At Expo Pass, we’re committed to providing the best client experience possible. To ensure your event runs smoothly — especially during onsite badge printing and check-in — we need a few key details in advance.
The Event Logistics Form (ELF) is where you’ll share all essential event information with our Event Success team, including:
Basic event details and live event coverage
Onsite setup and logistics
Equipment shipping (arrival and departure)
The ELF also outlines important due dates for badges and any onsite accessories (lanyards and badge holders, if ordered). It confirms what equipment you’ve rented and summarizes everything related to your onsite badge printing experience.
Please complete the ELF as soon as possible, and no later than two weeks before your event start date. This ensures we have the right shipping information, setup instructions, and resources ready for your event.
Think of the ELF as your go-to coordination tool — helping keep both your event team and the Expo Pass Event Success team perfectly aligned.
Where to find the Event Logistics Form (ELF)
You can access the Event Logistics Form (ELF) directly in your Expo Pass Event Admin site. It’s located in the first section, right under your Event Details.
❗ Important: If you see an error message when trying to open the ELF, please contact Event Success using the red chat bubble in the lower right-hand corner of your event page -> please be sure to include your name and the name of your event when reaching out.
Event Logistics Form (ELF) General Overview
The Event Logistics Form (ELF) is divided into five sections:
Event Details
Live Event Coverage
Onsite Details
Equipment Arrival
Equipment Departure
The Event Details section is always visible. The other four sections start in a collapsed view. To open a section, simply click anywhere within the section box. To close it again, click the section header name.
❗ Within the Event Logistics Form (ELF), any field marked with a red asterisk (*) is required. These fields must be completed before you can save that section.
You will not be able to save a section that’s missing required information, so make sure all required fields are filled out before moving on!
Blue "Save" Button: Each section of the Event Logistics Form (ELF) can be saved individually once completed — no need to wait until the entire form is finished.
We encourage you to complete and click “Save” on each section as you go. This ensures your information is stored safely and allows our Event Success team to review details as they’re submitted.
Green "Unlocked" Indicator: A green “Unlocked” indicator means the section is open and ready to be completed. It has not yet been locked by the Expo Pass Event Success team, so you’re free to enter and save your information.
Green "Locked" Indicator: A green “Locked” indicator means the section has been reviewed by the Expo Pass Event Success team and is now closed for edits. Sections are locked to prevent changes that could impact your equipment setup or shipping logistics.
If you need to update information after a section has been locked, please contact Event Success using the red chat bubble in the lower right-hand corner of your event page -> please be sure to include your name and the name of your event when reaching out.
⚠️ Not sure if a section has been locked - refresh your browser to ensure you are up-to-date.
1- Event Details
The Event Details section includes the basic information about your upcoming event.
There’s no action required here — simply review the details to ensure everything looks correct.
If you notice any incorrect information, please contact Event Success using the red chat bubble in the lower right-hand corner of your event page -> please be sure to include your name and the name of your event when reaching out.
2- Live Event Coverage
This section is critical for our Event Success team. The information you provide helps us ensure we have the right level of remote staffing and support for your live event.
Badge Printing Equipment Setup:
Enter the date and time you plan to begin setting up your badge printing equipment.
We recommend starting at least two hours before your badge printing is scheduled to go live — or earlier if you have multiple printers or a larger setup. Whenever possible, set up the day before your event so you have time to test and troubleshoot without pressure.
🚫 Early morning or late-night setups are strongly discouraged, as our remote support team may not be available during those times.
⚠️ Make sure your tables, linens, power, and internet are fully in place before setting up your badge printing equipment.
For more details on these requirements, check out our Onsite Logistics information.
Live Event Registration Hours: Here is where you will note the time that expect your event badge printing process to be live each and when you expect to shut down each day
3- Onsite Details
The Onsite Details section provides key information about your event, including both view-only details and critical fields you’ll need to complete.
In this section, you’ll share:
The features you plan to use at the iPad Kiosk for attendee check-in
The source of your internet connection for onsite operations
⚠️ If you have questions about connectivity, please review our Onsite Logistics - Internet Requirements for more information.
You’ll also find:
Confirmation of your Expo Onsite support
The Event User Name used to log into iPads
The iPad passcodes (to unlock each device)
The case lock combinations for your equipment
This section ensures your onsite team has all the information and access details needed for a smooth, stress-free check-in experience.
4- Equipment Arrival
The Equipment Arrival section ensures your event’s badge printing equipment arrives at the right location, on time, and with the correct onsite contact available to receive it.
Expo Pass typically schedules equipment delivery two business days before your event begins (Monday–Friday).
For your event, the specific target arrival date and 4-hour delivery window will be available for completion in this section. Please note that while we aim to deliver within the selected time frame, it is a best-effort estimate and not a guaranteed arrival time.
In this section, you’ll provide:
The arrival address (venue, company, or contact name)
The full delivery address (street, city, state, and zip code)
An onsite venue contact who will be available to receive the shipment, including their name, cell phone number, and email address
❗ Onsite Venue Contact Reminder: The Onsite Venue Contact should be someone physically present at the venue during delivery or pickup — someone who can assist the courier if any issues arise.
Please do not list a contact who is offsite or unfamiliar with your event. This should typically be your venue contact or a member of their onsite team.
5- Equipment Departure
The Equipment Departure section confirms the details for returning your badge printing equipment after your event ends.
Expo Pass typically schedules pickup for the business day following your event (Monday–Friday). For your event, the specific target pickup date and 4-hour pickup window will be displayed in this section. Please note that while we strive to pick up within the selected time frame, it is a best-effort estimate and not a guaranteed pickup time.
In this section, you’ll provide:
The pickup address (venue, company, or contact name)
The full return address (street, city, state, and zip code)
An onsite venue contact available to coordinate the pickup, including their name, cell phone number, and email address
❗ Onsite Venue Contact Reminder: The Onsite Venue Contact should be someone physically present at the venue during delivery or pickup — someone who can assist the courier if any issues arise.
Please do not list a contact who is offsite or unfamiliar with your event. This should typically be your venue contact or a member of their onsite team.
QUESTIONS
If you have any questions regarding the process to complete the Event Logistics Form (ELF) or what information is needed to complete a section, please contact Expo Pass Event Success using the red chat bubble in the lower right-hand corner of your event page -> please be sure to include your name and the name of your event when reaching out.