Badging Options Overview (for Organizers)
run.events platform supports multiple workflows depending on your event size, staffing resources, and attendee experience goals. Organizers can choose one or combine several options to create a flexible and efficient check-in experience.
Available Badging Methods
The platform provides four primary badging methods, each with distinct advantages for different event scenarios:
1.Pre-Printed Badges
Pre-printed badges are produced in bulk before the event and distributed at registration desks. This approach is ideal for events expecting heavy traffic during opening hours or those requiring a polished, pre-assembled registration desk.
Advantages:
- Fastest check-in process (10-20 seconds per attendee with proper sorting)
- Professional, consistent badge quality
- Reduces on-site equipment requirements
- Eliminates printer failures during registration
Considerations:
- Late registrations require on-site printing solution
- Sorting badges into manageable queue sizes can be challenging
- Waste from uncollected badges
- GDPR concerns when sending personal data to print shops via Excel files
Best Practice: Pre-print most badges through your print shop while maintaining a dedicated desk with on-site printing for late registrants. For enhanced data security, generate a password protected PDF file with all badges ready to print instead of sending Excel files. Also, further secure data by converting the document to a flattened image-based PDF. This minimizes errors and safeguards attendee personal information.
2.On-Site Badge Printing
On-site badge printing enables live badge production during check-in, reducing waste and accommodating last-minute registrations or name changes seamlessly.
For events preferring a personal touch, run.events supports staff-operated check-in stations where registration staff can search for attendees, verify details, and print or distribute badges. This approach is recommended for handling exceptions, late registrations, and attendees requiring assistance.
Advantages:
- No waste from uncollected badges
- Handles last-minute registrations and data changes
- Always accurate attendee information
- No pre-event sorting required
Equipment Options:
Full Badge Printers:
- Investment: $2,000 (entry-level) to $10,000+ (professional models)
- Print complete badges in one operation
- Price variations based on printing technology, supported badge sizes, and operational complexity
- May require specialized staff to operate
Thermal Printers (Brother, Zebra, Dymo):
- More economical option
- Print stickers (1-2 seconds) that adhere to pre-printed badge templates
- Cost-effective sticker rolls eliminate cartridge replacement concerns
- Requires white space on badge templates for stickers
- Applying stickers takes approximately 3 seconds per side
- Modern thermal printer stickers are nearly indiscernible when properly applied
Note: All thermal printer models from Brother, Zebra, and Dymo are fully supported by run.events.
3.Self-Service Kiosks
Self-service kiosks provide an alternative to staffed check-in desks, allowing attendees to independently complete their registration process.
How It Works:
- Attendees scan their QR code at the kiosk
- System verifies registration and prints badge instantly
- Reduces queue length and staffing requirements
Benefits:
- Faster processing during peak registration times
- Reduced staffing costs
- Modern, tech-forward attendee experience
- Staff can focus on handling exceptions and providing support
4.Print-at-home Badges
Print-at-home badging is a self-service registration method that empowers attendees to print their own event badges before arriving at the venue. This approach shifts badge production from the event organizer to the attendee, reducing on-site workload while providing attendees with immediate access to their credentials.
The system generates personalized, print-ready badge PDFs that include all necessary information such as attendee names, companies, titles, QR codes for check-in, and event branding. Attendees can access these badges through their attendee dashboard and print them using standard home or office printers.
Advantages:
- Reduces on-site registration workload
- Significant cost savings: reduced materials, equipment rental, and staffing
- Attendees skip registration entirely and proceed directly to check-in
Considerations:
- Typical adoption is only 50-70%, requiring full on-site printing backup for remaining 30-50%
- Many attendees lack printer access (remote workers, international travellers, shared offices)
- Variable print quality creates inconsistent badge appearance across attendees
- QR codes risk smudging, low contrast, or scanning issues on home printers
- Requires extensive pre-event communication strategy (multiple reminder emails with detailed instructions)
Integrated Check‑In & Attendance Tracking
All badging methods are fully integrated with the platform's check-in system, providing:
- Real-time attendee tracking: Monitor who has checked in as it happens
- Live dashboards: View attendance metrics and registration flow in real-time
- Accurate attendance reporting: Generate comprehensive reports without manual data reconciliation
Data Accuracy Considerations: When using rented hardware for badge printing, data export and import procedures can lead to inaccuracies in check-in data, making it challenging to track who has checked in and when. At best, you'll receive raw CSV data that requires manual integration with your existing system—a cumbersome process. run.events eliminates this issue through native integration.
Badge Replacement Management
A common scenario at events involves attendees requesting replacement badges. With run.events, you can track whether a 'lost badge' has been scanned during room entry, helping identify legitimate losses versus other intentions. This contextual information is often unavailable when using rented badge-printing devices with disconnected data imports.
Customizable Badge Designs
run.events provides comprehensive guidance and tools for badge design optimization, including layout configuration, branding elements, readability enhancements, and sponsor visibility. The platform's badge designer allows for complete customization while maintaining professional standards.
Next step: Designing Event Badges | Badges and Check-In | run.events