A lot depends on what type of badge you want to print for your event as this dictates the printer you need. Your printer will be the biggest investment. If you want to print on sticky labels or pre-design printed badges, you could purchase a direct thermal printer. These are cheaper than inkjet color printers and have lower running costs, but you're limited on the badge design and print quality they can produce.
If you wanted full design control and print alternate designs and content on different attendee badges, for example, 1 design for attendees and another for exhibitors, a color badge printer would be best. Check out our blog on reviewing different badge printer options for more information.
For the laptop, any Windows 10 or 11 laptop, PC, or Surface will do. The kiosk is touchscreen friendly. The application is lightweight and will run on minimum hardware specifications for Windows 10 and 11.
You can use the laptop or table camera to detect and scan QR code tickets. However, we recommend a USB QR code scanner as it is more user friendly for your attendees to use rather than trying to hold their ticket at a certain place for the camera to focus.
As a rough guide, you can purchase a laptop, QR code scanner, and thermal printer for approximately $800 plus taxes. For a color printer like the Epson C3500, your kiosk option will cost approximately $1,600. However, with the color badge printers you can easily share these with 2 or 3 kiosk PCs over a network for increased efficiency.
We do offer a rental option which can be advantageous if you only run one event a year. This may be better suited to your needs.
We are unable to sell the badge printing equipment directly. However we can advise you on the models and devices we've tested and use ourselves.Â
Laptop: Dell Inspiron 15
QR Code Scanner: Eyoyo 2200C
Thermal Printer: Zebra ZD421D - note that if your badges aren't perforated edge, you should buy the cutter in addition.
Color Printer: Epson C3500
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Yes, we can supply you with the badge label media for both the Epson C3500 and Zebra ZD421D printers.Â
Our standard badge size for the Epson Printer is:
Our standard badge size for the Zebra Printer is:
With these labels we are able to pre-print your conference badge design onto the label pack in full color using UV printing, leaving just the variable data to be printed thermally onsite. The order time for these is approx 3 weeks from artwork approval. The minimum order quantity is 250.Â
Contact us for more information into this option if interested.
Yes, you don't have to use our standard badge labels if you don't want to. As long as your printer supports the badge size you've purchased the badge printing kiosk can be configured to use it.
The benefit of using our standard badges is that we will pre-configure the badge printing kiosk software to print your badge design perfectly aligned with the badges supplied. This means that you don't have to spend your time testing print outs of your badges until you get it right.
The badge printing kiosks are built to operate hands-free. When they enter kiosk mode, all the attendee must do is show their ticket QR code to the scanner until it recognizes it. Then, the kiosk will check their ticket, make sure it is valid, and if so, check them in, and print their badge without the attendee needing to touch a screen or keyboard.
Attendees who forget their ticket can use the on-screen keyboard, or your PC keyboard to search for their ticket by using their registered email address to do the same.
Any tickets that are invalid will be flagged and as the organizer you can enter your own PIN code to override the kiosk to print their badge.
All check-ins are saved back to the event platform so you will see who and how many people are at your event.
When you launch the badge printing software into kiosk mode it will download all current registrations and tickets from the event platform to its local database storage. Doing this ensures that should there be an internet outage at your event, the kiosks will continue to check-in attendees and print their badges unaffected.
The kiosk will automatically poll the event platform every 30 seconds and upon establishing connection, will download the latest copy of your registrations and upload any check-ins it may have stored due to an outage. This means you can take new registrations directly at your event's front door and still be able to print their badge.
The actual badge printing and check-in process takes approximately 5 seconds from scanning the ticket to having the printed badge in your hand.Â
This means that using one printer you can check-in up to 60 attendees per minute if it is shared between 3 kiosk stations.
If you're using a direct thermal printer, there is no ink to purchase. However, you will need to wipe the thermal print head with cleaning solution after each use or 1,000 badges printed.
If you're using the Epson C3500 color inkjet, then a lot depends on your badge design and how color intensive it is. Often conference badges are dominant in one color so the ink consumption isn't linear.
There are 4 cartridges for the Epson printer, Cyan, Magenta, Yellow, and Black. Each cartridge is about $35. You'll also need an ink waste maintenance box per 2,000 badges.Â
As a rough estimate one set of inks can print between 350 and 500 badges.
We don't yet have a web UI builder that enables you to design your conference badges and push them to the badge printer software. We are working on it.
For now you have 2 options:
Once your design is approved, we will generate a print settings file for you to save to the badge printer that will print your badges.
Alternatively, you can use the built in design which will work out of the box.
The minimum rental for all equipment is 3 days. This ensures that the badge printing equipment arrives at your venue the day before your event and covers the time the equipment is in transit between our warehouse and your venue.Â
As standard we hire out our kiosks as a complete package to include the laptop, scanner, printer and all consumables. This ensures complete compatibility with tried and tested hardware and processes for guaranteed results.Â
However, if budget is tight we will allow the hire only of the badge printers in our rental only option. You will need to sign a disclaimer acknowledging your responsibilities for supporting and providing the other hardware needed.
This will never be the case. We will always ship badge printing hardware well in advance of your event delivery date ensuring that it arrives when we say it's going to arrive.Â
All shipments are monitored live by our operations team and we have strong relationships with our international couriers. Most of the time equipment is shipped from local in-country / region warehouses eliminating the need for custom clearances and delays.
However, when hardware is shipped internationally we do all the work to ensure they are cleared quickly and on time so they arrive when you need them.
If there is a problem within the network and your delivery is at risk, we will expedite the delivery of a replacement unit free of charge.
All of the equipment is fully serviced, maintained, and inspected for complete operation before it leaves our warehouses. It is well packages in hard, padded foam cases so it's well protected from the heavy hands of logistic teams.
If it does arrive damaged, then we ask you to take photographs and refuse delivery of the equipment and contact us immediately.
Our equipment is robust and built to withstand the usage you're asking it to do and more. It is unlikely to fail whilst onsite. However, failures do occur. Therefore we recommend hiring one more kiosk than the minimum you need to check-in and print your attendee badges.
The minimum number of complete badge printing kiosks with printer we recommend to rent is 2. This means that you have resiliency in case of failure of one component.Â
2 kiosks can easily check-in and print the badges of 400 attendees per hour.
More efficiencies can be made as your event scales out from this number by networking the printers so they can be shared by multiple kiosks. Speak with us about your requirements and we can work out how much hardware you need.
In many cases we can deliver the next day if ordered before 12pm. However, we recommend giving us at least 1 weeks notice to ensure everything is organized properly and to your expectations.
We have a network of trained technicians around the world that are fully trained on our hardware and software. This means we are able to deploy local resource to your event minimizing the expense incurred by you.
In any case, when you use our assisted badge printing solution, tasking resources to your event is our problem and you have a fixed price based on local resources. So no matter what, you'll have the support you need, where you need it, when you need them.
With rented only badge printing the responsibility for receiving, unboxing, and connecting up the kiosk hardware is yours. Don't worry though, its just the same as plugging in your home printer and connecting your laptop to Wifi, and we provide photo guided instructions.
Once setup and connected to the internet, you'll be able to ring our support technicians directly who'll remotely login to the kiosks to configure them and make sure all the settings are correct.
If you do have any problems at any time, you'll have direct phone and webchat support with the support technician assigned to your event. They will be online and ready to help you without you needing to sit in a queue or speak to different support technicians each time you call.
It all begins with a conversation. Share your event goals and aspirations with us. There are numerous factors that can impact badge printing, and careful planning is essential to ensure a positive first impression for your attendees.
Selecting the right location within your venue is crucial to minimize overcrowding and long queues. While many purpose-built exhibition venues handle this well in their design, boutique venues might not be as straightforward.
We will collaborate with you and your venue to identify optimal locations and develop a floor plan that complies with health and safety regulations.
Next, we will discuss your expected number of attendees. Resource planning is complex, as it depends on turnout and the time needed for check-in and badge printing. Typically, the first two hours see the highest volume of arrivals, but keynotes or major events might require a large number of check-ins within a short timeframe.
This helps determine the number of badge printing kiosks needed and the staffing required to manage the check-in and badge printing tasks safely.
We will develop a resourcing plan with you to meet your check-in needs. This plan includes adjusting staff resources based on demand, ensuring cost efficiency by only paying for resources when needed, allowing us to offer competitive prices.
On the event days, we will arrive the day before to set up the badge printing kiosks according to our plan. We will thoroughly test all devices to ensure they function optimally.
Local resources will be hired, briefed, and trained on the equipment and processes we've established. We simulate your attendees' journey to ensure readiness for your big day.
On the morning of your event, we will arrive at least an hour before doors open. We will test all equipment again to ensure everything is ready.
When the doors open, we will meet, greet, direct, and assist your attendees through the check-in process. Our kiosks are self-service, but we will be there to help attendees find their tickets and use the machines if needed.
At the end of your event, we will pack up and leave quietly, confident that your event was a success. We look forward to assisting you again in the future.
A week after your event, we will schedule a debriefing meeting to gather feedback and insights to improve our service for your future events.
The cost for fully managed onsite badge printing will vary depending on your specific requirements. Various factors will influence cost including event date, number of event days, location, attendee volume and and check-in resources needed.
To give you an idea for budgetary purposes you should factor in a cost of at least $750 per kiosk per day hire. Note that our minimum hire duration is 3 days to cover setup, event, and re-warehousing. So 1 kiosk, fully staffed for a single day event would cost approx. $2,250.
This could support an event of around 200 people with 150 of them arriving within the first 2 hours.
Talk to us about your event requirements as there are efficiencies that can be made when scaling up check-in and badge printing to ensure the costs are optimized as much as possible.
We provide fully managed onsite badge printing in the following countries:
With every onsite managed badge printing service we provide at least one full time, fully trained employ of Just Attend who knows our system and processes inside out at your event.
Front of house resources like kiosk attendants, greeters, and runners are hired from local crew agencies but are hired directly to us. We are responsible for them, their training, and their reliability.
We work with trusted agency partners in all continents who successfully resource our needs anywhere your event is so that you can be guaranteed excellent and professional service.
Yes. You can provide volunteers to help us and save on some costs. We provide assisted badge printing just for this purpose. However, you must consider the trustworthiness and reliability of your volunteers as they can often forget or withdraw their help at late notice.
Be sure you're able to support this before committing to this option.
All of our badges in our managed service offering are manufactured onsite in real-time. We print double sided by default and you can choose between mirror print or different content on each side.
You can also choose different badge designs for different types of attendee.Â
For example, you can print one badge style for attendees showcasing your premium sponsor and another design for exhibitors, and another for speakers.
This flexibility in design allows you to turn your event badge into conference memorabilia that people will treasure and remember your event for years to come.
Our event badges are made for conferences and will last at least a 3 day event. They're tear resistant and reinforced with adhesive.
Should any badge become damaged or lost, we can reprint them onsite free of charge.
We use paper material that is unlaminated and plastic free so they can be recycled into new badges over and over again.
At the end of your event, attendees can drop their unwanted badges and lanyards into our recycle bins. We will take them away, separate them and responsibly recycle them with our waste partners.
Yes, we are able to support the printing of badges and check-in of attendees who've registered on other event platforms.Â
This involves you providing an CSV file of your sold tickets so that we can import them into our system. We can do several imports before and during your event to ensure the kiosks are up to date.
You'll benefit from check-in stats and custom badge prints and our system will identify existing tickets so attendees don't experience delays checking in.
Please note, we only support this method with our fully managed badge printing service. This is not available on any other product.
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