On-Site Badge Printing and Registration Desk Operations

On-site badge printing and registration desk operations are critical components of event check-in management. This article covers the technical setup, operational procedures, and best practices for managing registration desks with badge printing capabilities.

Why Maintain a Registration Desk

Even events with pre-printed badges or self-service kiosks benefit from a staffed registration desk to handle:

Missing or lost tickets
Ticket transfers to colleagues
Lost or damaged badges requiring replacement
Incorrect or outdated attendee data
Late registrations
Technical assistance for self-service kiosk users

Best Practice: Set up a separate, dedicated registration counter for handling special cases. This prevents exception processing from creating bottlenecks in standard registration queues.

Setting up the registration support desk

Required Equipment

Laptop/Computer: Connected to stable internet (wired connection preferred for reliability)
Badge Printer: Properly configured and connected to the computer with adequate badge stock
Barcode Scanner (Recommended): Connected to the computer for quick ticket lookup

Note: A barcode scanning device significantly accelerates ticket searches, especially during high-volume periods. When an attendee provides a ticket barcode, scanning it is far faster than manual name entry.

Staff Requirements

Registration support desk staff should:

Be added as team members in the Organizer Dashboard
Have appropriate permissions to access the Registration Desk interface
Be trained on common scenarios (badge reprints, data corrections, transfers)
Understand how to troubleshoot basic printer issues

Using the Registration Desk Interface

The Registration Desk interface provides comprehensive ticket search and badge printing capabilities.

Accessing the Registration Desk

Once signed in to the Organizer Dashboard:

Go to: Badges and Check-In -> Registration Desk tab:

Finding Tickets

The platform offers multiple search methods to quickly locate attendee tickets:

Method 1: Search by Name

When an attendee doesn't have their ticket:

Use the Search field on the Registration Desk screen
Enter the attendee's name (first name, last name, or both)
Alternatively, search by the ticket purchaser's name
Select the correct ticket from search results

Method 2: Scan Ticket Barcode

When an attendee has their ticket or ticket barcode:

Use the connected barcode scanner
Scan the barcode on the ticket or confirmation email
The system automatically opens the ticket record

Tip: Barcode scanning is 3-5 times faster than manual name searches. Encourage attendees to have their ticket barcodes readily accessible on their phones or printed confirmations.

Printing a Badge

Once you've located the attendee's ticket, printing a badge is straightforward:

Click on the person's ticket to open the ticket detail screen
Click the 'Print Badge' option
A printing window will open displaying the badge preview
Confirm the print action
The badge will print automatically on the connected printer

Important: The system tracks when badges are printed, providing accurate records of which attendees have received badges and when they were issued.

Best Practices for Registration Desk Operations

Staff training: Train all registration staff before the event, including practice sessions with the software and printer
Backup equipment: Have spare printers and laptops available in case of equipment failure
Extra supplies: Stock significantly more badge material than expected attendance (20-30% overage)
Clear signage: Mark the registration support desk clearly so attendees know where to go for help
Communication protocol: Establish clear escalation paths for complex issues that desk staff cannot resolve
Real-time monitoring: Use the platform's live dashboard to monitor registration flow and identify bottlenecks
Tech support: Have a technical contact available throughout registration hours for troubleshooting

Next steps: