Guide to Choosing the Participant Badge for Event

21 Feb 2025

Event badges and entry passes are essential in event management, serving multiple purposes such as identification, access control, networking facilitation, and branding. Starting with a channel to relay information to the participant, they provide key details like date, time, and location, ensuring clarity and a smooth event experience. Typically worn by attendees, speakers, staff, and sponsors, these participant badges display pertinent information like names, organizations, and roles, enabling efficient identification and interaction during events. They also assist in regulating access to various event areas, ensuring that only authorized individuals enter specific sessions or zones.

Beyond their functional roles, event badges offer significant branding and sponsor exposure opportunities. Incorporating event logos, colors, and design elements into badge design reinforces the event's identity and professionalism. Moreover, participant badges can serve as valuable real estate for sponsors; placing sponsor logos on badges ensures continuous visibility throughout the event, enhancing brand recognition and providing sponsors with ongoing exposure.

Name cards, entrance passes, tickets and even participation certificates - MittoEvents can provide and automate it all. From traditional printed options to cutting-edge electronic solutions, event participant badges have evolved into versatile assets that add value to any event. Let’s explore how badges can revolutionize your next event with innovative technologies, smart design and personalization.

Event badges come in various types, each with its own advantages and considerations:

Pre-printed badges

Let's begin with Pre-printed badges, which are ideal for multi-day events due to their durability. They can feature lamination, coating, embossing, or other decorative enhancements. For example, lamination, in particular, protects against water damage, which is important to look at if you organize a multiple-day event. Most common size for these is A6 (105x148 mm).

• Using rounded corners when cutting badges helps reduce the risk of peeling. This simple design choice can extend the lifespan of the badge and maintain a polished appearance.
• For extra durability, especially when attaching lanyards, rivets can be used. This was a successful approach in a project for Bank of Latvia, where the badges also had the option to include a photo.

Production Time Constraints: One downside to this printing method is the lead time. Since participant badges need to be printed a few days before the event, last-minute registrants may need label stickers instead of fully printed badges meaning that a label printer will be required at the registration desk. Design wise white label sticker will stand out less if the name part is incorporated on a white background.

Trim/Bleed Considerations: Another challenge is the precision of the cutting process. Due to the movement of the cutting knife, there can be a slight variation of up to 1-2mm in the final cut. Print files should include trim/bleed settings to ensure a clean look. The best practice is to create a design that is 3-5mm larger on all sides, clearly marking the cut zone. Don’t worry - MittoEvents can handle this automatically!

One potential advantage (or disadvantage) is the flexibility in badge size. However, it’s essential to confirm with the print house whether they can accommodate custom dimensions.

Paper badges

Next on stage Paper badges usually are color printed on plain A4 paper, which is a cost-effective and versatile solution, allowing for sponsor placement, agendas, and eco-friendly options like recyclable materials. However, they may require protective sleeves for durability, especially at multi-day events. Lanyards and paper quality also impact their longevity. The most common format for event paper badges is A4 paper, but since badges are typically A6 size, it means A4 sheet contains additional free or unused space. This means that while only half of the sheet is visible when worn, the entire sheet is visible during printing. The unused portion of the sheet is often leveraged for sponsor advertisements, providing an extra branding opportunity.

Advantages:

• No need for professional printing services, eliminating the need for label printers.
• Badges can be emailed to participants, allowing them to print their own and skip registration lines. At large international events, usually 50-70% of attendees arrive with pre-printed badges, significantly reducing check-in congestion. Many event organizers successfully uses this system already for years.

Challenges:

• Registration desk requires one or multiple color laser printers, as inkjet prints may smudge if exposed to water. MittoEvents can provide these printers if needed.
• Standard printers do not offer a cutting option, so a 5mm white border remains around the edges, making full-bleed designs impossible. Yet it can be incorporated into the design, for example, by leaving a white background on all four sides of the A6.
• Protective sleeves are needed:
  • Paper badges can tear when used with lanyards that have metal carabiners.
  • Paper is not moisture-resistant, requiring an additional layer of protection.
  • Solutions: Use cardboard frames, which are more eco-friendly, but for full protection use plastic sleeves.

Digital badges

Digital badges are a sustainable alternative, reducing waste and streamlining check-ins, though they may not suit all audiences.

Their biggest advantage is eco-friendliness, as they completely eliminate paper waste. However, a key drawback is that they are rarely used as a constantly visible badge throughout an event. Instead, they are most commonly utilized as an entry pass or ticket, allowing quick access verification. After check-in, physical badges or wristbands can be issued if needed.

Digital badges can be provided in various formats, including PDF, image with an access QR code, or PKPass, which integrates seamlessly with smartphone wallets—similar to concert or airline tickets.

 

This badge format is a great choice for high-security events, allowing attendees to present their badge along with an ID card without having to wear it around their neck—making it easier to capture event photos without accidentally revealing names and credentials.

Also to improve participant's rights of privacy, we recommend implementing a clear and effective system for identifying attendees who prefer not to be photographed. This can be achieved by using distinctly colored lanyards for those opting out of photos or providing specialized "No Photo" stickers, which we can supply. This approach ensures a seamless event experience while respecting attendees' privacy and preferences.

NB! Additionally, event photographers must be informed about these restrictions so they know what to look out for.

NFC badges

And last, but not least NFC badges provide enhanced security and quick access control but are typically used for high-profile, specific or tech-driven events.

Advantages:

• NFC badges offer exceptional durability, making them a reliable choice in any weather condition—rain, snow, or sun. Unlike digital options, they don’t rely on batteries, and unlike paper badges, they won’t tear or crease.
• However, Near Field Communication (NFC) technology requires close-range scanning (within 2-3 cm), unlike laser scanners that work from a distance.

Additionally, NFC chips are 2-3 times more expensive than printed versions, and the assignment process is more complex. That said, for events that demand high security or premium features, NFC badges are a great choice.

For example, at the event of World Rallycross (WRX) Championship held in Latvia, MittoEvents implemented an NFC-based access control system for all staff and participants, allowing Latvia stage to be one of the first to resume the WRX season during Covid-19 restrictions. Their authorized access zones were managed via NFC wristbands, while organizers had an online centralized administration tool to monitor and control access permissions for specific participant groups or even to individual participants.

 

Another VIP benefit is that NFC chips can be embedded in wristbands, eliminating the need for a separate badge on a lanyard.

NFC technology is a game-changer, especially for outdoor events. Whether it’s a music festival, a beach party, a sports event, or even a corporate retreat in the middle of nowhere, NFC wristbands make access control and cashless payments effortless. Think of them as the VIP pass that never gets soggy—unlike your paper ticket when you inevitably get pushed into the pool at a summer party. No more fumbling for cash with wet hands—just tap and enjoy!

 

 

 

Lanyards are a popular choice for event white-labeling, as they can be customized with logos or other branding elements. For example, with a MittoEvents lanyard declaring ‘Probably the Best Attendee in the World,’ everyone feels a little extra special”. The customization options typically include:

Shape: Round or flat lanyards

Material:

• Ribbed textures
• Solid-color prints
• Smooth CMYK-printed versions
• Woven lanyards (premium option)

Length: Available in different sizes to suit various needs.

Lanyards are more than just a logo display—they work as marketing beyond the event. In photos and videos, they keep sponsor visibility alive long after the event ends. A well-designed lanyard ensures the brand stands out, both in person and in media coverage.