Get 15% off your first online order when you subscribe to email.Terms & conditions apply.
888.354.7868Monday - Friday, 8am - 5pm CT
What is On-site Printing?
On-site printing saves you time, money, and hassle while making a great first impression. Instead of gathering your full attendee list weeks in advance, alphabetizing each badge, and trying to match them to a long spreadsheet of names, you simply bring the technology to your event. It's a game-changer for last-minute registrations, attendee changes, or just making sure everyone gets a professional-looking badge without the pre-event stress.
How to Get Started with On-site Printing
Thinking about making the switch to on-site printing? It might sound complicated, but it's really just a few simple steps. Here’s a breakdown of what you need and how it works.
Step 1: Choose Your Printing Solution
Select the on-site printing setup that best fits your event's size, budget, and technical requirements, from simple setups to more advanced solutions.
Step 2: Gather Your Supplies & Equipment
Your on-site printing station will typically consist of a laptop or tablet, a badge printer, badge stock, and any necessary accessories. The setup is generally compact and easy to manage.
Step 3: Set Up Your On-site Printing Stations
Run a test batch before your event day. Print a few sample badges, make sure the text is crisp and readable, and confirm everything fits together properly.
Step 4: Print Badges On Demand
As attendees arrive, print professional badges in seconds. This efficient process keeps lines moving and ensures a smooth and welcoming experience. Don’t forget your badge accessories!
Types of On-site Printing Solutions
DIY Basic: In-house Badge Inserts + Holder Solution
Perfect for small business meetings, seminars, trainings, nonprofits, and any event where you need a simple, cost-effective way to create professional-looking name tags on the spot.
Our simplest on-site printing option. You print attendee names and details on paper inserts using a standard inkjet or laser printer, then simply slip the finished insert into a badge holder with your preferred attachment.
This is a great, low-cost solution that gives you the flexibility to print name badges ahead of time and organize them into a display tray for smooth check in, or print them on site as attendees arrive.
To Set Up This Solution, We Recommend…
Epson PM-400 Color Name Tag Printer
Print high-quality name tags one at a time with this compact, lightweight color printer. Small enough to take anywhere, powerful enough to create photo-quality badges on demand.
Epson PM-400 Color Printer 4x3 Name Tag Stock, Blank
Pre-cut 4" x 3" name tag card stock comes in a pack of 100, eliminating waste and letting you print single badges instantly without using an entire sheet.
4x3 Standard Badge Holder, Magnetic
A budget-friendly vinyl badge holder that features a powerful magnet, protecting clothing while clearly displaying attendee information.
OneWay Stack® Name Tag Organizer, Pack of 2 Cases
This presentation & storage tray makes it easy to transport and display your name tags in a sophisticated, secure, and space-saving manner.
DIY Mid-level: Pre-printed Badges + Name Labels Solution
Perfect for: Mid-size meetings and events, organizations with smaller budgets, healthcare, nonprofits, corporations, and professional groups.
You order pre-printed badges with your logo and event branding, then use a simple label printer to add attendee names on-site. This approach gives you professional-looking badges without needing fancy equipment. Your badges look branded and polished, but you only print names for people who actually show up. Most event planners and volunteers can handle this setup themselves with minimal training.
To Set Up This Solution, We Recommend…
Brother QL820NWBc Wireless Label Printer with LCD Screen
The ultra-compact, wireless label printer helps you quickly produce peel-and-stick name badge labels.
4-1/4" x 6" Standard Event Badge, Branded Blank
Create a professional, branded first impression while keeping the convenience and speed of on-site name printing.
Brother Printer Label Stock, Clear Labels
The continuous roll of peel-and-stick labels works with the printer's auto cutter to deliver custom-height badges, making on-site registration simple and fast for adding attendee names and details.
Blank Cord Lanyard
Color-code different event groups with our vibrant and durable cord lanyards. They're not only a great budget-friendly choice, but they also ship out fast to keep your event planning on track.
DIY Pro: Full-color Plastic Event Badges Solution
Perfect for: High-security clearance events, professional sports organizations, and any gathering where a badge with photos and vibrant color is needed for secure access control.
Our most advanced DIY option gives you the flexibility to print the entire full-color badge on site or save time and ink by ordering pre-printed cards and only adding attendee names and photos as they check in. This powerful setup uses advanced printing technology to create incredibly durable plastic, full-color badges that are difficult to duplicate.
To Set Up This Solution, We Recommend…
Zebra ZC10L
Creates vivid, professional, full-color credentials with photos, logos, and access information as attendees arrive. This allows security to spot key details while keeping registration lines moving fast.
Zebra ZC10L PVC Cards, Pre-printed
A sturdy plastic badge for a premium, enhanced security look. Available in blank or pre-printed.
Custom 1-color Value Lanyard
Get your brand noticed with a simple, 1-color design on our budget-friendly custom lanyards.
Badge Ribbons
Instantly identify security, VIPs, staff, and other key groups with badge ribbons, a simple way to manage access and event flow.
Event Technology Partner Solution
Perfect for: Large-scale conferences, trade shows, seminars, and events that require advanced on-site printing that integrates seamlessly with existing event technology.
This is our most advanced on-site printing solution, designed to integrate directly with your event software. Forget the stress of figuring out complex technical setups. Just confirm our equipment's compatibility with your event technology partner, purchase the products, and let your event tech team handle the rest. This solution provides you with the highest level of efficiency and control for a truly professional check-in experience.
To Set Up This Solution, We Recommend…
Zebra ZD621
This direct thermal printer offers an ink-free approach to on-site badge printing, with multiple connectivity options for smooth network and software connections.
4" x 6" Full-bleed Direct Thermal Fanfold
Maximize branding from corner to corner with premium 4x6 full-bleed direct thermal fanfold paper. Tear-resistant construction eliminates the need for plastic badge holders.
Crisp Color Lanyard
Create branded, full-color custom lanyards to highlight sponsors or extend your brand.
Badge Box
A compact and sturdy accessory designed to save space and efficiently manage fanfold paper, making on-site printing simple and organized.
Find Your Perfect On-site Solution
Schedule a free one-on-one consultation with our Printer Specialist today.
pc/nametag
