Onsite Badge Printing: Are You Still Pre-Printing Badges?

Guest Author |

Male event planner in an unorganized mess due to pre-printed event badgesEvent planners who don’t want to spend a portion of their budget outsourcing name badges have all felt the pain of creating their own name badges  for hundreds or even thousands of guests.

While pre-printing name badges can be one of the biggest headaches an event planner encounters and is probably universally disliked, it doesn't have to be that way. It's time to leave traditional conference badge printing in the past.

Here are the top 10 reasons to switch to onsite badge printing now!

1. It's up to date

No need to close registrations days before the event to print your badges. You can easily accept walk-ins registered in your event-website and print the badge on site.

 onsite badge printing


2. It's flexible

Live printing in different colours or designs per category, barcodes, QR codes, profile pictures, personal programs, RFID and NFC technology, automated font scaling, … all contribute to a better visitor and exhibitor experience.

3. It's sustainable

No more wasted badges for no-shows or name changes, and no more plastic pouches. A full-colour butterfly badge is a sustainable solution. There are even biodegradable credit card Pet-G badges and clips available for high-end events.

4. It's faster

It takes only seven seconds from ticket scan to printed butterfly badge. With a full pass-through of 20 seconds per visitor, you can manage 250 check-ins per hour with only one unit – 4 times faster than finding a pre-printed badge on a tray.

5. It's cheaper

No more valuable time wasted before the event. Self-check-in kiosks combined with manned registration desks reduce staffing up to 50 %. Full-colour onsite event badge printing avoids shipping costs for pre-printing badge templates.

6. It's professional

Walk-ins and name changes receive the same quality badge as other visitors. No more handwritten or misspelled event badges!

A man receiving his event badge that was printed onsite


7. It's connected

Live badging keeps track of all visitor arrivals. This technological also gives you a live count of the number of visitors checked in, as well as real-time visitor listings. You can easily step up to session scanning and lead scanning to  get full demographics of your visitor behaviour. RFID and NFC chips can be encoded in the badge and connected to  real-time visitor tracing.

8. It's secure

Profile pictures can be printed on your event name badges straight from the registration database for secured access. Check-in data provides real-time visitor listings. You can even upload a blacklist to exclude unwanted guests.

9. It's an opportunity

Large dual-sided butterfly badges provide enough space to include sponsor branding. In other words, it's an up-selling opportunity to your sponsors to create more visibility. Combined with lead scanning it provides valuable data enrichment for all stakeholders.

10. It's less stressful

Let's be honest: which meeting planner hasn't spent endless nights before an event preparing badges? And just when you think you’re ready, a new list with changes and cancellations turns up, writing off your hard event badge printing work as a waste of time and effort. There is no better way to be up to date than to do your event badge printing live!

Preparing ahead of time is always important but as event planners know, anything can happen at any time. Depending on attendees to register on time and attend your event is not guaranteed. Save time, waste and stress by printing your event badges live. Live conference badge printing on site ensures that everyone is accounted for, no more tacky badges and attendees' names aren't spelled like they put an order in at Starbucks. Badges for events can and should be better than that.

Event planning and managing is a tough job, you deserve a good night’s sleep – use your energy for more important things.

Danny Stevens, Founder & CEO, Fielddrive

Danny Stevens, Founder & CEO, Fielddrive


Danny is a pioneer of the Belgian Event industry, as a founder and CEO of the leading event agency Event Masters since 1991 he managed over 3000 events and understands the needs of meeting and event planners as no other. With his team he created an in house developed platform EventDrive and focused on the added value of technology for the meeting industry. With RocMe and the partnerships with Aventri and a range of technology partners his experience will add value to your events.

He's a passionate traveler and photographer and always in for an adventure and out to discover new technology trends. He has been spotted riding enduro motorbikes trough the Australian outback and the African plains, diving the shores of Indonesia, kiteboarding the waves of Venezuela, discovering indigenous tribes in Ethiopia, taking areal photographs with drones in the Alps, looking for his golfball in Andalusian bush, and dwelling technology fairs around the globe.

This post was revised by Aventri in 2018 for relevance.

Optimizing the Attendee Journey_Onsite ebook_CTA3

This Post was Written by Guest Author

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