ⓘ This article is for Event Organizers
When you partner with Expo Pass for onsite badge printing, your event will receive carefully packaged, professional-grade hardware.
Here’s everything you need to know about what’s arriving, how it gets there, and how to store it securely.
What You’ll Receive
Your primary Starter Kit (S1) includes:
1 Router
1 Printer
2 iPads
All necessary equipment power cords
At least one additional case with:
A backup printer (we always ship two printers minimum)
These items arrive securely packed in a sturdy pelican travel case with wheels and a pull-up handle.
Case Weight: ~40 lbs
Case Dimensions: 25" x 20" x 13"
Badge shells, lanyards and sleeves are often shipped in a separate box, typically measuring 18 x 6 x 6 inches and weighing 1 lb. Ensure to allocate space for these along with the main cases.
❗ Important: Depending on the size of your event, and the equipment being shipped, you may have more than the 2 cases arriving to your event.
How Your Equipment Is Shipped
Expo Pass ships equipment using a combination of traditional carriers, UPS and FedEx, and a private courier network. Which method is used depends on the size, complexity, and destination of your shipment, but either way, our Success team oversees the entire process from start to finish to ensure smooth, on-time delivery.
UPS / FedEx Shipments: For shipments made through UPS or FedEx, you'll receive a tracking number so you can monitor your shipment directly on the carrier's website.
Private Courier Shipments: For larger or more complex deliveries, Expo Pass relies on a private courier network to maintain greater control and reliability. Private courier shipments don't come with a public tracking number, but rest assured, every shipment is tracked internally using Expo Pass case trackers, which may include AirTag technology for real-time location updates.
In all cases, our Success team closely monitors logistics to catch and resolve issues proactively.
❗ Important: Equipment shipped via private courier often arrives wrapped and secured on a wooden pallet. This is expected and part of how we protect your equipment in transit.
This means:
The delivery requires a loading dock
The courier cannot wheel the pallet through a front entrance or lobby
If Your Shipment Hasn't Arrived on Time
Check for updates from Expo Pass: We'll try our best to proactively notify you of any known delays.
UPS/FedEx Shipments: Use your provided tracking number to check status directly on the carrier's website.
Private Courier Shipments (or unresolved issues): Contact Expo Pass support directly, and our team will assist you right away.
Multiplex Labeling System
Expo Pass use Multiplex Labels on all of our cases. This system keeps everything you need — your Return Label, your paperwork, and your Shipping Label — organized in one place on the case, with no folder required.
What's On Your Case
Every case arrives with a single, layered label stack instead of a separate paperwork folder. From top to bottom, here's what's underneath:
Shipping Label (top layer) — the label used to ship the case to you
Multiplex Label — the layer that holds everything together
Bill of Lading (BOL) / Parcel Paperwork — folded and tucked underneath the Multiplex
Return Label (bottom layer) — already adhered to the case, ready to use
Because everything is stacked in one spot, you'll always know exactly where to find your labels — no digging through a folder, and nothing to lose track of.
How to Access Your Labels
When you're ready to prep the case to return, just work your way down through the layers:
Remove the Ship-To Label: Tear off perforated strip from the Multiplex label and pull back the middle section and tear it off to the right.
This is the ship-to label that got your case to you. it's no longer needed once the case has arrived.
Your paperwork and Return Label are ready: Once the Ship-To label is removed, you'll find:
Your BOL / parcel paperwork, folded and ready to reference
Your Return Label, already adhered to the case and ready to use for your outbound shipment
That's it! No folder to dig through, no separate paperwork to track down. Everything you need is right there on the case.
Venue Storage & Security
These cases are not small and require secure onsite storage prior to set up.
Please ensure your venue has a:
Designated, secure location to store equipment when it arrives.
Plan in place for receiving palletized shipments, if applicable.
Reminder: Equipment should not be left unattended in open or unsecured spaces.