How To Print Badges Onsite At Your Event

Onsite badge printing can be a great option for events that are looking for more flexibility to accommodate last-minute or onsite registrants and reduce unnecessary waste. 

The following article will take you through everything you need to know to prepare for onsite badge printing at your event, whether you are taking a DIY approach or working with a badge printing expert with EventMobi's full-service onsite badge printing. 

• Badge Label Printing
  • Choosing a badge type for your badge labels
  • Equipment and Specifications
  • Step-by-Step: How to Print Badge Labels Onsite
  • Best Practices for Badge Label Printing
• Full-Service Onsite Badge Printing
  • Choosing a badge type for your event
  • Equipment and service setup
  • Best Practices for Full-Service Onsite Badge Printing
    
    

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Badge Label Printing

Badge Label Printing is a flexible and cost-effective option for events looking to print badges onsite. Badge labels are printed using a compact thermal printer that can be used from anywhere. Printing badge labels can help reduce costs, compared to full-service onsite badge printing options, with a cost-effective printer rental that offers white or transparent labels that can be used with any badge type of your choice. 

Choosing a Badge Type for Your Badge Labels

One benefit of using Badge Label Printing for your event is that you can work with any badge type. Printing branded blank badges allows you to tie into your event or organization's branding. When combined with Badge Label Printing, this allows you to take advantage of cost-saving options such as bulk ordering your badges to use across all of your events and ensuring badges are only printed for people who show up onsite. 

Choosing the right badge type for your event will depend on what you are looking to get from your event badges and the budget that you are working with. 

Equipment and Specifications

There are a few items that you will need to print your badge labels onsite at your event: 

• Brother QL-820WNB printer (no ink required) 
• Blank branded badges
• Badge Labels
  • Brother DK-22205 Black on White Continuous Paper Label Roll
  • Brother DK-22113 Black on Clear Continuous Clear Film Tape 
• iPad
• EventMobi's Onsite App

Step-by-Step: How to Print Badge Labels Onsite

Step 1: Prepare your Badge Labels for Print

• Access the Badge Designer in the Experience Manager
• Choose the Print Labels with EventMobi Onsite App by selecting Create Label
   
• In the next step, you can either
  • choose a blank badge to build your badge label design from scratch or 
  • select Use This Templates to edit one of the existing templates
    
• Design your badge label and don't forget to Save Your Changes.
  
  
• Once you have saved your changes on the badge design, you can proceed to Set up Onsite Badge Printing. From the drop-down menu, choose one of the badge label designs you have previously created, including the one you are currently editing. Click on Save to assign this badge design for use with the EventMobi Onsite App during your event.
  

Step 2: Update your Onsite Printing Settings

• Access the Onsite App option from the Onsite Tools area of the Experience Manager
• Select the tab for Onsite Badge Printing
  
  
• Use the Select Label dropdown to choose the badge that you would like to print
  
• Click on Add Label to add up to 10 labels that you will need to print onsite
• Adjust the order of the badges based on the order that they will be printed onsite

Step 3: Set up your Equipment

You will need the Brother QL-820WNB printer, badge sticker labels, and an iPad to print your badge labels onsite.

 

Step 4: Download the Onsite App

• Apple Devices: Download here
• Android Devices: Download here

Step 5: Set up the Onsite App on your Device

• Make sure you have been added as an organizer in the Experience platform before logging in
• Log into the Onsite App using the same credentials you use to log into the Experience platform

• Select the Printer Settings option found under the Manage Your Device Settings area
• Choose your printer from the Available Printers page to connect it by bluetooth 

• Click on the Connected Printer to adjust its settings: 
  • Print Quality (we recommend Best)
  • Resolution (we recommend Normal)
  • Copies (input the number of badge copies that should be printed)

• Click on the Print Test Badge option at the bottom of the page to confirm that your printer is ready for printing

• You should receive a Success page if everything is set up and ready to go
• If you receive a Please Try Again message, make sure to review the View Details drop down to determine the issue that is impacting the connection

Step 6: Print the Badge Labels Onsite

• Choose one of the following options from the Onsite App
  
  • Event Check In & Out to check attendees in and out of the event (and print labels)
  • Session Check In & Out to check attendees in and out of sessions
  • Print Badges Only to print badge labels outside of the check-in process
  • Set Up Kiosk to allow attendees to complete check in themselves (and print labels)

• Option 1: Print During Check In
  • Choose the Event Check In & Out option
  • Enable the toggle to Turn on Badge Printing if you would like to print a badge label during the check in process
  • Click on the Scan option to check in attendees using their digital badge or choose the Search option in the bottom menu to check attendees in by searching their name

• Option 2: Print by Kiosk
  
  • Choose the Set Up Kiosk option
  • Select the kiosk mode that you would like to set up for the device, followed by the  Launch Kiosk option at the bottom of the page
  • Attendees can select the Scan or Search to check into the event 

Best Practices for Badge Label Printing

#1: Be prepared for unexpected interruptions

To ensure that you are prepared for any unexpected interruptions that may arise at the event, the following items are recommended:

• A backup battery or access to a plug-in 
• A backup internet connection 
  
  

#2: Avoid long check-in lines with multiple kiosks

You should have two or more badge label printers to ensure a smooth check-in process at your event and prevent long wait times and lineups. 

A good rule of thumb is to use a formula of 1 printer per 100 attendees to make the badge label printing experience for your team and attendees.

#3:  Order blank branded badges in bulk to save costs

If your organization hosts multiple events each year and tends to use consistent branding across them, you may want to opt for a more general design that can be used for all of your events. Placing a bulk order of blank branded badges can also save you costs. 

Full-Service Onsite Badge Printing

Full-service badge printing can offer your event additional resources for managing badge printing and distribution to attendees. EventMobi's badge printing experts will fully manage the logistics of badge printing and set up printers so that your team can focus on other tasks during the event.

Choosing a Badge type for your Event

EventMobi's full-service onsite badge printing uses thermal printers that can work with your choice of badge type. 

Choosing the right badge type for your event will depend on your event goals, and the badge experience that you want to create for your attendees. 

Paper Fanfold	Paper fanfold offers space on the front and back of the badge to include details that are relevant to the attendee.
Firm-laminated	Firm laminated badges are more durable than paper fanfold, and are an affordable quality badge that can last throughout the event.
PVC	PVC (plastic) badges are the most durable option of all badge types, but do come at a higher price point. This option is ideal for longer events that will need the badge to hold up over multiple days.
Biodegradable	Biodegradable badges are the most eco-friendly option, but also come at a higher price point based on the materials that they are made of. Since onsite printing uses a thermal printer, you can keep the badge fully biodegradable since it does not rely on ink.

Equipment and Service Set Up

Full-service onsite badge printing includes a badge printing expert who will oversee the logistics, set-up, and printing of your badges using a thermal printer. 

Pre-Event

• You'll receive a kick-off call with EventMobi's Badge Printing team to confirm the details of your onsite badge printing service
• We'll review the details for your badges (including sleeves and lanyards, if applicable)

During the Event

• Our team will set up the printers and review the badge printing process with your team
• You'll receive a daily check-in for our team to gather feedback (and adjust as needed)

Post-Event

• Our team will disassemble printing set-up
• You'll receive a report that includes the check-ins and badges that were printed

Best Practices for Full-service Onsite Badge Printing

#1: Prepare your badge designs with enough time to review

While your team will be overseeing the design of your badges, it is a good idea to make sure you are prioritizing the design so that you have enough time for feedback and adjustments that can help the badges to be more effective onsite. We also strongly recommend researching badge design best practices to make sure your design aligns as much as possible.

#2: Schedule a team meeting to review the badge printing process

Allocate some time before the event starts to get all of your team together and review the badge printing process, so that they are aware of the check-in flow that attendees will follow when they arrive onsite. 

#3: Reserve a few minutes at the end of each day to check-in and share feedback

We recommend connecting with your badge printing expert at the end of each day to share any feedback that you may have in regards to the process, and any adjustments or help that you will neeed for badge printing moving forward.