temporarily. Vendors, temporary employees, and trainees can use them. Such badges often have information like the business logo, visitor’s complete name, their designation, access level, and a QR code for quick check-in and check-out.

6 Reasons Why Onsite Badge Printing Is Must for In-Person Events
One of the most significant advancements in event badge management is the shift towards onsite badge printing. Onsite badge printing for events offers a host of benefits not only to attendees but also to event organizers. This revolutionary approach also bids farewell to long queues and intricate event check-in procedures, ushering in a new era of simplicity with security. Here's why this approach has become indispensable for event and conference organizers:  

1. Instant Access: Onsite badge printing eliminates the need for pre-printing badges, ensuring that attendees can quickly receive their event credentials upon arrival. No more waiting in long queues to find and collect badges, or dealing with delayed check-in processes.   
2. Accurate Information: With onsite badge printing, attendee data is updated in real-time. Attendees can make last-minute changes to their information during registration, ensuring that the badges reflect the most current details.  
3. Customization: Onsite badge printing allows for real-time customization. Organizers can tailor badges to different attendee categories, design and personalize them, ensuring each badge serves its intended purpose.  
4. Efficiency: Onsite badge printing is efficient and eco-friendly. It minimizes waste by only producing badges for those who are actually attending the event, reducing the need for extras and the associated costs.  
5. Seamless Check-In: The integration of registration and badge printing systems streamlines the check-in process. Attendees can complete their registration, check-in, and receive their badges in one fluid motion.  
6. Security: Onsite badge printing enhances security. Attendees can be verified and validated on the spot, reducing the chances of unauthorized access.  
    

How to Choose an Onsite Badge Printing Service Provider?
Choosing the right badge printing service provider is crucial for a successful event. Consider the following factors when making your selection:  

• Customization Options: Look for a provider that offers customization tools, enabling you to create badges tailored to your event's specific needs.  
• Data Integration: The technology should seamlessly integrate with your registration system, CRM, or any other third-party platform, ensuring that attendee data is always up to date.  
• Badge Design: Having the freedom to design with speed and precision comes with templates and design tools, allowing you to create badges that reflect your event's branding and purpose.  
• Experience: Look for reviews and choose a platform with a track record of delivering quality services in terms of onsite badging for similar event formats.  
• Support: Consider the level of support and technical assistance the platform is ready to provide, particularly during the event itself. Talk to their staff.   

Best Practices for Designing Event Badges
Impressive event badges sync with your branding elements and capture the attention of attendees. They sometimes also become event memorabilia that attendees cherish. 

Here are some best practices for designing onsite badges. 

• Display Information Clearly: Attendee info like their name, title or company, should be clearly printed on the badge. Attendee names on conference name badges shouldn't be less than 40 points in a good font, like sans-serif. This ensures that the badges are legible from across the room. It also enables good networking. 
• Include Brand Logo and Colors: Event badges serve as an opportunity for you to reinforce your brand identity, and therefore adding your logo and brand colors on badges is imperative. You may also go a step further and add your Twitter and LinkedIn information to badges. However, do not cram information just for the sake of it. Add information that is most crucial, while focusing on name clarity and QR code access. 
• Align Badge Size with Information Displayed: The correct size of the badge depends on the amount of information you want to print on it. Smaller sized badges have limited space and if you place too much data, it’d look ugly. Usually, 4x3 or 4x6 double-sided badges are sufficient as they can hold a decent amount of information.  
• Add Sponsor/Exhibitor Details: Positioning the sponsors or exhibitors on the badge is important to give them visibility and direct promotion. Adding such details helps attendees to actively engage with sponsor/exhibitors throughout your event. 
• Incorporate Security Features: Enhance access control and monitor attendee movement by adding holograms, watermarks, QR codes, UV printing, or tamper-evident seals to the badges. These features help establish a secure environment in VIP lounges, exclusive sessions, and backstage areas. 

Onsite badge printing transcends mere convenience; it stands as a strategic imperative. It streamlines the event experience for attendees while equipping organizers with a versatile, cost-efficient solution. When you're in the process of selecting a badge printing service provider, take a thoughtful approach, ensuring alignment with your event's unique demands. Also, follow the best design practices for taking attendee experience up a notch. By doing so, you set the stage for an event that boasts not only enhanced efficiency and professionalism but also a fortified sense of security, right from the moment your attendees step through the doors.  
  
Make on-site badging a breeze at your next event with Eventcombo’s revolutionary event tech. Connect with our experts today. https://bit.ly/3R9bkuP