Badge printing and check-in management

Badge design

With run.events, badge design is an easy and fun thing to do. You can start with a template, upload your own design, or start with a blank paper-sized form. Simply drag and drop attendee and ticket information (i.e., name, company, country, and – very importantly – a unique quick response (QR) code to identify attendees) onto your artboard. Event organizers can create different badge designs for different ticket types. For instance, you can have diverse designs or badge colors for attendees, speakers, sponsors, and the organizer team, facilitating quick identification of people in specific roles during the event.

Printing Event Badges

Event badges are among the most creative yet stressful aspects of event organization. How should they look like? Should you print them in advance, or on-site at the check-in desk during the event, or perhaps use a combination of both methods? Should the badges be wholly printed, or will thermal printers be used to print stickers placed later on pre-printed badges?

run.events empowers event organizers to manage badge printing and event check-in in a manner that suits them best. It supports on-site badge printing using popular printer models such as Epson, Brother, Zebra, and Dymo, along with integration with popular Adobe and Affinity design suites if they wish to pre-create badges which can then be send to the print shop.

Naturally, you can also opt for a combination: print the majority of badges with a print shop and handle late registrations with on-site badge printing.

What choices do you have for designing and printing your event badges?

Global check-in and registration desk management

We're all familiar with the "first-day-fever" sensation when attendees start coming to the registration desk, and with the anticipation and hope that everything will proceed smoothly. But no worries, run.events helps you to ensure this process goes as smoothly as it gets. You can use the run.events web application to admit and check-in attendees, or the run.events mobile app to scan their printed or digital tickets and hand them out their badges.

If attendees show up at your check-in desk without printed or digital tickets, you can use run.events to verify if they have a valid ticket first, then directly print out their badge and complete the check-in process. Suffice it to say that our attendee check-in and badge scanning is intelligent and provides various types of warnings if something seems amiss or suspicious (e.g., if someone attempts to use the same ticket multiple times or if an attendee has an incorrect ticket).

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run.events Self-Check-In Kiosk

run.events enables event organizers to use self-check-in kiosks for event check-in in an easy and cost-effective manner. All that organizers need per self-check-in station is a tablet (Android or iPad) running our specialized run.events Kiosk app, and a badge printer (such as Zebra, Brother, Dymo, or Epson). The printer needs to be connected to the tablet beforehand, using either a WiFi or Bluetooth connection.

The run.events Kiosk App will recognize all the settings and badge designs, and attendees can merely approach the self-service check-in stations, scan their printed or digital tickets, perform check-in and receive their printed badges.

Badge Invalidation and Replacement

run.events incorporates badge invalidation and replacement as an essential part of the participant management flow.

If attendees lose, forget, or damage their badges, you can issue them replacement badges. The original badges are then automatically invalidated, and if anyone attempts to use these badges, they will be denied entry during either global check-in or session check-in procedures.

Organizers can track for each attendee how many badges have been created, which badge is currently valid, and how many times each badge has been scanned.

Session check-in

Event organizers often want to know which attendee has attended which sessions at the event or conference. run.events provides two ways to collect this data. You can position personnel at the entrance door to scan attendees who wish to attend that session. This is beneficial when you need to know who was present at the session, but it does slow down the entrance capacity into the session rooms, creating potential bottlenecks.

Alternatively, you can opt for self-check-in for sessions. In this case, you would display the room QR codes outside the session rooms and ask attendees to use the run.events mobile app to check in for sessions. The advantage of this method is much faster processing power (multiple attendees can scan those QR codes simultaneously), and it requires fewer personnel to support.

This approach provides additional benefits for session check-in engagements, making them significantly more appealing for attendees by using gamification to earn "coins" with each session check-in, and by setting the option that only individuals who have checked into sessions can leave session feedback.

run.events simplifies badge design and printing. It supports badge invalidation and replacement. Event organizers can choose if they will opt for classical attendee check-in, self-check-in kiosks, or both.

Blog

The run.events blog is all about the event industry, the latest tech in the scene, and how we can make our lives as event organizers just a little bit easier.

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