ⓘ This article is for Event Organizers
This checklist is a quick reference guide for the tasks and information required to set up your Badge Printing Only event. The aim is to provide you with all the essential details needed for preparation and execution during your event.
Create Your Expo Pass Account
Every individual working on your event team that needs access to the Expo Pass event must create their own Expo Pass Account.
Create an Expo Pass Event
After creating your Expo Pass Account, you can proceed to create your Expo Pass Event(s). This is a straightforward process that typically requires just a few minutes to complete.
Event Users
Each Expo Pass Event must include the appropriate Event Users, which are those individuals from your team that will either be onsite helping with registration/check-in or serve as scanners for purposes of session tracking.
Badge Design and Order Process
Now it's time for the fun part: design your badge, select badge size and number of notches, etc.
❗ Important: Timely design and obtaining final approval for your badge artwork are vital for the success of your event - and should be done at the latest 30 days before your event start date.
Explore our Help Center Articles on badge selection, design, and the build process. Take a moment with your favorite beverage to review these articles, as it will save you considerable time and address potential questions later on.
Manage Event Attendees
Since you are using Expo Pass only for your badge printing needs, you will need to upload your list of Attendees, preferably at a minimum the day before your event starts. We recommend uploading only what is essential for the badge printing process and your post-event reporting (less is more!).
❗ Important
Email addresses must be unique to each person – NO DUPLICATES.
Custom ID must be unique to each person - NO DUPLICATES.
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Edit Attendees
Once Attendees have been uploaded they can then easily be edited by an Event User (via a laptop) in the Attendee Data Table. Once an update is made the badge is instantly available to be printed.
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Manually Adding Attendees
Manually adding an Attendee can be done by an Event User (via a laptop) in the Attendee Data Table. Once added, the badge is instantly available to be printed.
Onsite Badge Printing Logistics
We will guide you through what you need onsite at your event and what Expo Pass provides for a smooth experience!
❗ Important: Your Badge Printing Equipment does NOT include ethernet cords, power strips, or extension cords. Please remember to make sure the venue has this covered for your needs. Each iPad, Printer, and Router needs electricity.
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Internet Requirements
To ensure onsite connectivity, it is crucial to have an active internet connection by linking an Expo Pass router to the venue's network. Please inform your venue about the following internet requirements well ahead of your event.
iPad Kiosk Artwork
We advise uploading your Kiosk artwork well in advance of your event, preferably by at least the before before your event starts.
❗ Important: File dimensions = 2224 x 1668 pixels and max file size = 2MB
Please keep the bottom ⅓ of the image clear as that is where the “CHECK IN” AND “REGISTER” buttons will be located (Expo Pass affixes them here - and this location placement is not customizable).
Badge Printing Kiosks
Before your event equipment is shipped out, the Expo Pass Event Hardware team has already prepared your iPad kiosks, printers, and router. This preparation aims to simplify the process of setting up your event badge printing and to thoroughly test all the equipment.
However, for future events, especially if you have consecutive events or are arranging your own equipment, you must take the following steps:
Create your equipment Lanes, typically involving 2 iPads and 1 Printer.
Determine which badge designs will be printed at each printer.
Configure each iPad's settings according to your desired check-in process.
The Help Center articles provided below will guide you through each of these steps, and it's recommended to follow them in the listed order.
Badge Print Report
You can easily generate a real-time Badge Print Report using Expo Pass. Any Event User with access to a laptop can do this, whether they are physically present at the event or not.
Badge Printing Instruction Manual
This guide is designed to walk you through the entire badge printing equipment set-up process.
❗ Important: A hard copy of this manual is included with your equipment, located in the case that includes your router. It's important to follow the steps in the guide as they presented and do not skip steps or set up out of the preferred order noted.Occasionally iPads and Printers used for registration/check-in may encounter situations leading to error messages. This document aims to outline common use case scenarios that could result in such errors and provides guidance on effectively troubleshooting these issues.
Troubleshooting Badge Printing Equipment
Occasionally iPads and Printers used for registration/check-in may encounter situations leading to error messages. This document aims to outline common use case scenarios that could result in such errors and provides guidance on effectively troubleshooting these issues.
💡 Tip: In this article 👆there are links to several other Help Center topics relative to potential errors/issues relative to the badge printing equipment. We strongly recommend keeping this handy during your event as a reference guide.
Other Expo Pass Products
If you are leveraging Expo Pass beyond Badge Printing then here are some places to jump within our Help Center for more information: