Pre-Printing Badges for Events (for Organizers)
Pre-printing badges involves producing all event badges in advance through a professional printing service or in-house printing operation. This approach is particularly effective for large events expecting heavy registration traffic or those requiring a polished, professional registration experience.
Pre-Printing Workflow
Step 1: Finalize Registrations
Establish a registration deadline that allows sufficient time for badge production:
- Recommended timeline: Close registration 7-10 days before the event
- Alternative: Accept late registrations, but inform them badges will be printed on-site
- Verify all attendee data for accuracy (names, titles, company information)
Step 2: Export Badge Data from run.events
Generate print-ready badge files:
- Review the Badge(s) and test to ensure all data appears correctly formatted
- Navigate to: Tickets and Attendees -> Tickets
- Select and filter the attendees whose badges you want to pre-print
- Click on a Badge button
Generate a PDF file containing all badges ready for printing
Security Note: Generate password protected PDF files and secure them by converting the document to flattened image-based PDF instead of Excel spreadsheets to minimize GDPR concerns and reduce the risk of data breaches. This will prevent unauthorized data manipulation and provide better protection for attendee personal information.
Step 3: Send to Print Shop
When working with a professional print shop:
- Provide the PDF file with clear printing specifications
- Specify badge material (card stock weight, lamination requirements)
- Confirm cut lines and bleed areas if applicable
- Request badges to be delivered sorted (alphabetically or by ticket type)
- Allow 3-5 business days for production and delivery
Tip: Request a proof badge before full production to verify color accuracy, QR code scannability, and overall quality.
Handling Late Registrations and Changes
Even with pre-printed badges, you'll need a solution for:
- Attendees who register after the pre-printing deadline
- Name changes or data corrections after printing
- Lost or damaged badges requiring replacement
- Badge design errors discovered after printing
Recommended Solution: On-Site Printing Station
Set up a dedicated desk in the registration hall equipped with:
- Laptop with stable internet connection and access to run.events platform
- Badge printer (thermal or full badge printer)
- Blank badge stock matching your pre-printed badge design
- Staff member trained on the registration desk interface
This hybrid approach combines the efficiency of pre-printed badges with the flexibility of on-demand printing.
Best Practices for Pre-Printed Badges
- Print extras: Produce 5-10% extra blank badges for last-minute emergencies
- Early deadline: Set registration deadline early enough to allow for production and delivery delays
- Quality control: Test QR code scanning before the event to ensure all codes function properly
- Data accuracy: Implement a final data review process before sending to printer
- Backup plan: Always have on-site printing capability for exceptions
- Clear communication: Inform late registrants that their badges will be printed on-site
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