When you go to a conference, the first interaction you often have is collecting your name badge. It’s a small thing that has a big impact on everything from first impressions to how well you network. But there is a key decision behind that simple badge: should you print your conference badges ahead of time or use onsite badge-printing equipment? Event planners make big budget savings and reduce queues by simply picking the appropriate badge-printing method for their event. Pre-printed badges vs. onsite event badge printing? There isn’t one way to print badges that works for everyone. The method you choose will impact your workflow, budget, and the quality of your custom badges. It will change the arrival experience and so reflect on the event, overall experience and your brand. You can get pre-printed conference badges made before your event using professional printing services or your own equipment. Designs are finalised, attendee data is combined, and event name badges are made, often weeks in advance. These badges come ready to hand out, sometimes with lanyards and badges already put together. For small events where you know the majority of who will be attending well in advance, this is often the best model. Onsite badge printing is a very different approach. You don’t have to personalise any badges ahead of time; instead, badge-printing equipment at your event prints name badges as delegates arrive, on demand. A name badge printer prints attendees’ credentials in real time as they check in, pulling information directly from your registration system. Understanding how badge printer technology and materials work makes it possible to choose between these two options. Badge printer technologies Several printing technologies are competing for your attention when it comes to event badge printers. Printers that work directly with heat ‘Direct thermal’ printers are a common type of onsite badge printer. They use badge materials that go from white to black when they come into contact with the printer’s thermal printhead. Just heat and paper that has been treated in a special way to react to the heat. No ink, ribbon, or cartridges. These name badge printers are great at printing black on white quickly. They are generally small and fit easily on registration desks, and because they don’t need any supplies other than the badge stock, they’re reliable, and operational costs are easy to predict. What are the limitations of thermal printing? Direct thermal printing produces only black-on-white output. The badge material must already have any logos, branding, or colour-coding on it. The printer can only add names, companies, and job titles for each attendee. Badges also fade over time when exposed to heat or sunlight, which is fine for events that last only one day but not so great for conferences that last several days and where people keep their badges as souvenirs. Thermal transfer printers ‘Thermal transfer’ badge printing machines use ribbons (like a thin plastic film) to transfer ink onto badge materials, giving them more options. This method works with regular paper, synthetic materials, and even some kinds of plastic. What is the main benefit over ‘direct thermal’? You can use regular paper stock, which is much cheaper than heat-sensitive materials. Thermal transfer also makes prints that last longer and won’t fade. Thermal transfer printers print black text with sharp quality but are less suited to images unless they are simply black and white images. Even grayscale images are a struggle for these printers. Having a print ribbon also means you have another consumable to change and keep stocked up on. Inkjet badge printers Inkjet badge printers can give a little more flexibility to your onsite badge printing. Depending on the model of printer, you can print on stock such as ‘Butterfly Peel & Fold Badges’ and may be able to print in full colour onsite, producing bright, full-colour name badges that can be personalised with photos, logos, and detailed graphics. Inkjet badge printers often produce results comparable with pre-printed ones. You can print everything, including artwork onsite so last-minute design changes won’t ruin your event. What are the trade-offs? Inkjet printers can be more expensive to run than thermal printers, mainly due to ink costs, and for the really fast ones that are best suited to onsite use, it can be more expensive to hire inkjet badge printers. Printing speeds are typically slower: 6 to 10 seconds per badge, compared to 1 to 2 seconds for thermal options. Printers that print directly on cards (PVC) Direct-to-card badge printing makes plastic badges that look like credit cards or ID cards for high-end conferences. These printers for conference badges use dye-sublimation technology to print pictures directly onto PVC card stock. PVC badge printers make prints that look great and last a long time. These custom badges can withstand events lasting a lot longer than one day without showing wear. They can also include access-control encoding and give off a high-end, professional look. What are the problems with dye-sub? These name badge printers cost a lot of money, usually between £1,000 and £4,000. PVC card stock costs a lot more per unit than paper badges, and it takes longer to print, usually 30 to 45 seconds per card. You need users who are trained on these printers to set up and run them properly. For most conferences, direct-to-card printing only makes sense if the extra cost is worth it for security, durability, or prestige. The conventional way: Pre-printed conference badges For good reasons beyond tradition, pre-printed badges are still the most common type at many events. The benefits of pre-printing When you don’t have to worry about the limitations of onsite equipment, you can design a lot more. Professional print shops can make name badges for events using methods that no portable badge printing machine can match. These include printing on thicker card stock with metallic inks, speciality papers, textured finishes, die-cut shapes, lamination, and spot UV coatings. These custom badges make a statement that basic thermal printing can’t match for