This complete guide covers event badge ideas, essential layout strategies, proven best practices, and guidance on material choices so you can make a great first impression and help attendees connect.

Why Is Event Badge Design Important?

A well-designed badge isn’t just a formality; it plays a crucial role in how attendees experience your event. The best designs will help different attendee types achieve their event objectives. Every choice, from typography to color coding, affects how attendees interact with one another and engage with your programming.

Strategic event badge design solves the following common event challenges:

• Helping Attendees Identify Key Stakeholders: Badges with clear, bold text and role-based color coding make it easier for attendees to recognize speakers, sponsors, and exhibitors at a glance. This encourages more meaningful interactions and helps the right people connect effortlessly.
• Facilitating Conversations and Networking: A well-designed badge includes relevant details like company names, job titles, and QR codes for digital connections. These elements make introductions smoother and help attendees find common ground, making networking more organic and valuable.
• Improving Event Navigation and Session Attendance: Incorporating visual cues such as track labels, agenda highlights, or scannable session access indicators can help attendees easily navigate to the right areas. When badges provide useful information beyond just a name, they become a functional tool for supporting your event flow.

When event badge design elements work together, badges do more than identify attendees; they actively support engagement objectives and a smooth event flow.

Elements of Proper Event Badge Design

When designing your event badges, there are a couple of considerations to keep in mind. Let’s review the main elements your badges should include and tips for implementing them effectively.

Name Display Guidelines

Your event badge design starts with the most important element: the attendee’s name. Typography makes or breaks readability, so font choices and sizing are critical. First names should be visible from 6-8 feet away, using sans-serif fonts like Arial or Helvetica for maximum legibility. To ensure readability, use the following font sizes for name display:

• First names: 24-36 pt font size
• Last names: 18-24 pt font size
• Company names: 16-20 pt font size
• Titles: 14-18 pt font size

Test your designs with both short and long names to maintain readability and a professional appearance. For instance, what works for an attendee named “Bob Smith” should also work for an attendee named “Christine Montgomery-Fitzgerald.”

Color Strategy & Visual Hierarchy

Color makes badges intuitive navigation tools. A well-planned color system helps attendees instantly recognize different tracks, access levels, or roles. However, restraint is key; stick to 4-5 colors to avoid confusion.

Additionally, follow these tips to choose effective badge colors:

• Use high-contrast colors for better readability.
• Keep colors consistent across all event materials.
• Add patterns or icons in addition to color so attendees with color vision deficiency can still tell the difference.
• Match colors to your event or organization’s branding for visual cohesion.

The most important details should stand out immediately, while secondary information remains visible but subtle. This natural hierarchy helps attendees process information quickly, especially in fast-paced networking environments.

Using Badge Back Space

The back of the badge is often overlooked, but it’s valuable event badge real estate. It can serve as an attendee guide by providing quick access to key information or links to digital resources. Smart ways to use the badge back include:

• Add a venue map with key locations marked.
• Offer emergency contacts and help desk information.
• Display Wi-Fi network details to save attendees time.

Link to event resources with a QR code—ideal for FAQs, session guides, or sponsor materials.

QR codes can link to any online resource, so get creative! However, personalize links by attendee type (not individual attendees) for bulk badge production. Use a QR code generator, and then upload the codes into your badge design tool. → IMPORT A LIST – THERE IS A FIELD FOR CHECK-IN CODE – ADD 

Turn attendee QR codes into networking tools by replacing their default check-in code with a link to their social profile, like LinkedIn. Here’s how:

• Collect Data – Add a registration field to capture attendees’ social profile link during sign-up.
• Export Data – Download the list of confirmed registrants and their details.
• Update QR Codes – Copy the social profile links into the “Check-In Code” field. 
• Import & Apply – Upload the updated list to apply the changes.

Now, each attendee who shared their social link will have a badge QR code that works for both event check-in via the Onsite App and networking using a QR code reader from a smartphone.

Engagement Features

Badges can do more than display names; they can spark conversations and encourage participation. Here’s how to make them more interactive:

• Add gamification elements: Hide challenge codes on event badges and provide fun stickers and badge ribbons to reward participation in scavenger hunts or interactive sessions.
• Provide conversation starters: Add icebreaker prompts, industry topics, or interests to help attendees connect naturally.
• Make networking easier: Add a QR code that instantly directs attendees to a LinkedIn profile when scanned with a smartphone QR code reader.
• Incorporate interactive elements: Try scratch-off badges to reveal fun challenges, prize opportunities, or exclusive event perks. Some custom badge printing companies offer this feature—just ask when ordering.

Track how well your event badges spark active participation by evaluating engagement metrics and surveying attendees about how these event badge ideas added value to their event experience.

Event Badge Materials: What Works for Different Event Types

The right materials make badges both durable and functional. While unique options might catch your eye, they often cause printing problems and delays. Stick with materials that ensure clear printing and withstand the demands of a busy event.

Explore the best badge materials by event type:

• Corporate & Association Events: Firm laminate or paper fanfold badges provide a professional look and hold up well throughout multi-day events. Using pre-printed badge stock with on-demand label printing allows for efficient handling of last-minute changes without sacrificing quality.
• Trade Shows & Exhibitions: Exhibitor badges must be durable and easy to scan. Firm laminate badges with QR codes or RFID technology support easy lead capture and exhibitor interactions while maintaining a polished appearance.
• Medical & Academic Conferences: These events require badges that clearly display specialties, certification levels, and QR codes for session check-ins and CME tracking. Double-sided badges can include general event schedules and key learning resources relevant to all attendees.
• Premium & Exclusive Events: For award ceremonies, VIP programs, and high-end networking events, PVC badges provide a polished, high-quality finish while remaining durable. These are ideal for showcasing VIP access and sponsor branding while keeping production practical and scalable.

31 Professional Event Badge Ideas 

Your event goals shape your badge design choices. Here are battle-tested event badge ideas for different professional events:

Corporate Event Badge Ideas

1. The Executive Summit Badge

Foster networking opportunities by displaying detailed attendee information on the front. Add a conversation starter to drive interactions. On the back, provide a QR code linking to speaker bios, post-event surveys, or key resources for continued engagement.

2. The Recognition Event Badge

Celebrate achievements by featuring attendee details and their award category prominently on the front. On the back, provide information about exclusive receptions and key honoree events happening throughout the venue.

3. The Sales Kickoff Badge

Unite sales teams with territory and team identifiers on the front. Add a scratch-off area on the back to reveal team competition details and challenge information, or incorporate a QR code to offer quick access to sales enablement materials.

4. The Annual Meeting Badge

Simplify participation by displaying attendee meeting roles on the front. On the back, include a QR code directing attendees to voting platforms, proxy assignment details, or key governance documents.

5. The Training Program Badge

Encourage professional development by listing certification levels and learning tracks. On the back, include a QR code linking to session slides, key learning materials, or a resource hub for further education.

Association Event Badge Ideas

6. The Speaker Badge

Help speakers promote their sessions by displaying “Ask me about…” below their name on the front, along with session titles and room numbers. On the back, add technical setup checklists and AV team contacts to ensure stress-free presentations.

7. The Exhibitor Badge

Drive engagement with event exhibitors by highlighting the sponsor company’s name, logo, and booth location on the front. Adding key information on the back, like Wi-Fi details or download details for the lead capture system, will save both organizers and exhibitors valuable time. 

8. The Chapter Leader Badge

Identify leaders by including their chapter names and roles on the front. On the back, include a QR code linking to key resources like chapter management guidelines, leadership meetups, policy updates, and direct contact details for association support staff.

Medical & Academic Event Badge Ideas

9. The Medical Symposium Badge

On the front, display attendee details, including specialty and certification level, and a QR code for session check-ins and CME tracking. On the back, include CME credit claim instructions, session evaluation deadlines, or a link to a shared repository with session handouts and speaker slides.

10. The Research Presenter Badge

Help presenters connect with attendees by featuring their names, abstract numbers, and presentation details on the front. On the back, include a QR code linking to digital posters, research papers, or group discussion forums for continued engagement beyond the session.

11. The Medical Exhibitor Badge

Increase exhibitor visibility by featuring company name, logo, booth location, and specialty focus on the front. On the back, include a QR code linking to exhibitor services like lead retrieval support, order forms, shipping details, and venue contacts. 

12. The Clinical Workshop Badge

Highlight attendees’ expertise by displaying specialties and training levels on the front. On the back, include procedural checklists, essential learning objectives, and instructor contact details to ensure participants have quick access to key training resources.

Professional Development Event Badge Ideas

13. The Certification Track Badge

Showcase attendee certification status and area of expertise. On the back, provide a QR code linking to a certification resource hub with study guides, exam schedules, and continuing education materials to help attendees track their progress.

14. The Industry Expert Badge

Spotlight expertise by listing the attendee’s specialty and notable contributions along with their details. On the back, link to industry reports, keynote materials, or expert roundtable schedules to facilitate meaningful professional discussions.

15. The Mentor Match Badge

Clearly distinguish mentors and mentees with role indicators on the front. On the back, include structured networking prompts and a note-taking template when printed on firm laminate or PVC badges, allowing for easy annotations with a washable marker.

16. The Skills Workshop Badge

Indicate skill levels and training tracks on the front. Include session information, equipment access details, and instructor contact information on the back to support hands-on learning and technical skill development.

Networking Event Badge Ideas

17. The Speed Networking Badge

Encourage quick connections by listing attendee details and interests on the badge front. On the back, include a rotation schedule, icebreaker prompts, and conversation starters to help attendees make the most of short networking sessions.

18. The Industry Mixer Badge

Facilitate networking by displaying sector and collaboration goals on the badge front. On the back, provide key networking event details, themed discussion zones, and meetup locations to help attendees easily form valuable connections.

19. The Roundtable Badge

Support discussions by listing an attendee’s topic of expertise on the front. Include table assignments and a QR code linking to relevant session materials or discussion guides on the back to encourage informed and structured participation.

20. The Innovation Forum Badge

Highlight attendee expertise by displaying project focus or technical specialty on the front. On the back, include a QR code linking to an online repository with pitch decks, product roadmaps, or key research findings to foster collaboration and investor interest.

Special Event Badge Ideas

21. The Awards Ceremony Badge

Honor achievements by featuring award categories and honoree names prominently on the front. Include the ceremony schedule, photo session times, and special seating arrangements on the badge back to ensure a smooth experience for awardees and guests.

22. The VIP Experience Badge

Highlight VIP status by showing access levels on the front of the badge. On the back, include a personalized VIP schedule, lounge locations, and a direct concierge contact to offer a premium event experience for these attendees.

23. The Sponsor Recognition Badge

Acknowledge sponsors with tier levels on the front. On the badge back, provide details on networking event access, key exhibitor benefits, and contact information for support services to ensure they can make the most of their investment.

24. The Gala Event Badge

Welcome guests by featuring their names and table assignments on the front. Provide the evening’s schedule, key event highlights, and donor recognition details on the back to help attendees navigate the night with ease.

Conference Management Event Badge Ideas

25. The Event Staff Badge

Ensure visibility by featuring roles and zone assignments on the front. On the back, link to shift schedules, and include emergency contacts and escalation procedures so staff can respond quickly to any event needs.

26. The Volunteer Badge

Clearly identify volunteers with roles and assigned areas on the front. On the back, add a QR code linking to volunteer schedules, task assignments, and a contact list for event organizers to provide support as needed.

27. The Security Team Badge

Mark security personnel with access levels and designated zones on the front. Include emergency response procedures, radio channels, and key contact information on the badge back to ensure efficient security coordination.

28. The Tech Support Badge

Clarify responsibilities by listing roles and service areas on the front. System access credentials and links to troubleshooting guides on the back of the badge will help support staff resolve issues quickly. 

Multi-Day Event Badge Ideas

29. The Conference Track Badge

Guide attendees by featuring their selected tracks on the badge front. On the back, include a QR code linking to a track-specific agenda with session times, room locations, and speaker details to help attendees stay on schedule.

30. The Summit Badge

Control access by featuring clearance levels and attendee categories on the front. Provide key contact information for event support, a QR code for venue maps, and details on exclusive networking areas or VIP lounges on the badge back.

31. The Convention Badge

Show attendee industry and session track on the front. On the back, provide a QR code linking to the exhibitor directory, key networking locations, and important venue services like info desks, lounges, and transportation details.

Event Badge Production Guidelines

With a better idea of the event badge ideas, design, and materials you want to use, the next step is producing your badges. Timing matters when it comes to badge production. Start early enough to allow for adjustments, but remember that event details often evolve, so flexibility is key.

Consider these key badge production tips:

• Pre-print attendee badges for small events 1-2 weeks ahead of time to allow time for delivery and sorting by attendee type and name. 
• Use badge label printing or live badge printing for events with last-minute registrations and walk-ins.
• Test badge designs with sample prints to ensure names, roles, and QR codes are clearly visible and scannable in different lighting conditions.

Event Badge FAQs

Want more help with the end-to-end badge creation process? Get detailed advice on how to effectively manage badge design, printing, and check-in at your next event in this step-by-step guide: Conference Badge Design: Create and Print in 7 Easy Steps. 

Start Creating Professional Event Badges

Now that you’ve explored these event badge ideas, you’re ready to design your own. Think about your specific event needs and choose elements that will create the best experience for your attendees.  

The right badge design tool makes all the difference. EventMobi’s Badge Designer is built for event professionals, making it easy to create professional badges without any graphic design experience. With customizable templates, built-in pre-printed badge ordering, and seamless integration with your registration system, you can generate badges that are accurate, visually appealing, and ready when you need them. Whether you’re pre-printing event badges or printing live onsite, EventMobi ensures a simple, efficient process from design to distribution.

The post 30+ Memorable Event Badge Ideas: The Complete Guide for 2025 appeared first on EventMobi.

From your event announcement to event day, your organization can use this powerful tool to build anticipation and secure the registrations you need for success. In this guide, we’ll review how to harness email marketing leading up to your event.

1. Plan a Strategic Email Schedule

You likely already have a content calendar determining when you’ll post on social media and otherwise communicate with your audience leading up to your event. Look closer at your pre-event schedule and align it with the supporter journey at this stage—which involves deciding to attend your event.

It’s helpful to map the supporter journey on a funnel. Fifty & Fifty’s guide to digital marketing recommends using this structure:

• Awareness is when the audience member finds your organization or, in this case, learns about your event. An email at this stage would be a “Save the Date” message a few months out.
• Consideration is when the audience learns more information about the event, which makes them think about signing up. Emails in this stage would explain appealing aspects of the event a few months before, such as guest speakers and entertainment.
• Conversion is when the audience decides to sign up for the event. Emails in this stage would be in the weeks before the event, incentivizing attendees to register and highlighting why the cause is so important.

Each organization’s funnel looks different depending on your campaign and audience preferences, but generally, you should ramp up your persuasion tactics in your email cadences according to this framework. Create your own funnel by analyzing what strategies have worked in the past, separating them by funnel stage, and placing them on a timeline.

2. Write Irresistible Subject Lines

On average, your audience only reads your emails for nine seconds—meaning you don’t have much time to make a great first impression before readers lose interest. Perfecting your subject lines helps surmount that barrier and keep your audience’s attention. High-quality subject lines for pre-event marketing emails are:

• Personalized. Recent studies show personalized subject lines are more than twice as likely to be opened. Use your marketing platforms to automatically add the reader’s first name to email templates and the subject line.
• Action-oriented. Use eye-catching headlines that inspire your audience to take action, whether signing up for your event or simply reading about your last event’s impact.
• Teaser-focused. Don’t give away all important information in your subject line! Use teaser language, such as “We’ve Got Big News About Our Event!” or “Just Announced: See the New Speakers for Our Event!” so readers click through to the main message.

Like your calls to action, your subject lines should be as direct as possible. Try to keep them under 40 characters so your audience immediately understands what the email is about.

3. Add Interactive Elements

Simply including blocks of text in your email isn’t enough to engage your audience past the nine-second mark. Instead, take your messages to the next level with interactive email elements that inform, entertain, and persuade your audience to sign up. For instance, you might include elements such as:

• Embedded videos of last year’s event
• Clickable FAQ sections
• Links to your website or donation page
• Real-time countdown timers
• Polls or surveys
• Social media sharing buttons
• Place to download your event app

Interactive elements should make your emails more interesting and useful for your audience. That said, don’t clutter your emails with unnecessary elements that could distract the reader from your main value proposition.

Want to create better event experiences for your attendees?

See how EventMobi’s Event App can help you engage your audience at (and in-between!) events.

Watch the Product Tour

4. Prioritize Accessibility and Mobile Users

As a digital marketer, your job is to ensure as many people can access, interpret, and draw meaning from your emails as possible. That’s why prioritizing accessibility for people of all abilities is essential. Here are some accessibility best practices to keep in mind for your pre-event emails:

• Include alt text that explains the purpose of meaningful images. You can leave the alt text blank if it’s just a decorative or stock image.
• Ensure colors contrast well. Colors that blend together can make reading challenging for people with vision impairments. Use a color contrast tool to check if your approach aligns with best practices.
• Properly size text so it’s easy for the audience to read. Also, use legible fonts, such as Arial, Verdana, or Times New Roman.
• Write easily understandable content free of jargon and complicated language. This helps audiences draw value from your emails regardless of their current knowledge of your event or organization. Additionally, consider translating your emails if you have a multilingual support base.

This concept doesn’t end with content accessibility. Your emails should also be accessible on any device, including cell phones and tablets. Ensure your images and content automatically resize to fit the device’s screen dimensions. Some email management systems and event management solutions allow you to preview what your email will look like on phones, tablets, and computers, so double-check that your content is legible and make any necessary adjustments before sending your emails.

5. Test Your Emails

Some emails hit the mark more than others. Your strategy will develop over time, and eventually, you’ll find an approach that best supports your pre-event marketing needs.

To get there, you’ll need to test different tactics to determine which are most effective. A/B testing empowers you to gauge what your audience responds well to so you can always nail your emails. A/B testing works like this:

1. Draft two (or more) emails using different tactics in the subject line, body, and calls to action.
2. Send the emails to different audience members.
3. Track relevant key performance indicators (KPIs), such as open rate and click-through rate.
4. Compare the KPIs of different email campaigns to decide which resonated more with your audience.

If you want to check how effective certain strategies are for certain groups based on their characteristics or motivations, segment recipient groups strategically in step two. For instance, you might test whether younger audiences respond well to emojis in your subject line.

As you craft your email strategy, plan for the next iteration of your event in advance. Keep detailed records in your database so you can build upon this event’s success in the future.

Keeping your attendees engaged in-between flagship events makes event marketing effortless.

Book your demo of EventMobi today to learn how a single, powerful platform can help you keep your attendees engaged and excited.

Book a Demo

The post Crafting Compelling Emails to Engage Your Audience Pre-Event appeared first on EventMobi.

Of course, designing and printing badges can be a logistical challenge—but EventMobi makes it simple. With the Badge Designer, you can create your ideal badge and choose from flexible options: Pre-Printed Name Badges, Badge Label Printing, or Direct Thermal Badge Printing.

Used by agencies, AMCs, associations, and corporate event teams, EventMobi has powered thousands of events by helping organizers print badges faster, reduce check-in lines, and deliver professional, polished credentials.

Whether you’re planning a large industry event or a small meeting, EventMobi provides a streamlined way to create professional-quality name badges without the usual stress. In this comprehensive guide, you’ll learn exactly how to create conference name badges that improve check-in and attendee experience—whether you’re printing them in advance or generating them on-site. We’ll break it down into seven simple steps that any event planner can follow, but first, let’s explore what makes a well-designed conference badge so important.

Why Professional Conference Badge Design Matters

A well-designed name badge does more than identify attendees. It’s a networking tool, a brand asset, and a check-in efficiency tool. When your name badge design is done right, you’ll:

How to Choose the Right Badge Printing Platform

Before diving into the details of different printing methods, it helps to take a step back and consider which name badge printing platform best fits your needs. Think of this as your “pre-step”—choosing the right tools will make everything else easier!

Selecting the right badge printing solution is essential for fast check-in, cohesive event branding, and a seamless attendee journey. With so many options available, how do you determine which platform is best suited for your event? Below, we’ll explore key factors to consider when evaluating conference name badge printing providers.

Key Considerations for Badge Printing Solutions

Before choosing a badge printing method, ask yourself:

• Do you need Pre-Printed Badges, Direct Thermal Badge Printing, or a flexible onsite solution like Badge Label Printing?
• Does the platform integrate with your event registration system for real-time updates?
• Can you customize badge designs easily without external software?
• Does the provider offer self-check-in kiosks for a faster arrival experience?
• Is onsite support available to troubleshoot any printing issues?

Feature Comparison: EventMobi vs. Other Providers

Feature	EventMobi	Cvent (OnArrival)	vFairs	Pheedloop
Badge Designer	Yes, built-in	No	Yes	Yes
Pre-Printed Badges	Yes	Yes	No	No
Badge Label Printing	Yes	No	No	No
Direct Thermal Badge Printing	Yes	Yes	Yes	Yes
Self-Check-In Kiosks	Yes	Yes	Yes	Yes
Onsite Support	Available	Available	Available	Available

Why EventMobi is a Strong Choice

EventMobi stands out because it provides a complete solution for both name badge design and printing—whether you need pre-printed badges, direct thermal badge printing, or badge label printing for last-minute updates. Unlike other platforms that may require external tools or lack real-time personalization options, EventMobi integrates everything in one streamlined process.

Making Your Decision

Choosing the right badge printing solution depends on your event’s size, level of customization, and check-in process.

• If you’d like badges prepared before the event, Pre-Printed Badges offer professional quality and are available for attendees the moment they arrive.
• If you anticipate last-minute changes or walk-ins, Badge Label Printing lets you customize names instantly.
• If you want full flexibility, Direct Thermal Badge Printing gives you complete control over personalization at check-in.

By evaluating these factors, you can find the right badge printing solution for your event. EventMobi provides all three methods, ensuring you have the right option for any scenario.

Ready to streamline your badge printing process?

Book a Demo Today to explore EventMobi’s full range of solutions.

Book a Demo

Now, let’s break down how to create conference name badges that are both functional and professional.

Step 1: Choose Your Name Badge Printing Method

Before designing your conference name badge, decide how you’ll print it. Your printing method affects materials, customization, and budget. Choosing the right approach will determine how efficiently attendees check-in and how polished their badges look.

Available Name Badge Printing Methods:

• Digital Name Badges (No Printer Required!) – Eco-friendly and perfect for internal meetings or tech-driven events.
• DIY Pre-Printed Name Badges – Budget-friendly but time-consuming for event planners.
• Professionally Pre-Printed Name Badges – Best for high-quality, fully branded badges printed in advance.
• Badge Label Printing – A combination of pre-printed blank badge stock with attendee details printed on-demand onto labels.
• Direct Thermal Badge Printing – Full flexibility for real-time badge printing at check-in with fast, professional badge printing kiosks.

Digital Name Badges (No Printer Required!)

If you want the easiest, most eco-friendly option, digital badges are the way to go. These badges are displayed within the Attendee Portal and the Event App and eliminate the need for printing altogether. Each attendee gets a unique QR code tied to their registration, making check-in fast and hassle-free.

Best for:

Tip: Always test QR code scanning in different lighting conditions before your event. Prepare a backup system by enabling manual attendee search at check-in or keeping spare devices ready for those who encounter technical issues.

DIY Pre-Printed Name Badges

With just a computer and printer, you can design, print, and assemble name badges in holders yourself. This works well for smaller events and saves money, but sorting and distributing badges can become overwhelming as attendee numbers grow. 

Best for:

Tip: Avoid DIY printing if your event has more than 50 attendees—sorting through alphabetized badges and printed lists at check-in can slow down the process.

Professionally Pre-Printed Name Badges

Consider pre-printed conference badges if you want polished, professional-quality name badges with minimal work upfront. Some event technology providers, like EventMobi, offer pre-printed name badge ordering as a service, allowing you to design, order, and receive high-quality badges with just a few clicks. 

Best for:

Tip: You can also pre-print branded badge stock in bulk to cut costs, then personalize onsite by adding attendee details with Badge Label Printing (more on this next!).

Badge Label Printing

Need flexibility with a professional look? Badge Label Printing is the most affordable onsite solution, combining pre-printed badge stock with attendee detail printing at check-in. It also supports custom label sizes and multi-label printing, balancing pre-event preparation with real-time personalization.

Best for:

Tip: Badge Label Printers aren’t just for name tags—use them to print table name cards, speaker badges, or on-the-spot access credentials. Trusted label printers, like the Brother QL-820WNB, produce sharp, professional-quality printouts every time.

Direct Thermal Badge Printing

Direct Thermal Badge Printing creates badges in real-time as attendees check in, giving you flexibility for large events that need custom badges on demand. While this method ensures each badge is customized correctly, it is also the most expensive and complex printing option.

Best for:

Tip: Direct Thermal Badge Printing works best when supported by onsite staff to assist with troubleshooting and guide attendees through the process.

Step 2: Select Your Badge Material

Your conference name badge material determines whether it stays readable and professional-looking throughout your event or looks like it barely made it past check-in. With so many options—from sturdy cardstock to laminated finishes—choosing the right one impacts durability, print quality, and attendee experience. Let’s break down the materials that balance practicality, cost, and that all-important “wow” factor.

Digital Badge Access

Skipping physical badges altogether? All you need to do is make sure attendees can easily access their digital badge before the event day.

• If using an event app, direct attendees to their profile for badge retrieval
• If sending via email, distribute QR codes 48 hours before the event
• Set up well-lit check-in stations for error-free scanning

Tip: Consider using an Event Check-in App like EventMobi’s, which easily scans QR codes in any lighting condition.

DIY Pre-Printed Name Badge Materials

Creating and printing name badges in-house helps reduce event costs while still delivering a polished, professional look. These tried-and-tested materials will help you achieve great results with standard office equipment:

• Pick 32lb bright white paper for best results or Avery 5392 Name Badge Inserts for crisp text and clean edges. 
• Using an inkjet printer? Opt for HP Premium 32 or Hammermill Premium paper. 
• Protect your badges with durable plastic event badge holders to prevent wear and tear. 

Tip: Quality materials make a big difference in badge durability and appearance. Premium paper and professional holders cost a bit more upfront, but prevent that dreaded “homemade” look that can undermine your event’s credibility.

Professionally Pre-Printed Badge Materials

When you’re ready to elevate your badge game, professional pre-printing opens up a world of premium material options that simply aren’t available for in-house production. Consider these choices for high-quality pre-printed conference badges:

• Select 16- or 20-pt cardstock to prevent bending and creasing
• Opt for laminated badge stock for added durability and a premium feel
• If sustainability is a concern, recyclable paper options provide an eco-friendly alternative

Badge Label Printing Materials

Badge label printing strikes that sweet spot between flexibility and sophistication. Success hinges on choosing labels and badge stock that complement each other perfectly. These proven supplies consistently deliver results that will impress your attendees:

• Use Brother DK Series badge labels for sharp, smudge-free printing
• Stick to a standard 2.4” x 3.5” label size for compatibility with pre-printed badge stock
• Opt for professional-grade badge stock from trusted vendors like EventMobi for a sturdy, high-quality appearance

Tip: White badge labels can be used to create peel-and-stick name tags with your Badge Label Printer—no badge stock or Sharpies required! It’s a smart way to make the most of your hardware investment when your annual program includes smaller events over the year. 

Direct Thermal Badge Printing Materials

Direct Thermal Badge Printing requires materials that can handle fast, on-the-spot printing while maintaining high print quality and durability. The right stock ensures clear printing, durability, and a premium-looking finish:

• Two-sided fanfold blank badges are the most common choice
• Laminated badge stock adds durability but comes at a higher cost
• PVC badges are highly durable but less eco-friendly

Tip: Direct Thermal badge printing is usually offered as a fully managed service because of its complexity. Vendors like EventMobi can recommend the best material choice based on your event’s specific requirements and sustainability goals.

Lanyard and Attachment Selection Guide

From keeping badges visible to matching your brand colors, lanyard choice impacts both function and style. Your attachment selection can make or break the badge-wearing experience throughout your event. Choose wisely because comfortable, secure badges mean happy attendees who can focus on your event instead of fidgeting with their credentials.

Lanyard Options:

Different types of lanyards offer various benefits depending on your event needs, branding goals, and attendee experience:

• Standard Polyester Lanyards are cost-effective and available in a variety of colors to match event branding
• Bamboo or Recycled PET Lanyards are an eco-friendly option for events focused on sustainability
• Printed Custom Lanyards allow for branding with logos or sponsor details to increase visibility

Attachment Options:

Choose your badge attachment based on how you want badges to display and the type of badge material you’re using:

• Alligator Clips (also known as Double-Ended Clips) prevent badges from flipping, keeping names visible at all times
• J-Hook Clips allow single-sided badges to flip, making them harder to read. They work best for double-sided badges where visibility isn’t an issue
• Universal Card Clamps are designed to secure premium badge materials while preventing damage
• Bulldog Clips are a strong and durable option suited for heavier badge stock or laminated badges

Tip: Before you place a bulk order, get samples! Try out different lanyards and clips with your badges—you’ll see how they look and feel and avoid unwanted wearability issues.

Step 3: Pick Your Badge Size

Getting your badge size right affects how well people can read them and how comfortable they are to wear. While custom sizes can be tempting, standard dimensions are the best choice for compatibility with badge holders and printing formats.

• Pre-printed badges are commonly 4” x 3”, a standard size that balances readability and convenience. If you require additional space for sponsor logos, networking prompts, or attendee insights, a 4” x 6” format provides more flexibility
• Direct Thermal Badge Printing allows flexibility, but commonly sticks to 4” x 3” or 4” x 6” sizes
• Badge label printing requires labels that match the pre-printed stock to maintain a professional look

Tip: Need to manage VIPs and tiered access levels? Go for bigger badges, as they make it easy for your event team to spot who can go where without squinting or stopping the flow of traffic.

Curious to learn how other planners approach their badge material, size, and printing method selection process? Watch the video below to learn how Hannah Gomes from the Independent Natural Food Retailers Association made her decision (and the results!).

Step 4: Choose a Conference Badge Design Tool

You shouldn’t have to be a graphic designer to create beautiful event badges. Look for badge design tools that integrate with your registration system, offer customizable templates, and make it easy to export designs properly formatted for printing. Whether you need pre-printed badges or want to print onsite, your software should simplify the process.

Best Tools for Event Badge Design:

• EventMobi Badge Designer: Designed for event professionals, it streamlines badge creation with customizable templates, built-in pre-printed badge ordering, and seamless integration with your registration system for real-time updates and bulk printing.
• Adobe Creative Suite: Powerful but complex. Illustrator and InDesign offer full creative control but require manual data entry, a steep learning curve, and no integration with registration systems.
• Canva: Easy for simple designs but lacks event registration integration, batch processing, and high-quality print settings—making it impractical for large-scale badge printing.

Step 5: Event Badge Design

Essential Conference Badge Design Elements

A well-designed badge isn’t just for identification—it helps attendees connect and reinforces your event’s branding. The best conference badges are easy to read, visually appealing, and include only the most important details. A clean layout makes names stand out, gives your branding a polished look, and keeps key information accessible without overwhelming the design.

Visibility and Clarity

Attendees should be able to read a badge at a glance. The font size, contrast, and positioning of text all impact readability:

• Use bold, sans-serif fonts like Arial or Helvetica
• Stick to black or dark text on light backgrounds for maximum contrast
• Ensure font sizes are large enough to be read from at least six feet away

Name Display Hierarchy

• First name should be the most prominent text on the badge
• Last name should be large but slightly smaller than the first name
• Company name and job title should be positioned below the attendee’s name in a readable, smaller font

Tip: Before you finalize your badge design, print a few test badges and check them in different lighting and at various distances. This helps make sure names, job titles, and other important details are easy to read during the event.

Smart Information Layout & Branding Elements

Badges should be informative but not overloaded with unnecessary details. The most important details should stand out immediately, while logos and colors should enhance, not overpower, the design.

• Avoid cluttering the badge with excessive branding elements
• Use white space strategically to ensure key information stands out
• Ensure branding complements readability; sponsor logos shouldn’t overshadow attendee details

Front of Badge

• Prominent attendee name and company
• QR code for check-in or networking
• Event branding elements
• Role or attendee type (VIP, speaker, exhibitor, etc.)

Back of Badge

• Event schedule highlights (Keep this concise; provide a QR code linking to the full agenda instead of squeezing too much onto the badge.)
• Wi-Fi credentials
• Event App download QR code
• Venue map or emergency contact info

Tip: Don’t waste prime real estate! Use the back of the badge to showcase essential event details—anything that keeps attendees informed without stuffing their pockets with paper.

Attendee Differentiation & Networking Features

Badges do more than just display a name—they make it easier for attendees to connect and engage. Clear labels, color coding, and icons help people quickly recognize whom they need to meet. These elements help distinguish different roles and make it easier for attendees to identify key contacts at a glance.

Attendee Differentiation: 

• Color Coding: Assign colors for different attendee categories (speakers, VIPs, exhibitors, etc.)
• Badge Ribbons: Use ribbons to indicate status or access level
• Icons or Symbols: Small icons can denote roles (e.g., microphone for speakers, handshake for sponsors)

Networking Enhancement Features: 

• “I’m Here For” Fields: Allow attendees to share networking goals
• Industry or Expertise Areas: Helps match attendees with similar interests
• Social Media Handles: Add LinkedIn or X for easy digital connections
• QR Codes: Link to attendee profiles or digital business cards

Tip: To personalize badges at scale, add custom fields for attendee roles, networking interests, or social media handles directly into your registration forms. This ensures that all relevant details flow automatically into your badge design, making bulk design and printing effortless.

Curious to see how a purpose-built conference badge design tool works? Check out this video to see how the EventMobi Badge Designer can help you create perfect event badges in seconds.

Step 6: Executing Badge Production Without a Hitch

Your badge design is finalized, but now it’s time to make sure everything prints correctly, arrives on time, and is ready to go. Each badge production method requires a different workflow to prevent errors and delays.

How to Set Up a Flawless Badge Printing Workflow

The perfect badge printing process starts with careful planning and organization. Before printing, confirm that all attendee data is accurate, test your equipment, and have a plan for handling last-minute changes: 

Pre-Printed Badges: Order at least seven days before the event, verify attendee lists, and run a print test before finalizing. Organize badges alphabetically for quick check-in.
Badge Label Printing: Ensure all pre-printed badge stock is compatible with your label printer. Have extra rolls on hand and test print settings in advance.
Direct Thermal Badge Printing: Set up backup printers, power sources, and internet connections to prevent delays. Test the system with sample attendee data before doors open.

Tip: Assign a dedicated staff member to oversee badge quality control. They should verify attendee lists, check for formatting inconsistencies, and troubleshoot potential printer malfunctions before full-scale production starts.

Avoiding Common Badge Printing Mistakes

Even with the best planning, last-minute issues can still pop up. Avoid check-in headaches by tackling these common badge printing issues before they become a problem:

Misspelled names? Print a test batch and spot-check for errors before mass printing
QR codes not scanning? Test with different devices before printing 1,000+ copies
Smudged ink or misaligned prints? check printer settings and material compatibility ahead of time

Tip: Order 5-10% more badge stock than your total number of registrants to allow for walk-ins, name corrections, and unexpected changes.

Need a stress-free way to manage badging?

Watch the EventMobi Product Tour to learn how to create the best guest arrivals experience for your attendees.

Learn More

Step 7: Check-In That Wows Attendees

Check-in is attendees’ first interaction with your event, setting expectations for the experience ahead. The badge pickup process should be efficient, intuitive, and welcoming, reducing wait times and making guests feel valued from the moment they arrive. 

How to Make Badge Pickup an Experience (Not a Hassle)

Your goal should be to keep lines moving and prevent bottlenecks. Clear signage, easy-to-follow instructions, and having enough staff on hand ensure attendees get their badges quickly and can move on to enjoying the event. 

Turn check-in into an interaction: Instead of a long lineup, let attendees scan a QR code to print their badge or offer a concierge-style welcome for VIPs.

Create multiple pickup options: Offer early badge pickup, VIP fast lanes, and self-service kiosks for attendees who prefer to skip the line. Have a backup desk for badge reprints or attendee data changes.

Design check-in for flow: Set up clear signage, digital queue updates, and separate lanes for pre-registered attendees vs. walk-ins. Pre-check QR codes before attendees arrive to reduce scanning issues and keep a few generic badges handy for unexpected VIP guests or last-minute speaker swaps.

Tip: If your event has major sponsors, consider a branded check-in area with sponsor visuals displayed on Direct Thermal Badge Printing kiosks.

Final Takeaway: Think Beyond the Badge

A great badge isn’t just an ID—it’s the first step in creating an exciting, engaging event experience. By thinking about how attendees receive and use their badges, you can turn check-in into a moment that sets the tone for everything ahead.

Conference Badge Design FAQs

Need more help navigating your badge design and printing options?

Book your EventMobi demo today for expert advice and learn how EventMobi can help you create the right check-in experience for your events.

Book a Demo

The post Conference Badge Design: How to Create and Print in 7 Easy Steps appeared first on EventMobi.

Branding and customization deliver more than just a good looking event app; they help set the tone and feel of the event and engage attendees with the content you’re sharing. Appealing to the senses of your audience can help encourage attendees to interact with the app, and create a connection between them and your brand or event theme. And it all starts with the event app home screen design.

The home screen is one of the first things that your attendees see when they interact with your event app. This means that setting a good first impression is critical to your app adoption. To help you create an incredible event app that will give that ‘wow’ factor for your attendees, we’re sharing a few suggestions and best practices when it comes to customizing the event app home screen.

What To Consider for Your Event App Home Screen Design

While EventMobi’s event app offers default home screen images (i.e. image widgets), creating your own custom images can make all the difference when it comes to creating an impactful impression and brand connection with your event attendees. The goal of image widgets is to connect your attendees with relevant content. This is done by linking the widgets to specific sections in the event app or external websites. Creating visually appealing images will help to capture the attention of your attendees and prompt them to interact with the app. You want to enable them to get the information they need as easily and quickly as possible or promote content that you want them to see.

To establish a cohesive experience, we recommend working with a graphic designer to create custom images that will reflect your company brand or event theme.

For EventMobi’s event app, to ensure the images are optimized, you’ll want to take note of the following parameters for web-based images:

• Pixels Per Inch (PPI): 72
• Colour Profile: RGB
• Size: 16 MB

Our image widgets are available in three default size options depending on your preference:

1. 300 px Wide by 250 px High
2. 600 px Wide by 250 px High
3. 600 px Wide by 500 px High

If you don’t have access to a graphic designer or someone with design abilities,  EventMobi provides design services as part of our professional services offerings. 

Customizing Your Event App Home Screen Images

Once you know the framework for the images you will be creating, it’s time to start thinking about your overall design theme.

One of the first things you’ll want to consider, and arguably one of the most important factors of the home screen, is establishing a color theme that aligns with your event. Selecting the right colors will help catch the eye of your attendees and define your brand.

The next consideration should be the types of image widgets you want to use. Each widget should serve to promote your brand, while also indicating the content that it will direct your attendees to. Considering things like font styles, icons, and graphics all contribute to the overall aesthetic you’re looking to establish.

To give an additional ‘wow’ factor, consider using a series of smaller widgets that make up a whole image on the home screen.

Using gif files will also bring the event app home screen images to life.    

For more event app design inspiration, check out these examples from EventMobi clients.     

Thinking Outside the Box

To create an event app that’s truly unique, a popular option with EventMobi’s clients is our Advanced Designer feature. It allows you to incorporate custom CSS to really bring your vision to life. CSS can be used to make changes to the overall style of the event app, including changing the shape, style, and spacing of home screen widgets and/or incorporating a background image to further emphasize your event brand.

Knowledge of CSS and design will be needed in order to make these types of changes, so you’ll want to make sure that you have a team member who’s familiar with these concepts. If you have the vision but lack the skills to make it a reality, consider our design service options.       

In Conclusion

While design and branding may not be the first reason you choose to use an app at your event, it can play a very important role in user adoption and the ways attendees interact with your content. Having a well-designed event app home screen design can create an inviting space where users are encouraged to click into various sections of the app and review important details and information. Whether your design approach is rooted in minimalism, a love for color, or interesting graphics, the home screen is the foundation of setting the tone and feel for your event.

Related Resources:

Experience Design: A Complete Guide to Creating Memorable Events

6 Amazing Event App Designs to Inspire you

Designing Great Events: Tips from CSE Live

Recommended Resource: Are you looking for cost-effective, easier ways to build and manage your events? Watch 8 short videos to learn how to deliver events in any format that engage attendees and offer sponsors more value—no matter your team size or budget!

Watch Now

The post EventMobi Best Practices: Event App Home Screen Design appeared first on EventMobi.

Your agenda is arguably one of the most important areas of your event app because it allows you to share critical details about event sessions and activities. A well-organized and detailed agenda can make all the difference in how attendees find their way to your sessions, and how they will engage within them. Here are five ways to get the most out of your event app agenda:

1. Create tracks to help attendees find the sessions that are of most relevance or interest to them.

Tracks can bring ease of navigation to the event agenda by outlining the types of sessions or activities available by topic. A better way to think of tracks is as a means to categorize your sessions and activities outside of date and time. This makes accessing information not only easy but also intuitive to your attendees.

When creating your sessions and deciding which tracks you should create, consider the following:

1. Is there an overarching category that a series of sessions can be organized into?
2. How would you expect to search for and/find sessions in the agenda?
3. How can you make navigating to the content easy and intuitive for your attendees?

Here are a few interesting ways that our customers have used Tracks to organize their sessions in the past.

2. Create personal schedules to outline what sessions or activities an attendee is expected to participate in.    

Personal schedules within the event app help to define what sessions or activities an attendee is expected to be present for. This feature helps to make communicating any session requirements very clear, especially when it comes to:

• Qualifying for continuing education credits
• Sessions with a set capacity
• Private sessions only available to select attendees

Attendees can access their personal schedules from the right-hand menu of the EventMobi app, known as the Attendee Dashboard. If personal schedules apply to all of your sessions then you may want to consider creating a Link section type that will bring users directly to this area of the dashboard. In this case, you may also opt to disable the option for attendees to add and remove items from their schedules. You’ll find this option available within the Settings area of the Sessions Library.

Recommended Resource: We’ve put together a selection of amazing event app designs to inspire you. Check out the best event app designs we’ve created for our clients!

3. Establish roles to display who is facilitating your sessions.

Roles help to identify who’s involved in making the session happen. This can be used to identify people who are facilitating, presenting or sponsoring the session. A few common roles that we see are:

• Speakers
• Moderators
• Panels
• Sponsored by

Roles can be assigned to any attendee profile, so you’ll want to make sure that you have added this content to the People library before assigning roles to sessions. In the event that you are looking to use roles to highlight your sponsors and partners, you will want to consider creating a profile for these companies within the People library in addition to the Companies library.

4. Engage the audience using live polls and Q&A.

Incorporating audience response features into your sessions can help increase engagement by making your attendees active participants in the content that is being shared through your event app.

Live polls are a great way to pulse check the audience, gather popular opinions, or allow voting during a session. Attendees will find the live poll feature available within the session details and can submit their responses in real-time. The results can then be displayed live to the audience.

Alternatively, you can allow the audience to connect with your speaker by enabling our Ask a Question option. This feature allows the audience to reach out to the speaker with questions they have related to the topic or content.  Questions are gathered anonymously from the app and encourage even the shiest of personalities to contribute and participate. These questions can then be upvoted and/or displayed to the audience.

5. Share resources related to the session content.

Don’t let the knowledge sharing stop when the session ends. Including resources such as documents and external links to provide attendees with additional information on the topic at hand can offer them something to reference after the event has ended. Making this content available at the session level keeps all relevant information easily accessible to the attendee from a central area.

To make gathering these resources a breeze, use the self-edit email option for any profiles you have assigned the role of Speaker to. Using this option they can add any relevant powerpoint slides, documents or links to the session details as they update their profile details.

In Conclusion

Getting the most out of your event app agenda doesn’t mean that you have to use every feature available. Knowing your audience is key when it comes to deciding which options will be best suited for your specific event. Keeping in mind your overall event objectives, and maintaining a focus to offering an intuitive flow in accessing session content is what will allow you to pick and choose the features that will add the most value for your attendees. We hope that some of these suggestions have helped to show you the possibilities available, and in shaping the event app experience that you wish to share with them.

Recommended Read: Learn how to determine which event app is the best for your needs

The post EventMobi Best Practices: How to Get the Most Out of the Agenda Feature in Your Event App appeared first on EventMobi.