ReviewPre-Printed Event Badges vs On-Demand Event Badges: Which One Is Better for Your Event?June 13, 2025

Event badges may seem like a small detail, but they are crucial for an enhanced attendee experience. They are the first thing attendees touch upon arriving at an event, making them part of the initial event experience moment.

But, which type of handling badges to choose for your events: pre-printed badges or on-demand printing?

In this blog post, we compare pre-printed vs on-demand badges and go deep into their benefits and drawbacks. We also share some tips on how to make the right choice by exploring the things you should consider when selecting the ideal solution.

Let's dive in!

The Importance of Badge Printing for Events' Success

Event badges can make or break your check-in experience, resulting in long waiting lines, delays, and stressed staff. In short, they define the overall experience, directly impacting the events' success.

Here's why badges are important for every event, be it with 100 or 5000 visitors:

• Enhanced networking due to clearly displayed attendees' names, companies, and other details.
• Improved attendees' experience by ensuring quick and smooth check-in.
• Increased security and easier keeping track of attendees.
• Quick contact detail sharing

If you thought badges are simply name tags, you're wrong.

Nowadays, attendees expect a frictionless experience when claiming their badge which means no-queue, no-look-for-your-badge-forever, no-missprints or no badge, or even worse - handwritten badges.

From on-demand badge printing kiosks to QR code integration, the process of badge design and printing has leveled up, making these overlooked items essential for running a contemporary, smooth event.

Types of Badge Printing Solutions Today

Event planners nowadays use either pre-printed badges or employ on-demand badge printing. Both badge printing solutions have their advantages and disadvantages, which helps planners decide which one to use.

Before we go on to compare them, let's briefly explain what they represent.

What are pre-printed badges?

Pre-printed badges are printed in bulk ahead of time. They are seen as cost-efficient, especially for smaller events, and convenient since they are printed in advance. They are also an easy solution from a tech point of view.

What are on-demand badges?

On-demand badges are printed at the time of request, upon attendees' check-in. They can be personalized and printed as needed, allowing for great flexibility such as last-minute changes and personalization.

Pre-Printed vs On-Demand Badges: Detailed Comparison

Choosing one badge printing solution over the other can be quite difficult since they both have their pros and cons. To help you select the perfect option for your event, we've broken down both solutions according to pre-defined criteria.

🔹 Pre-Printed Badges:

• ✔ More badge sizes to choose from
• ✔ Easier with colored design.
• ❌ Can lead to wasted badges from people who didn't show up.
• ❌ Less flexibility for last-minute registrants.
• ❌ Sorting and logistics can be time-consuming.

🔹 On-Demand Printing:

• ✔ Attendees don't need to wait in lines for someone to hand them a badge.
• ✔ Print badges only for attendees who arrive at the venue.
• ✔ Supports last-minute registrants & walk-ins.
• ✔ Easy to change in case of printing mistakes.
• ✔ Reduces pre-event workload.
• ❌ Setting up hardware.

Preparation Time

Pre-printed badges require some time to be reconciled, alphabetized, and sorted prior to the event.

Although time-consuming, these tasks can be done before the start of the event, so you are ready at the check-in counter. However, looking through all the badges to find the right one for each attendee as they arrive takes more time, potentially resulting in check-in delays and queues.

With on-demand badge printing, you only need to install the software on tablets, connect the printers and that's it - attendees can already start the check-in and on-demand badge printing. And, that's the only time you spend on this as you don't need to deal with sorting and manually searching for the right badge for each guest.

The winner: On-demand badges lead the way as with a single-time setup, thousands of attendees can easily register and print their badges.

Check-In Time

Pre-printed badges require more time to find and hand them over to each attendee which usually creates confusion when larger groups arrive at once. Not having enough staff processing attendees leads to long lines at the venue entrance.

Print-on-demand badges allow your staff to register guests with a quick QR scan, offering a fast check-in process, without long lines of guests impatiently waiting to enter the venue.

The winner: On-demand badge printing leads the race with its fast, one-step check-in process.

Attendance Rate Tracking & Reporting

Keeping track of the attendance rate with pre-printed badges is easy but time-consuming, especially if it's a large-scale event, as you need to count the unclaimed badges.

On-demand badges, as a digital solution, allow you to keep track of attendance rate in real-time. You get a report on the number of attendees live and know exactly and at any moment who came and who didn't without spending time on manual work.

The winner: Print-on-demand badges, with their real-time, highly accurate, instant reports.

Registration Date Limit/RSVP

When using pre-printed badges, you need to create an RSVP date range so that you have time to prepare all badges in advance.

With on-demand badges, you don't need to limit the registration period. This printing solution allows you to upload the guest list right before the event. It also allows for last-minute changes and printing badges only for the guests who arrive at the event.

The winner: On-demand badges, thanks to their flexibility in registration and last-minute adjustments.

Flexibility

Pre-printed badges have a standardized design and don't allow for last-minute changes. So, in case of errors or lost badges, you must be prepared with some extra blank badges that you will have to populate manually.

Using on-demand badges allows for stress-free last-minute changes. You can edit the attendance list and even add unexpected walk-in guests to it easily. Simply add/edit and print out the badge.

The winner: On-demand badges win again, thanks to being effortless to adjust at the last minute, allowing you to be prepared for any unexpected situation.

Pre-Printed or On-Demand Badges: 9 Factors to Consider When Choosing

Deciding between pre-printed and on-demand badges can be tough given that they both have positive and negative sides.

Here are 9 things to take into account when choosing the right badge printing solution.

1. Size of event

Pre-printed badges are best for smaller events of up to 100 attendees with fewer last-minute cancellations or registrations.

On-demand badges with QR check-in, on the other hand, are best for any size of events including larger (100-1000 attendees) ones since they tend to have many walk-ins and last-minute changes.

2. Venue Layout

Pre-printed badges are most suitable for small to medium-sized venues with a single, centralized entrance, whereas print-on-demand badges are best for larger and multi-entry venues.

3. Internet and Power Access

When choosing between these two badge printing solutions, consider internet and power availability at the venue (or check-in desk). If it's limited, it's best to go for pre-printed badges.

4. Branding and Personalization Requirements

For events with uniform badges containing standardized information, pre-printed badges are the best choice.

But, for events that require personalized and branded badges with custom fields or QR codes, on-demand badges work best.

5. Budget

The budget you have at your disposal plays an important role in selecting a badge printing solution.

If you have a limited budget, go for pre-printed badges. When printed in bulk they are more affordable than on-demand badges. However, if you can afford to spend more for compelling, custom badges, choose the on-demand badge printing option. They're not only appealing but also eco-friendly as they reduce paper waste and save money by avoiding printing badges for people who don't show up at your event.

6. Staff Availability

If you don't have enough staff available, it's best to use on-demand badges at check-in with a self-service kiosk like Agorify's Kiosk. This will reduce the burden and prevent creating queues at the entrance. But make sure your staff is trained in using the tech.

On the other hand, if you have enough staff and lack printing technology, pre-print the badges and distribute them efficiently for a smooth check-in process.

Industry Trends 2025

Lastly, consider the current industry trends to align with audience preferences.

• Contactless check-ins. A convenient solution that allows effortless registration, leading to higher attendee satisfaction. QR code scanning is the preferred method among attendees.
• Personalized badges. Attendees want unique badges that don't just feature their name, but also their organization and job title.
• Eco-friendly badges. Sustainability is in the focus of the event industry, with organizers focusing on eco-friendly solutions like recyclable badge stocks, and on-demand badge printing.
• Real-time reporting. Badge printing systems must synchronize with report dashboards for attendance analytics.

Pre-Printed vs On-Demand Badges: Final Thoughts

Selecting the ideal badge printing solution can be quite difficult because there's no one-size-fits-all answer. It all depends on your event's size, location layout, budget, staff availability, and a few more factors unique to each event you organize.

Those looking for an affordable solution for smaller events may find pre-printed badges the right badge printing option. However, those seeking a more efficient and cost-effective solution for larger events which offers a faster and less stressful check-in process, may find on-demand badge printing most suitable.

When comparing pre-printed vs on-demand badges, consider the factors listed above. After all, the most important thing is to deliver a smooth, pleasant, and professional experience to all attendees.