Choosing the Right Credential Printer for Your Next Event

Your next corporate event could be something as simple as a sponsored conference or as complex as an annual global conference. One of the many decisions you must make months in advance is choosing event credentials for attendee access. And depending on the security and technology requirements for your event badges, you'll need the right credential printer.

Here are a few simple steps to help you pick the right event badge printer for your needs.

1. Decide on your security needs

Your event badges are an important tool in security at your event. They control who gets in and where they can and can't go. If you've decided your security risk warrants on-site security staff, you'll need personalized credentials. Attendee badges must allow your security staff to identify a person on the spot and feature security measures that make it impossible to counterfeit.

In this case, you'll need a credential printer that can produce event badges with a photograph ID and a security feature like a chip or QR code.

2. Decide how long your event will last

Most often you can use a small or large badge, plastic or paper, or even a wristband. But if your event lasts three days or more, wristbands won't work. Wristbands damage or break easily and are not all that hygienic after a few days.

Laminated badges are great for events up to a week long, but after a week, they can fold, making them hard to read. Also, humidity can build up between the film and the badge, also making them hard to read.

For any event lasting more than a week, plastic is your best option.

3. Decide how big you want your badges

But first, make a list of everything you want or need on your badges. You'll want first and last name, company, job title, and a photo. Do you need to show authorized zones or privileges on your badges? Will you need a QR code, a magnetic stripe, a chip, etc.?

The more elements you need on your event badges, the larger size you should choose. Try designing different sized badges with the absolute minimum information you need. This will help you choose between a credit card sized badge or one larger.

Most important, however, make sure your security staff can easily read your event badge as attendees pass by at a reasonable pace. You don't want to stop everyone to visually inspect their credentials, causing a bottleneck and irritating your participants.

4. Choose the right credential printer

The first consideration needs to be volume. If you're printing personalized badges at registration, you need aprinter that is both fast and can handle volume. What you don't want are long lines and frustrated attendees, so look for a printer that can handle peak traffic.

Next, look for a printer based on the type of badge your chose:

• Event credentials in plastic badge holders. These are perhaps the most common event badges for large events. Badges are printed and folded into plastic badge holders. Beware using an office printer. Printing in full color can take up to a minute each. When you add in the cost of color ink cartridges and the plastic badge holders, office printers can get a little pricey. If you only have a few badges to print, this might be acceptable, but for larger events, you need a credential printer. In addition, if your badges need security features or technology like a chip, you must use a credential printer.
• Laminated credentials. Another option is to choose a laminating badge printer that places a film over each badge as it prints. While this can be slightly less expensive than badges in plastic badge holders, it might take more time to print than you'd like. Some laminating printers are fairly fast but can put off an unpleasant smell. If you're considering laminating your event badges, visit a showroom like the one at Idesco to try different printers in person before you buy.
• Plastic cards. Plastic cards come in various sizes, are durable, and can come with technology like a chip and antenna. Technology lets you electronically validate badges when they come in contact with a reader, reducing congestion and making it easier for your security staff to manage. Many credential printers can print on one or both sides of the card, encode technology cards with personalized information, and print cards in seconds. There are fewer printers on the market that can handle large-sized event badges, but the ones available will have everything you need.

Final thoughts

Choosing the type of badge to print on and the right credential printer can be time consuming. To make it easier, Idesco has a showroom where you can experiment with different printers. Our experts can help you find the perfect card size and the right printer to go with it. All our badging experts have deep experience with each brand but don't represent any specific one. We simply help you find the right solution for the right price that meets all your needs.

Call one of our experts at (212) 889-2530 and schedule a visit to our showroom today!