Badge Printing & Check-in Software for In-Person Events

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Badge Printing & Check-in Software for In-Person Events

Enable Fast Event Check-Ins With Instant Badge Printing, Custom Kiosks & QR Scans.

Cut down wait times at your event's reception with custom QR code scanning, instant badge printing & self check-in option, all within a single app.

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Trusted by top organizations & recognized on G2

Smooth Onsite Event Check-in & Badging for Attendees & Event Planners

With breezy event entries, on-demand badge printing, and hassle-free attendee management, our robust app offers a delightful check-in experience for all.

Custom Badge Designs

Create custom badge designs that reflect your brand.

  • Create single or double-sided badges as per your event needs.
  • Use custom font sizes, colors, positioning & styling for badge text.
  • Add QR codes and custom fields on the badges.
  • Make your badges stand out with tailored images or sponsor logos.
  • Choose from a range or badge layouts and templates or simply create your own.
On-Demand Badge Printing

Print Badges On-Demand When Attendees Arrive At The Event.

  • Select users from a comprehensive listing synced with the database.
  • Check-in groups of family or friends with one click (group badge printing.)
  • Make your badges stand out with tailored images or sponsor logos.
Event Check-in

Shorten Event Entry Lines & Track Attendee Activity Through Simple Onsite Check-in.

  • Scan users’ QR codes from the mobile app to gain entry.
  • Easily search for users from the listing with advanced search & filters.
  • Opt to check-in attendees quickly with facial recognition.
  • Scan QR codes to check attendees into sessions, exclusive networking hours or other ticket add-ons.
  • View attendees’ profiles to track event add-on usage like meal tickets and access passes.
Branded Check-in Kiosks

Set Up Branded Check-In Kiosks & Custom App Home Screen

  • Create a custom badge printing home screen in minutes with an easy drag-and-drop webpage builder.
  • Customize colors, fonts, icons & other brand elements in the fully self-serve backend.
  • Choose from a large library of website templates or build your own from scratch.
  • Get custom-designed, branded packaging on check-in kiosks.
Badge & Printer Types

Choose From A Variety Of Badge Types And Printers.

  • Print out PVC badges using Zebra Z6 printers, at the event site.
  • Other onsite badge printers vFairs support include, Epson, HP and Brother printer.
  • Print your badge via vFairs backend or from your own home printer.
  • Create and print adhesive labels on-spot for pre-printed badges.
Bulk Printing

Pre-print badges for your event with our bulk printing option.

  • Print badges for multiple users from the user listing, in one go.
  • Speed up the check-in process by printing all badges ahead of time.
  • Print extra badges with blank fields for quick onsite customization.
  • Verify and correct attendee information ahead of time to minimise errors & ensure accurate details on badges.
User Management

Manage users easily with our self-serve interface.

  • Access the user listings from both, the web version and mobile app for badge printing and check-in.
  • Use predictive search & advanced options to find users fast.
  • View and edit each user’s profile directly.
  • Print badge for any specific user available in the user listing.
  • Enable walk-in attendees to register on spot & event planners to create their profiles instantly.
  • Activate or deactivate any user profiles with a single click.
  • Easily sync users between your web version and the mobile app.
  • Check-in attendees using a separate mobile app for event admins. Switch the mode on that app to check-in or badge printing, as reqd.
Onsite Support

Keep Your Check-In & Badge Printing Desk Running Smoothly With Expert Onsite Support

  • Bring vFairs technicians directly to your venue for real-time tech support.
  • Have a vFairs rep set up your badge printing and check-in tools onsite prior to the event.
  • Quickly resolve technical issues on the ground, ensuring a flawless attendee experience.
Real-time Analytics

Track attendance & badge printing ROI with real-time analytics.

  • Monitor real-time data for total users, attendees, exhibitors, speakers, admins, event owners.
  • Manage session or event check-ins and capacity control.
  • Use QR code scanning to easily capture attendee data and exchange contact details.
  • Generate post-event PDF reports for different check-in and badge printing data streams.
  • Integrate with CRMs & Martech solutions for streamlined data management.
Explore Event Analytics

Design, Set Up & Print Badges In Seconds

Design Your Event’s Badge

Customize your badge design, size, and colors as per your company branding. Add attendees’ personalized info, highlight sponsors, and maximize event impact.

Set Up a Check-In Counter

Set up check-in counters with QR code scanners or offer self-check-in kiosks with instant badge printers. Leverage optional onsite hardware like laptops, WiFi routers, and iPads and let our onsite support team run the operation for you.

Print Badges Effortlessly

Check-in attendees with a simple QR code scan or use the badge printing app to search for attendees. Print directly onto PVC badges, use customized lanyards, and bulk print in advance for a hassle-free experience.

What Our Customers Are Saying

west-coast-fencec
Badge Printing Platform
  • 2,100+

    Attendees Registered

  • 1,200+

    Mobile App Logged-In Attendees

  • 1,400+

    In-Person Attendees

How Cadence Boosted Event Engagement & Simplified Setup with vFairs Consolidated Tech Stack
Read Full Story

vFairs was so amazing. The entire team’s communication was incredible, they expedited the process since we reached out so close to our event, but executed custom lanyards for 500 people, custom name badges, as well as setup meetings at our convenience on the weekend and was available via whatsapp at any given moment to answer questions.

Verified User in Hospital & Health Care

vFairs was extremely easy to use, the system was intuitive and really took our annual event to the next level. The onsite badge printing solved so many prior years’ headaches for us.

Darci P.
  • Mid-Market

“vFairs on-site badge printing was easy and fast and made the check-in process a breeze. Both our attendees and our check-in admins were thrilled with the easy and speedy process.”

Jessica C.
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Frequently Asked Questions

How does the event check-in and badge printing software work?

vFairs’ badge printing & event check-in software streamlines entry by allowing attendees to check in via QR code scanning or facial recognition. Once checked in, badges can be printed on-site on demand, or pre-printed in bulk ahead of time. You can also enable self-serve kiosks so attendees can check themselves in and print their badge via the app.

What is included in my vFairs hardware rental for event badge printing solutions?

Our hardware rental includes conference badge printers, kiosks, scanners, laptops, internet routers, tablets, and smartphones with event check-in software to ensure a seamless check-in experience for your event attendees.

How to make custom event badges?

Creating a custom badge is easy with our event badge printing software. Simply upload your logo, choose your design elements, and add attendee information to create a personalized badge that reflects your event's branding.

What are event badges made of?

Event badges are typically made of durable materials such as PVC or plastic, ensuring they withstand the rigors of event attendance.

Can event badges be customized to match branding/sponsor needs?

Yes. The platform allows you to design custom badges - choose layouts (single or double-sided), adjust colors, fonts, images (logos, sponsor logos, attendee photos), include QR codes or custom fields.

What types of badge printing options are there (bulk vs on-demand)?

Both are supported. You can pre-print badges in bulk (for example for attendees who pre-register), or print badges on demand when attendees arrive. There are also options for group printings (multiple badges in one go).

Which badge and printer types are supported / what should we pick?

vFairs supports a variety of badge and printer types, depending on what you need: PVC plastic badges, paper badges (thermal / direct thermal), sticky labels, adhesive badges, etc. They also support specific printers (e.g. Zebra, Epson, Brother printer). Guides are provided to help you choose based on durability, print quality, cost, speed.

Can attendees check themselves in using self-service kiosks?

Yes, vFairs supports branded self-check-in kiosks that allow attendees to scan a QR code or search their name, check in instantly, and print their badges on demand.

How fast is the check-in and badge printing process?

With QR scanning or kiosks, check-in takes just seconds per attendee, minimizing wait times and keeping entry lines moving quickly.

What kind of analytics are available for check-in and badge printing?

The platform provides real-time reporting on attendee arrivals, badge issuance, and session check-ins, along with downloadable post-event reports for deeper analysis.

Does the system support reprinting or editing badges on-site?

Yes. If a badge is lost, damaged, or needs updating, staff can quickly reprint or edit attendee details from the check-in dashboard.

Can attendees edit their badge details after registration?

Organizers can allow attendees to update specific fields (such as job title or organization name), ensuring badges are accurate before printing.

Is there a limit to the number of badges I can print?

No. The system is scalable and supports unlimited badge printing, whether your event is 100 attendees or 100,000.

How does vFairs ensure the security of badge printing and attendee data?

vFairs follows strict security protocols to safeguard attendee information. QR codes and barcodes are encrypted, and consent can be collected for features like facial recognition.

How are lost or damaged badges handled?

Staff can easily search attendee details and reprint a replacement badge within seconds, ensuring minimal disruption.

Can I collect data from badge scans?

Definitely. Badges can include QR codes for lead retrieval, session tracking, or engagement metrics. This data is captured in real time and can be exported post-event.

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Don’t Let Check-In & Badge Printing Ruin Your Event’s First Impression

Make sure to leave a good impression before your attendees even enter your event. Let vFairs help you speed up check-ins, manage badge printing, and smooth the experience for everyone.

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