ⓘ This article is for Event Organizers
These best practices and checklist are a quick reference guide for the timelines and information required to set up your Lease Events. The aim is to provide you with all the essential details needed for preparation and execution during your event, along with providing best practice timeframes as to when you should get these items completed.
Create Your Expo Pass Account
Every individual working on your event team that needs access to the Expo Pass events must create their own Expo Pass Account.
💡 Tip: You can create general logins and share the credentials with your staff if they only need access when managing the events.
👉 Timeline: This should be done as soon as possible for all staff members that will need access to Expo Pass for your events.
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.
👉 Timeline: This should be done 10 days before the event start date.
Once created, setup and registration hours should be communicated to the Success Specialist at least 7 days before the event.
Adding 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.
💡 Tip: You can create general logins and share the credentials with your staff if they only need access when managing the events.
👉 Timeline: This should be done at least 5 days before your event.
Design Your Badge and Order Process
Now it's time for the fun part: design your badge, select badge size and number of notches, etc.
For our lease clients, there is usually a standard badge design that you order in bulk for your events.
❗ Important: Timely design and obtaining final approval for your badge artwork are vital for the success of your event.
👉 Timeline: There are 3 different timelines depending on the badge order:
The initial badge design should be submitted at least 45 days before your first event
Any reorders of your standard badges should be submitted at least 21 days before they are needed in hand. They will be shipped directly to you.
Any new badge designs will need to be approved by the Success Specialist and have an order minimum of 250 badges. These will need to be submitted at least 25 days before they are needed in hand. They will be shipped directly to you.
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.
Copying Your Badge Shell and Print Layer Event to Event
If you are using the same badge shell and print layer for each of your events, you can easily copy them from one event to the next.
👉 Timeline: This should be done at least 10 days before your event.
💡 Tip: This can be done easily while creating your event.
Upload and Manage Event Attendees
If you are using Expo Pass only for your badge printing needs, you will need to upload your list of Attendees and we recommend uploading only what is essential for the badge printing process and your post-event reporting (less is more!).
❗ Important: If you are also using the Mobile App, Lead Retrieval, or Registration (pre-registration or onsite), you will need to upload an Email Address along with the data needed on the badge
Email addresses must be unique to each person – NO DUPLICATES.
👉 Timeline: This should be done at least 1-2 business days before your event.
If you run into any issues and are unable to troubleshoot yourself, you can then reach out to Success via chat during business hours (M-F 9am - 5pm CT) for assistance.
----------
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.
----------
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.
💡 Tip: This is a great practice for onsite registrants during your live event if you are using a different platform for registration.
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!
👉 Timeline: We recommend taking care of your onsite logistical needs with your venue at least 2 weeks ahead of your event, if not more to ensure you do not run into any unexpected issues.
💡 Tip: For our lease clients, we highly recommend investing in a hotspot (AT&T recommended). This will allow your hotspot to be wirelessly programmed to the Expo Pass router, and you can get internet to the hotspot however you need at each venue (cellular from the hotspot, WiFi through the hotspot or hardline ethernet plugged into the hotspot).
The hotspot will be programmed wirelessly to the Expo Pass router on your training if this is the route you take.
Each kit should have a hotspot.
❗ 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.
Expo Pass does not work with the AV team for the venue. They will work with you to provide all necessary information for you to ensure you have the proper setup.
----------
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.
----------
Electrical Requirements
It's so easy to forget the little things, but they matter so much! It's crucial to ensure you have the proper electrical amps as well as extension cords and power strips to support your event.
We'll speak in "Lanes," which means we are pairing two iPads and one Printer together. And therefore that means each Lane has three devices that require electricity. At a minimum, you will need one power strip for each Lane that can support a 3-prong plug.
In addition, you will also need an extension cord that will reach the tables/kiosks from the closest electrical outlet to your registration setup. Don't be shy, as an extra extension cord never hurts.
----------
Onsite Registration
If you are not using Expo Pass for pre-registration, but would still like your attendees to walk up and register on the iPad Kiosks the day of the event, you can utilize onsite registration.
Bonus feature: This will also allow asking additional required questions upon check-in. Event Organizers use this to collect data onsite, or agree to certain terms while checking in.
❗ Important: If you are using Onsite Registration, you must upload emails with your attendee data. If you do not, each attendee will be required to enter an email upon check-in.
Email addresses must be unique to each person – NO DUPLICATES.
👉 Timeline: We recommend setting up your registration form at least 5 day before your event.
iPad Kiosk Artwork
You can brand the background kiosk artwork for each of your events. This allows for Sponsorship opportunities and unique branding.
👉 Timeline: This should be done at least 1-2 business days before your event.
❗ 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 on the bottom 1/3 of the screen and this location placement is not customizable).
Badge Printing Kiosks
During your trainings, the Expo Pass Success team has already walked through how to prepare your iPad kiosks, printers, and router for each event. This preparation aims to simplify the process of setting up your event badge printing when you're onsite and to thoroughly test all the equipment to ensure it's working.
For each of your events, the following steps will need to be done prior to getting onsite:
👉 Timeline: This should be done at least 1-2 business days before your event during business hours (M-F 9am - 5pm CT) in case you need assistance.
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 the 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.
All staff members that will be using the equipment should become familiar with these.
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: