Badging Stations Requirements
Power - each badging station requires two plug points - one for the laptop computer and one for the printer. Please allow for sufficient extension cables as part of your plan.
Network - we recommend each badging station has hard wired internet - you can order a single hardwired drop from the venue and then use a splitter to divide the connection across multiple stations.
Staff - Each badging station will need a staff member (in case your event utilises staffed registration desks) to operate each laptop - we recommend hiring staff with high computer literacy. Each station will need a seat for the host and a rubbish bin.
Lanyard Storage - Piling lanyards on the desk can be messy and cause them to get tangled. You may want to think about investing in lanyard trees so that they hang nicely.
Registration Flow Management
A few additional points for your team to consider:
Desk Categories - Are you going to split the desks into categories? E.g. have a help desk off to the side or a VIP desk for your speakers/sponsors? If yes, you will need appropriate signage above the desks so that people know where to queue.
Registration Queue Management - How much space do you have in the registration area? You may want to ask the venue if they can supply tensor barriers to help order the queue.
Pre-Registration - Are you going to open a small number of registration desks on setup day for your speakers or exhibitors to collect their badges in advance? If yes, you will need to allow us sufficient time to set up and test the desks before opening these desks.
Walk In Process
The majority of your attendees will have been uploaded to our system before the event - you can continue to amend this list at all times, even when the event is live.
Our platform is also fully equipped to manage on site registrations for walk in attendees, which are flagged in your final data. There are two ways we can manage walk in:
Free Flow Walk Ins - if you’re happy to let anyone in and follow up with them after then you can set up your registration so walk ins can be added at any of your badging stations.
Pre-Qualify Walk Ins - if you want to pre-qualify walk ins or require payment we suggest the following process:
Have a help desk off to the side with one badging station on
If the host cannot find the guest on the system, ask them to go to the help desk
Someone from the team is there to approve the walk in/take payment
The host on the help desk adds them onto the system and prints them a badge
Badging Stations Dimensions
Depending on the specific hardware setup of your event, the registration station will require different amount of space on the desk. Below you can find the badging station dimensions for the three most commonly used hardware setups:
Label Printing Station
Direct Thermal Zebra Station
Direct Thermal Epson Station