On-site badge printing at your event: everything you need to know
The success of any event starts with the first impression you make. On-site badge printing plays an important role in this. Whether you choose colorful prints that attract attention or simple labels, the options are extensive and the choice depends on the type of event. A bit lost in the options for badges at events? We'd love to help you get started!
- What exactly is on-site badge printing?
- Why do we (still) use badges?
- Why use badge printing software?
- Different types of badge printing
Imagine: you arrive at an event and in no time you'll have your name badge in your hands, without long lines or hassles. That's on-site badge printing! Also known as on-demand printing. This process of on-site badge printing ensures that name badges for exhibitors, sponsors, participants, and all other registrants are created and printed quickly and efficiently. This is often possible with extras such as a function, company name and QR code. While badges are traditionally printed prior to the event, on-site badge printing is the modern solution. No more (time) waste, because your badge will be created for you on the spot, even if you have signed up at the last minute.
Badges may seem old-fashioned in this digital age, but they're still incredibly useful and fun. At events, they offer a range of benefits for both the participant and the organizer. Let's see why badges are still so popular:
Networking cheat sheet: you are at a big event and you want to meet new people. You look at your interlocutor's badge and immediately see their name and company. Handy, isn't it? Badges help participants quickly recognize each other and network.
Access control for paid or multi-day events: Due to specific features on the badge, such as colors or icons, it can be seen at a glance which sessions or event days a participant can attend. The QR code also makes it easier to check in participants again.
Visitors follow the event: By scanning the QR code on the badge at venues or stands, everyone can be followed quickly and efficiently without people having to pick up their phones.
Professional appearance: a well-designed badge does wonders for the look of an event. It looks professional and shows that the organization has an eye for detail. A nice badge is like a business card that you hang around your neck and also a souvenir to take home for participants.
Security: safety is always a priority, especially at major events. Badges can be provided with ID checks and a profile photo, so it's immediately clear who can or cannot enter.
Smart badge technology: participants can easily retrieve interesting information with the badge, make connections and check in to sessions. The participant sees everything directly in the event app. No more hassle with leaflets and other loose papers.
By using the software, organisers can not only save costs and time, but also provide a pleasant check-in experience for their participants. Whether it's conferences, trade shows, festivals or corporate events, the benefits of using badge printing software are great.
No queues thanks to automation: the software simplifies the badge printing process, especially with large numbers. Long queues are a thing of the past, and even last-minute applicants can be badged quickly and efficiently. This ensures a smooth flow and a better first impression.
Immediate insight: As an organizer, you can easily manage sessions via an online registration page with badge printing software. You can set limits, control access, track check-ins, and have live displays on site. This way, you can see at a glance which of your participants has actually checked in and where.
Personalization: for participants, the badge offers their personal program, including times and locations. This way, they can see at a glance where they are expected and when.
Sponsorship: companies can have a logo printed on the badge, for example on the banner or footer. This provides extra visibility for their brand. In addition, lead scanning allows exhibitors to easily identify potential customers by scanning them and allows them to make targeted follow-ups after the event. This can be done at both the stand and the halls.
Sustainability! Pre-badge printing is not only a waste of time, we often waste paper and ink when people don't show up or when names need to be changed. With on-site registration, you only print badges for attendees, which is both environmentally friendly and cost-effective.
There are different forms of badge printing, each with their own uses and benefits. We have probably listed a few of them for you.
1. Color & black and white printers
The Epson printers (C3500/C4000) are used when flexibility is needed; you don't have to pre-print anything. These printers offer color printing, which means they can print different colors and designs depending on the type of registration. The badges are double-sided and may contain personal information, QR codes and additional information such as programs. A big advantage is that no pre-printed badges are required, which offers flexibility and saves time. However, color printers are usually more expensive than black and white options and the ink needs to be replaced occasionally.
The Zebra printers (ZD420/421), on the other hand, only prints in black and white. They require pre-printed badges or thermal labels, which means that the badges must be pre-prepared. One advantage of black and white printers is that they are budget-friendly, less susceptible to failure and can print faster.
2. Badge Type
But which printer prints what kind of badge? Various options are also possible here. Are you opting for a simple solution? Labels are then a cost-effective choice if there is little information on the badge to be shared. The badges can be purchased or made in advance at a printing shop with any type of material and a background and logo of your choice. During the event, the labels can easily be printed with the Zebra printers and glued to the badge. A disadvantage is that you usually print one label per person, and thus show the personal data on one side.
For situations where speed is important, such as last-minute registrations, thermally pre-printed badges are a better choice. Personal data is quickly printed in black using thermal printers that work without ink and can print directly on heat-sensitive paper. This provides a quick check-in experience without worrying about ink supplies. This is because this Zebra printer is the fastest and you don't have to put labels.
Butterfly badges are used with Epson color printers. Thanks to their sturdy material and the possibility of double printing, they exude more professionalism. Double printing makes it possible to display both the event program and the wearer's personal information. These badges consist of two parts that together form a beautiful and sturdy badge. You can work with different types of printing paper. For example, the organizer has the choice between coated paper for multi-day use or paper for a sustainable option.
3. Check-in experience
The choice between self check-in and manned check-in depends on the desired interaction with participants and the chosen technology. Self-check-in kiosks are innovative and require fewer staff because two tablets are connected to a printer. By means of an emailed ticket, participants can easily scan their QR code themselves on a tablet.
On the other hand, manned check-in offers a more personalized experience. This form of check-in welcomes participants with a friendly face and thus technologically less strong participants can also be helped immediately. Participants are checked in with a laptop and hand scanner. At peak times, there are often two hostesses per station to ensure smooth scanning and printing. The disadvantage of manned check-in is that you need more staff, but the personal touch can make it worthwhile.
The choices you make for check-in methods, badges, or printer types affect the overall experience of your event. So, the next time you have to decide whether or not to use on-site badge printing, remember that this seemingly simple item offers a lot of advantages. On-site registration is more sustainable, more professional, more efficient, provides immediate insights and promotes interaction between participants for an even better event experience.
Are you not sure what to choose or would you like advice on this? Then make an appointment! We are happy to help you with this.
The success of any event starts with the first impression you make. On-site badge printing plays an important role in this. Whether you choose colorful prints that attract attention or simple labels, the options are extensive and the choice depends on the type of event. A bit lost in the options for badges at events? We'd love to help you get started!
- What exactly is on-site badge printing?
- Why do we (still) use badges?
- Why use badge printing software?
- Different types of badge printing
Imagine: you arrive at an event and in no time you have your name badge in your hands, without long lines or hassles. That's on-site badge printing! Also known as on-demand printing. This process of on-site badge printing ensures that name badges for exhibitors, sponsors, participants, and all other registrants are created and printed quickly and efficiently. This is often possible with extras such as a function, company name and QR code. While badges are traditionally printed prior to the event, on-site badge printing is the modern solution. No more (time) waste, because your badge will be created for you on the spot, even if you have signed up at the last minute.
Badges may seem old-fashioned in this digital age, but they're still incredibly useful and fun. At events, they offer a range of benefits for both the participant and the organizer. Let's see why badges are still so popular:
Networking cheat sheet: you are at a big event and you want to meet new people. You look at your interlocutor's badge and immediately see their name and company. Handy, isn't it? Badges help participants quickly recognize each other and network.
Access control for paid or multi-day events: Due to specific features on the badge, such as colors or icons, it can be seen at a glance which sessions or event days a participant can attend. The QR code also makes it easier to check in participants again.
Visitors follow the event: By scanning the QR code on the badge at venues or stands, everyone can be followed quickly and efficiently without people having to pick up their phones.
Professional appearance: a well-designed badge does wonders for the look of an event. It looks professional and shows that the organization has an eye for detail. A nice badge is like a business card that you hang around your neck and also a souvenir to take home for participants.
Security: safety is always a priority, especially at major events. Badges can be provided with ID checks and a profile photo, so it's immediately clear who can or cannot enter.
Smart badge technology: participants can easily retrieve interesting information with the badge, make connections and check in to sessions. The participant sees everything directly in the event app. No more hassle with leaflets and other loose papers.
app. No more hassle with leaflets and other loose papers.
By using the software, organisers can not only save costs and time, but also provide a pleasant check-in experience for their participants. Whether it's conferences, trade shows, festivals or corporate events, the benefits of using badge printing software are great.
No queues thanks to automation: the software simplifies the badge printing process, especially with large numbers. Long queues are a thing of the past, and even last-minute applicants can be badged quickly and efficiently. This ensures a smooth flow and a better first impression.
Immediate insight: as an organizer, you can easily manage sessions via an online registration page with badge printing software. You can set limits, control access, track check-ins, and have live displays on site. This way, you can see at a glance which of your participants has actually checked in and where.
Personalization: for participants, the badge offers their personal program, including times and locations. This way, they can see at a glance where they are expected and when.
Sponsorship: companies can have a logo printed on the badge, for example on the banner or footer. This provides extra visibility for their brand. In addition, lead scanning allows exhibitors to easily identify potential customers by scanning them and allows them to make targeted follow-ups after the event. This can be done at both the stand and the halls.
Sustainability! Pre-badge printing is not only a waste of time, we often waste paper and ink when people don't show up or when names need to be changed. With on-site registration, you only print badges for attendees, which is both environmentally friendly and cost-effective.
There are different forms of badge printing, each with their own uses and benefits. We have probably listed a few of them for you.
1. Color & black and white printers
The Epson printers (C3500/C4000) are used when flexibility is needed; you don't have to pre-print anything. These printers offer color printing, which means they can print different colors and designs depending on the type of registration. The badges are double-sided and may contain personal information, QR codes and additional information such as programs. A big advantage is that no pre-printed badges are required, which offers flexibility and saves time. However, color printers are usually more expensive than black and white options and the ink needs to be replaced occasionally.
The Zebra printers (ZD420/421), on the other hand, only print in black and white. They require pre-printed badges or thermal labels, which means that the badges must be pre-prepared. One advantage of black and white printers is that they are budget-friendly, less susceptible to failure and can print faster.
2. Badge Type
But which printer prints what kind of badge? Various options are also possible here. Are you opting for a simple solution? Labels are then a cost-effective choice if there is little information on the badge to be shared. The badges can be purchased or made in advance at a printing shop with any type of material and a background and logo of your choice. During the event, the labels can easily be printed with the Zebra printers and glued to the badge. A disadvantage is that you usually print one label per person, and thus show the personal data on one side.
For situations where speed is important, such as last-minute registrations, thermally pre-printed badges are a better choice. Personal data is quickly printed in black using thermal printers that work without ink and can print directly on heat-sensitive paper. This provides a quick check-in experience without worrying about ink supplies. This is because this Zebra printer is the fastest and you don't have to put labels.
Butterfly badges are used with Epson color printers. Thanks to their sturdy material and the possibility of double printing, they exude more professionalism. Double printing makes it possible to display both the event program and the wearer's personal information. These badges consist of two parts that together form a beautiful and sturdy badge. You can work with different types of printing paper. For example, the organizer has the choice between coated paper for multi-day use or paper for a sustainable option.
3. Check-in experience
The choice between self check-in and manned check-in depends on the desired interaction with participants and the chosen technology. Self-check-in kiosks are innovative and require fewer staff because two tablets are connected to a printer. By means of an emailed ticket, participants can easily scan their QR code themselves on a tablet.
On the other hand, manned check-in offers a more personalized experience. This form of check-in welcomes participants with a friendly face and thus technologically less strong participants can also be helped immediately. Participants are checked in with a laptop and hand scanner. At peak times, there are often two hostesses per station to ensure smooth scanning and printing. The disadvantage of manned check-in is that you need more staff, but the personal touch can make it worthwhile.
The choices you make for check-in methods, badges, or printer types affect the overall experience of your event. So, the next time you have to decide whether or not to use on-site badge printing, remember that this seemingly simple item offers a lot of advantages. On-site registration is more sustainable, more professional, more efficient, provides immediate insights and promotes interaction between participants for an even better event experience.
Are you not sure what to choose or would you like advice on this? Then make an appointment! We are happy to help you with this.
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