How Can I Determine the Appropriate Number of Badges to Order for an Event?
Ensuring you have the right quantity of badges for an event is essential to managing check-in efficiently and accommodating all attendees, including last-minute registrants. Below is a best-practice guide to help you determine how many badges to order for your event.
General Recommendation
It is recommended to order approximately 20% more badges than the number of confirmed attendees expected at the event. This surplus ensures there is a sufficient buffer to accommodate:
Onsite Registrations: Many events see attendees registering on the day of the event.
Reprints: Mistakes in badge printing can happen, necessitating corrections or replacements.
Last-Minute Additions: Late registrations or unexpected guests are common, and having extra badges on hand avoids any disruptions.
Why Does the 20% Surplus Work?
Ordering additional badges—around 20% more—offers a cost-effective way to prepare for unforeseen needs. Over-ordering ensures the event runs smoothly by eliminating delays caused by reprinting or scrambling for extras. This is a widely adopted industry standard for event planning.
Additional Tips
Review Historical Data: If you’ve held similar events before, analyze past data to anticipate the number of walk-ins or changes.
Communicate with Stakeholders: Ensure event organizers and registration teams have factored in the extra badges during planning.
Work with Your Badge Printer: Inform your badge supplier about potential reprints so they can prepare for quick turnarounds during the event.
By following this guideline, you can ensure that your event check-in process is seamless, welcoming, and stress-free for all attendees.