Badges on-demand: A game changer for attendees and staff
As my wonderful colleague Brittany Marsala Olson suggested in her recent blog post [March 23, 2017], once you make the transition to badge-on-demand printing, you’ll never go back. I agree so strongly that I decided to rave about it, too! As excited as I am about how smooth the onsite registration attendee experience was, I am even more excited about how this technology changed staff’s experience as well.
1. No more organizing badges onsite – No more badge organizers, no more alphabetizing, no more pulling VIP badges or badges with open invoices, and no more printing badges onsite for last minute registrations. As you might suspect, this saves you A LOT of time to focus on other things – like stuffing registration bags, organizing your daily signage and making sure your speakers have everything they need.
2. No more fussy reprints – Is an attendee’s name in all caps? Was their name misspelled? Did they lose their badge the night before during your awesome welcome reception? Having on-demand badge printing eliminates the hassle of juggling reprints with limited badge stock on a foreign printer and trying to remember which way to load the tray.
3. No more guessing and counting – This one is my personal favorite. When you move to this registration model, you have access to amazing data collected when your attendees check-in. Instead of an attendee walking up to the registration counter and giving you their name, they are given a personalized QR code and registration ID for check-in. Having that assigned information allows the system to track when they check in. This is powerful information when applied to your whole meeting and it gives you important statistics for planning future meetings. You can track how many of your attendees checked in, how many did not and who those attendees are. You can see what date and time registration check-in was the busiest. You can see how many attendees staff assisted and how many onsite registrations you had per hour - which leads me to my next point…
4. No more paper registration forms – With our badge on demand partner, Expo Logic, the kiosks allow for check-in and badge printing for both pre-registered attendees and onsite registrations. This was a huge improvement from last year where staff processed onsite registrations. While it was amazing to have roughly 100 onsite registrations in 2016, it required the use of paper registration forms just to keep the lines moving and staff spending hours processing those registrations so that we could print their badges and assign their registration IDs. With the new setup, registrants entered their own registration information quickly on the self-registration screens and then our system printed and assigned registration IDs for us in real-time, freeing staff to assist registrants with questions.
5. No more data clean-up for badge printers – Our vendor offers integration with AMS or registration systems, which means that your registration information automatically flows to their system for on-demand badge printing. This eliminates the need to pull a final registration report after online registration closes and spend hours formatting your data before sending the information to a badge printer. It also means that the onsite registration and payment data flows back into your AMS or registration system. We were unable to use their full integration this year, so we still had to dedicate time to data clean-up, (as advised by the data expert at Expo Logic, because in his words “garbage [data] in, garbage [data] out”), but the clean-up took place within our registration system. We understand how powerful the full integration is and are excited to see what next year will bring. Regardless, clean-up was much easier than it had been previously and some of the stress was taken out of the process knowing that reprints would be hassle-free.
The badge-on-demand printing service was convenient, seamless and efficient onsite for both attendees and staff and I whole-heartedly agree with Brittany when she said that it is “AN. ABSOLUTE. MUST.” I am excited to continue using this technology and hopefully implementing it for all of our clients!