ⓘ This article is for Event Organizers
This article condenses our full badge-design guides into one quick walkthrough, with links to the detailed articles throughout.
A finished badge has two parts: the Shell (your fixed color artwork — logos, colors, sponsor space) and the Print Layer (the attendee data our thermal printers add on-site, like name, company, and QR code). Build the Shell first, then the Print Layer, then submit.
1. Create Your Badge
The Badge Manager is your hub for designing and managing badges. To get there:
Log in to Expo Pass and select your event.
In the left-hand menu, go to Onsite → Design Badges, then click Get Started.
Already have a design? Start another anytime with the blue + Create New Badge button.
The Get Started flow walks you through a few quick choices. For most events, keep it simple and refer to the choice made on your Order Form for size and material:
Badge Name: Name your badge at the top of the window.
Material: Paper (standard) or Plastic
Size: 4x6" or 4x3"
Badge Type: Standard is all of our direct thermal badges. Mirrored badges would be specified on your Order Form
Shell Layer: Click Create New Shell, name it (use
DefaultorAttendeeif you'll only have one):Select Notch Type: No notches requires a sleeve
Select Artwork Layout: Single vs. double sided layout
If you would like your design on just the front of the badge select single-sided
If you would like your design on both the back and front, select double-sided.
This is for the badge shell design only, not the print layer for attendee data.
Click Save.
Print Layer: Click on the drop down and select Create New Print Layer
Name the same as your shell layer to keep it simple!
If you have multiple print layers you will be creating, be specific to what this is (Attendee, Exhibitors, etc)
Assignment Rules: Keep Default toggled YES if it's your only design.
You will always need 1 Default badge for your event.
💡 Badge size, material and quantity come from your order form.
Your badge size and the number of designs were set on the order form executed with Sales or your Relationship Manager.
If you are unsure, refer to your Order Form or reach out to operations@expopass.com.
Dive Deeper:
2. Add Your Badge Shell Design
Once your shell is created, you have two ways to get your artwork onto it. Most organizers simply upload a finished PDF — but you can also build the design right inside the Badge Designer.
Option A — Upload a PDF (most common)
Already designed your badge outside Expo Pass? Upload the PDF straight into the shell designer.
Include 0.125" of bleed around the edge so there's no white edge after trimming.
Do not include crop marks. If your file has them, use our built-in cropping tool to trim them off — otherwise they may print on the badge.
Ensure the items on the PDF are in CMYK and 300 DPI for quality print.
Option B — Design it in the Badge Designer (Recommended)
Prefer to build from scratch? Click the teal + at the bottom of the badge to add elements:
Add Text, Upload an Image (JPEG, PNG, SVG, PDF), or Create a Shape.
For a double-sided shell, click View Back to design the reverse — don't forget it!
Design essentials (either way)
Full bleed: Extend your background to the blue bleed line. A 4x6" badge should be designed at 4.25" x 6.25" (0.25" past every edge) and 4x3" badge should be designed at 4.25" x 3.25".
Safe zone: Keep logos and text inside the dotted line — at least 0.25" from every edge.
Notch: Leave 0.25" of clear space (solid color is fine) around the top notch. Artwork here can trip the printer sensor and cause jams or misprints.
Color: Design in CMYK. RGB files are auto-converted and colors may shift.
Resolution: Use 300 DPI minimum so print stays crisp.
Attendee Data Area: Leave white or light colored space on the front for the printed name/company — thermal printers print in black only.
💡 Tip: The diagram below shows each line on the badge shell and what they mean:
Blue Bleed Line (Blue line around the edge of the badge): Design to the bleed line to ensure no white space along the edge of the badge.
Trim (Badge edge): Where the badge is cut during production.
Safe Zone (Dotted line): Keep all content, badge shell and print layer, inside this line.
Related Articles that dive deeper into the design process
3. Build the Print Layer (Attendee Data)
The Print Layer holds the data our thermal printers add to each badge on-site — names, titles, company, QR codes.
❗ Important: Keep everything inside the dotted "safe-to-print" line.
Anything touching or crossing it may not print correctly.
Leave at least 1/8" of space between the dotted line and the shape or field.
Expo Pass will flag fields that fall outside the zone or overlap each other.
Click Print (top left of the designer) to switch to the print layer, and then click the teal + button to add elements:
Mail Merge (Required): Unique attendee data pulled from your event.
First Name and Last Name are added automatically. They can be removed if you do not want them printed on the badge.
Add each additional field (Company, Title, etc.) individually.
QR Code: There are 2 types of QR Codes:
Expo Pass QR Code: Used for Expo Pass Session Tracking or Lead Retrieval.
Custom QR Code: Used for raw QR Code data strings, unique attendee URL links and external applications.
Please chat with a Specialist before using if you have questions.
Text / Image / Shape: These will be the same on every badge
Examples: a "Guest Of:" label, a logo.
This can print in black only.
When you're done, click Save and preview to check spacing, overlaps, and long names.
Deep dive into these articles for more details:
4. When are my badges due?
Your badge design due date on the Get Started page in Badge Manager. It can also be found in the top right corner of the Badge Manager.
If the due date lands on a weekend or holiday, please submit by the Friday or business day before. Don't wait until the weekend or holiday itself.
💡 Tip: Aim to finalize and submit your badge shell design a few days ahead of the 24-day cutoff to leave room any edits that may be needed.
❗ Important: All final, approved shell artwork is due 24 days before your event start date.
This gives Expo Pass time to approve, order, and test your badges.
Any badges submitted after this timeframe cannot guarantee full-color, or on-time delivery. Submissions after this date may move to blank badges only.
5. Submit Your Badge Design
When your badge shell design is ready, click the blue Submit Badge button in the Badge Designer or on the Badge Manager screen.
This emails the Expo Pass Success team to review your design and send to print.
Full detail: Submitting Your Badge Design
Can I submit more than one badge shell design?
One line item on your Order Form = one badge shell design.
Each badge shell design corresponds to a single line item on your Order Form. If your Order Form shows only one line item, that means one design covers every attendee — build the single default badge and you're done.
If you need more than one design and this wasn't set up during your original order, you'll need to work with your Relationship Manager to purchase additional line items before submitting additional designs.
💡 Tip: Need different designs for roles like Attendees, Exhibitors, Staff, or VIPs? Create separate Badge Print Layers (same shell, different printed data) and assign them by Registration Level or a Custom Single Select Attendee Field.
❗ Important: The quantity, material, type and size of badge shells were decided on the Order Form executed with Sales or the Relationship Manager.
For any questions about size or quantity of designs, your Order Form is the source of truth.
Reach out to operations@expopass.com if you are unsure.