You’ve got a big event coming up, and we’re here to make sure it runs seamlessly — from the moment your equipment arrives to the last badge printed onsite. To make that happen, we just need a few key details from you through the Event Logistics Form (ELF) in Expo Pass.

Think of the ELF as your event’s backstage pass — it’s where you’ll share essential details about shipping, setup, internet needs, and registration support. Completing it ensures our team has everything ready for a smooth, on-time onsite experience.

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.

The Event Logistics Form (ELF) is divided into five sections:

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.

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 notice any incorrect information, please contact Event Success using the red chat bubble in the lower right-hand corner of your event page.

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.

These are the Expo Pass products that were included in your Order Form. Below you will find a key for what each stands for.

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.

This section is critical for our Event Success team. The information you provide helps us ensure we have the right level of support for your live event.

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.

Here is where you will note the time you expect your Expo Pass badge printing process to be live each day and when you expect to shut down each day.

Yes: If you will be tearing down your equipment each night, and setting up again in the morning.

No: If you will be having security or equipment locked, and kept up overnight.

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:

This section ensures your onsite team has all the information and access details needed for a smooth, stress-free check-in experience.

The Equipment Arrival section ensures your event badge printing equipment arrives at the right location, on time, and with the correct onsite contact available to receive it.

Expo Pass schedules equipment delivery two business days before your event begins (Monday–Friday). This is to ensure there are no issues if there are any delays.

For your event, the specific target pickup date and 4-hour pickup window will be displayed in this section. This is a desired 4-hour window between the local hours of 8am - 7pm.

All fields are required to ensure a successful delivery:

An onsite venue contact is someone who works at the venue and who will be available to receive the shipment. Please include their name, cell phone number, and email address in case a driver needs to contact them upon arrival.

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. This is a desired 4-hour window between the local hours of 8am - 7pm.

All fields are required to ensure a successful delivery:

An onsite venue contact is someone who works at the venue and who will be available to receive the shipment. Please include their name, cell phone number, and email address in case a driver needs to contact them upon arrival.

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.