ⓘ This article is for Event Organizers
Organizing an event is stressful enough, but designing, printing, and managing badges doesn’t have to be. With Expo Pass Badge Manager, you get a streamlined, intuitive tool that lets you design badge shells, configure print layers, and assign badges to attendees all in one place.
Whether you’re prepping for a small meetup or a large-scale conference, the Badge Manager simplifies the badge-creation process so you can spend more time on event planning and less time wrestling with logistics.
❗ Important: All final APPROVED badge shell artwork is due for ordering 24 days before your event start date. If artwork is submitted later than this, Expo Pass cannot guarantee badge production, full-color options, or on-time delivery.
Accessing the Expo Pass Badge Manager
The Badge Manager is your central hub for designing and managing your event badges. Follow these steps to get started:
How to Access the Designer
Log into Expo Pass and select your specific event.
In the left-hand navigation bar, go to Onsite ➜ Design Badges.
Click the Get Started button.
Already have a design? You can start a new one at any time by clicking the blue + Create New Badge button within the Badge Manager.
📅 Plan Your Timeline
To ensure your badges are printed and delivered in time for your event, keep an eye on your Badge Submission Due Date.
The Deadline: Your final design must be completed and submitted at least 24 days before your event start date.
Where to Find It: You can view your specific deadline on the Get Started page.
💡 Pro-Tip: We recommend finalizing your artwork a few days before the 24-day cutoff to account for any internal team approvals or last-minute tweaks!
Create Your Badge
Follow these steps within the Badge Manager to build your badge configuration.
1. Choose your Badge Material
Paper (standard)
Plastic
Click Next Step at the bottom.
2. Select your Badge Shell Size
If you chose Paper:
4x6" Badge Shell OR 4x3" Badge Shell
If you chose Plastic:
4x6" Standard Badge Shell: This plastic badge can have a white or clear 4x3" label.
4.25x6" Pocket Badge Shell: This is a plastic badge with a pocket and a 4x3" paper badge.
Note: This is a special order and must have been selected on your order form.
Click Next Step at the bottom.
3. Badge Type
Paper Material:
Standard Paper Badge
Mirror (Folded) Paper Badge: This is a special order and must have been selected on your order form.
Plastic Material:
Standard Plastic Badge (4" x 6")
Plastic Pocket Badge (4.25" x 6")
Click Next Step at the bottom.
4. Shell Layer
Click Create New Shell.
Enter a Shell Name: We recommend "Default" or "Attendee" if you will only have one badge.
Select Notches:
No Notch (requires sleeve): For Paper badges only.
Single Notch
Double Notch
Select Artwork Layout:
Single-sided
Double-sided
Click Save, then click Next Step at the bottom.
5. Print Layer
Enter a Print Layer Name: We recommend "Default" or "Attendee" if you will only have one badge.
Click Save, then click Next Step at the bottom.
6. Assignment Rules (finalize your Badge)
Enter your Badge Name (top banner): We recommend "Default" or "Attendee" if you will only have one badge.
Set as Default Badge? The first badge created will always be toggled ON as the Default. If this is your only badge, keep this toggled to YES.
See the detailed explanation of Default vs. Multiple Badges below.
Click Create Badge.
7. Using the Badge Designer
Once you’ve created a badge, you will enter the Badge Designer. This is the workspace where you finalize both the visual look and the technical setup of your badge.
For detailed guidance on designing your badge shell, refer to our article
What is a "Formed Badge"?
In Expo Pass, a Formed Badge is the final "package" created by combining two key elements:
The Badge Shell: The background artwork or physical card design.
The Print Layer: The dynamic data (like Name, Company, or QR code) that will be printed on-site.
Why "Creating" your Badge Matters
By completing your design in the Badge Designer, your badge becomes "Formed." This ensures it is recognized by the system and ready for use in other event management features, such as:
Manage Lanes: Assigning specific badge designs to certain printing stations.
On-site Printing: Ensuring the printer knows exactly which data to pull for each attendee.
Understanding the "Default Badge"
The Default Badge is your safety net. It is the design that will automatically print if an attendee does not meet any specific criteria you’ve set in your assignment rules.
How it Works
Single Badge: If you only have one badge design, it is automatically set as the Default.
Multiple Badges: If you create multiple designs, you must designate one as the "Default" to ensure every attendee receives a badge, even if they don't fall into a specific category.
When to Create Multiple Badges
You may need more than one badge design if your event requires:
Different Badge Shells: You have unique physical card designs (e.g., a "Gold" shell for VIPs and a "Standard" shell for General Admission).
Different Print Layers: You want the printed data to look different for various groups (e.g., "Exhibitors" get a large booth number, while "Attendees" only show their Name and Company).
💡 Tip: Most organizers create separate badges for Attendees, Staff, Exhibitors, and VIPs to help with on-site identification and security.