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      How could I do onsite printing for my event?

      Ever needed the ability to print on-demand for more significant events that you want a badge? This article will cover a couple of different options.

       

      Printing Equipment Recommendations for Paper Badges

      Badge Printers:

      • Brother QL-820NWB Professional Label Printer (link):

        • Features: Supports various badge sizes and offers high-resolution printing. It connects easily via USB, wireless, or Bluetooth, making it convenient for onsite badge printing.
        • Advantages: Compact, fast, and ideal for bulk printing. Compatible with continuous paper rolls or pre-cut labels, perfect for conference badges.

      • Epson ColorWorks C3500 (link):

        • Features: High-quality color inkjet printer, suitable for vibrant badges with logos and graphics. Offers durable prints that resist smudging and fading.
        • Advantages: Excellent color output, durable prints, and fast printing speed, ideal for multi-day events or trade shows.

      • Dymo LabelWriter 4XL (link):

        • Features: Easy to set up and use, this printer supports printing larger paper badges (up to 4 inches wide) and integrates well with various design tools.
        • Advantages: Fast, reliable, and supports high-resolution printing, making it suitable for medium-sized events.

      Badge Material Recommendations for Paper Badges

      Paper Badge Options:

      • Perforated Badge Paper:

        • Description: Pre-perforated badge sheets compatible with standard inkjet or laser printers. Easy to separate and fits standard badge holders.
        • Advantages: Cost-effective and ideal for bulk printing. Easy to design and print using Microsoft Word or Apple Pages templates.
        • Recommended Brands: Avery 5392 (laser printers, link) or Avery 5390 (inkjet printers, link), both compatible with free templates available in Microsoft Word or Avery’s website.

      • Durable Paper Stock (200-300gsm):

        • Description: Thicker, more durable paper suitable for direct use without a badge holder. Provides a premium feel and greater durability.
        • Advantages: Economical and durable, perfect for multi-day events or trade shows where badges need to withstand wear and tear.

      • Adhesive Name Badge Labels:

        • Description: Quick, stick-on badges available in various sizes. Suitable for quick and easy badge creation.
        • Advantages: Simple and cost-effective, ideal for single-day events where badges do not need to be reused.
        • Recommended Brands: Avery 8395 (link) adhesive name badge labels.

      Badge Design and Printing Using Microsoft Word or Apple Pages

      Designing Badges:

      • Microsoft Word:

        • Use pre-built templates for badges available through Word or create a custom template. Word allows for easy import of attendee data via mail merge, automating the process of personalizing each badge.
        • Steps:
          1. Select a template from Word’s template library or create a new custom-sized document.
          2. Insert text boxes for name, title, company, and any other details.
          3. Add logos, images, or QR codes as needed.
          4. Use the mail merge feature to pull data from an Excel sheet, automatically filling in attendee details.
          5. Print directly to your chosen printer, ensuring settings match the badge paper size.

      • Apple Pages:

        • Similar to Word, Pages allows for easy customization of badge templates. It supports importing attendee data and automating badge creation.
        • Steps:
          1. Choose a badge template or set up a custom layout in Pages.
          2. Add placeholders for attendee information and any graphical elements.
          3. Use the "Merge" function in Pages to import attendee data from a Numbers file.
          4. Print the badges using a compatible printer, ensuring correct settings for the paper size.

      Badge Accessories for Paper Badges

      • Badge Holders: Clear plastic holders to protect the printed paper badges. Choose from standard sizes (3x4 inches, 4x6 inches).
      • Lanyards: Customizable with conference logos or sponsors, adding a professional touch and ensuring visibility.
      • Badge Clips and Pins: Economical options for attaching badges directly to clothing, suitable for single-day use.

      Supplies and Consumables:

      • Ink/Toner Cartridges: Ensure you have sufficient ink or toner for your printers, especially for larger events. Keep extra supplies on hand.
      • Pre-Cut Badge Paper/Labels: Stock up on badge paper or labels in the correct sizes, plus a buffer for printing errors or last-minute additions.