A smooth check-in sets the tone for the entire event. Whether it’s a buzzing trade show floor, a focused corporate conference, or an intimate networking evening, the way attendees receive their badges can shape their first impression.
From setup to the final attendee walking in, badge printing needs to be reliable, quick, and adaptable. There’s no single right way — the right approach depends on your event size, flow, and priorities. Here’s a look at the choices available today, from service models to hardware and materials, plus new ideas shaping the future of check-in.
Key Takeaways
- Full-service and DIY badge printing options to match different event needs.
- Zebra printers as the mainstay hardware, with compact and fixed-location alternatives.
- Wide selection of in-house manufactured badges and accessories, including eco-friendly choices.
- QR code and facial recognition printing flows for speed and convenience.
- Hardware setups for everything from permanent kiosks to portable handhelds.
- Established rental partners for temporary requirements.
Choosing the Right Level of Support for Your Event
Not every event team has the same resources or preferences. Some want a crew to handle every detail, while others prefer to run operations themselves.
- Full-Service – We bring the equipment, set it up, and manage printing onsite so you can focus on the rest of your event.
- DIY – For teams that like hands-on control. We supply the printers, software, and training, and you take it from there.
Printers That Keep Up With Your Event Pace
Badge printing hardware plays a big role in keeping lines short and guests moving:
- Zebra printers – Fast, dependable, and ideal for high-volume events
- Brother label printers – Small and light, suited to compact or mobile setups.
- Epson printers – Great for certain fixed installations, though less portable.
Badges and Lanyards That Match Your Event’s Style
Every event has its own look and feel, and the badge can carry more than just a name. All badge and accessory options are made in-house by ImpressionsID:
- Paper badges – cost-effective and quick to produce.
- Butterfly badges – durable and easy to assemble.
- XL PVC badges – premium style, printed off-site for extra detail.
- Wristbands – perfect for access control or festival-style entry.
- Cork lanyards – reusable and eco-friendly.
- Seed-paper badges – biodegradable and plantable, adding a sustainability story to your event.
Printing Flows That Keep Things Moving
Different events call for different approaches:
- QR code printing – Quick and familiar for most attendees.
- Facial recognition check-in – Ideal for fast, touch-free registration and enhanced security.
- Works across desktops, tablets, and kiosk stations.
- Sunmi handhelds – Portable devices that make sense for smaller events, VIP zones, or mobile check-ins.
Rental Options
When you need equipment for just a few days or weeks, rentals can be the easiest route. Through trusted partners:
- Choose2Rent – Offers flexible rental terms for short or extended periods.
- Oneworld Rental – Known for global availability and quick turnaround times.
Small Steps That Make a Big Difference on Event Day
- Test all printers and devices before attendees arrive.
- Keep a small backup kit with ribbons, rolls, and cables nearby.
- Assign one person to monitor printing stations throughout the event.
- Highlight sustainable options like cork lanyards or seed-paper badges to attendees.
Future Trends in Event Badge Printing
Facial Recognition Check-In on the Rise
More events are adopting facial recognition for its ability to cut down queues, reduce contact, and verify identities quickly. It’s showing up at large conferences, corporate meetings, and even some smaller gatherings where security is a priority.
Biodegradable and Plantable Materials
Cork lanyards and seed-paper badges are moving from “nice extras” to standard options. More organisers are asking for materials that either return to nature or can be reused multiple times, aligning with the growing focus on event sustainability.
Checklist for Badge Printing Success
- Choose full-service or DIY model.
- Select your main printer (Zebra, Brother, Epson).
- Decide on badge type and accessories.
- Set up printing triggers (QR code or facial recognition).
- Book rentals if needed.
- Test everything before the event starts.
Badge printing may be just one part of event planning, but it’s often the first touchpoint your guests experience. Choosing the right combination of service, hardware, and materials helps keep your event moving smoothly and leaves a positive impression — all while supporting your operational goals and sustainability values.
