In-Person Events

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Your conference starts in 40 minutes. Registration exported the attendee list to a CSV last night, but three VIP speakers corrected their titles this morning. The badge file is stale. Someone is handwriting name corrections on pre-printed badges while 200 attendees watch from the queue.

Badge printing software for B2B events manages more than ink on cardstock. It sits between registration data, onsite hardware logistics, attendee segmentation, CRM workflows, and the first physical impression your brand makes. The platform determines whether VIP badges look distinct from general admission, whether walk-ins get a printed badge or a handwritten label, and whether check-in data reaches your sales team before the closing keynote.

This article evaluates 10 badge printing platforms across badge design customization, onsite hardware fulfillment, and real-time CRM integration after check-in. Each entry covers what the tool does well for B2B event teams, where it falls short, pricing, and the specific team situation it fits.

Quick comparison: Best event badge printing software for B2B Event Teams

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The 10 best event badge printing software for B2B Event Teams

Zuddl

Zuddl is an AI-native unified events platform where badge design, check-in, hardware logistics, and CRM data flow operate from a single system. It fits B2B event teams running conferences and field events across multiple cities who need one provider for the full onsite stack.

What it does well

• A visual badge editor lets teams apply custom fonts per field, use merge tags to auto-populate attendee data (name, title, company), choose between paper or plastic badge materials, and select vertical or horizontal orientation. Badge settings are tied to audience groups assigned at registration, so VIP badges differ from general admission by configuration rather than manual workaround.
• Zuddl acts as single point of contact for arranging all onsite equipment: badge stock, lanyards, printers, iPads, kiosk stands, and routers. For teams running 40 or more field events across multiple cities, this eliminates per-event equipment procurement. Backup printers are included in every hardware fulfillment package.
• Check-in supports self-serve kiosks, staff-operated assisted check-in, and QR code scanning within the same event. General attendees use kiosks while VIP attendees receive staff-assisted check-in. The system handles 500 or more check-ins during a morning rush without requiring 10 staffed registration desks.
• The onsite app caches the full attendee list locally before the event. Check-in and badge printing continue operating without an internet connection. A dedicated onsite support team assists with setup, testing, and live issue resolution on event day.
• When an attendee checks in, real-time Slack alerts notify account executives that a target account has arrived. Bi-directional Salesforce sync updates CRM records with check-in status, and Zuddl surfaces which attendees are high-priority opportunities. Session-level attendance data feeds lead scoring across Salesforce, HubSpot, Marketo, and Eloqua.

Where it has gaps

• Buyers anchored to lower-cost point solutions or free incumbents may view Zuddl’s pricing as a net-new cost rather than a replacement. The platform is positioned for teams that value brand control and unified data, not for budget-first buyers.

Pricing: Custom pricing; not listed publicly. Request a demo

Ratings: 4.8/5 on G2 · 4.5/5 on Capterra

Best for: B2B event teams running conferences and field events across multiple cities who want a single vendor for badge design, hardware fulfillment, offline-capable check-in, and real-time CRM intelligence, replacing a stack of disconnected point solutions.

vFairs

vFairs provides on-demand badge printing with a drag-and-drop editor, bundled hardware rental, and onsite technician support. It serves teams running large conferences and trade shows that need vendor-managed equipment alongside broad printer compatibility.

What it does well

• The badge editor supports single and double-sided badges with custom fonts, sizes, colors, positioning, logos, QR codes, and custom fields. Badge designs can be segmented by user type, including staff, exhibitors, and speakers.
• Hardware rentals are bundled with the event management software. Certified vFairs technicians provide onsite support for real-time assistance with setup, connectivity, and equipment issues during the event.
• The platform supports Zebra, Epson, HP, and Brother printers, giving organizations with existing hardware inventory a path to use what they already own rather than renting new equipment.
• Check-in includes QR code scanning and facial recognition. Facial recognition reduces queue times at high-volume entry points when advance configuration is completed.

Where it has gaps

• Advanced badge design changes sometimes require contacting the vFairs support team rather than being fully self-serve in the platform.
• Real-time CRM sync (as opposed to post-event batch export) requires additional configuration and is not available out of the box for all plans. Native Slack notifications for sales reps on check-in are not a highlighted feature and require custom integration work.
• Facial recognition setup requires advance configuration and can slow check-in if not properly tested before event day.
• Hardware rental costs add meaningfully to the total event budget and are not always transparent upfront during the sales process.

Pricing: Custom pricing; not listed publicly.

Ratings: 4.7/5 on G2 · 4.8/5 on Capterra

Best for: B2B conference teams running large-format events (trade shows, multi-track conferences) who want bundled hardware rental with onsite technician backup and broad printer brand compatibility, and who can accept that advanced badge design and CRM integration may require vendor support involvement.

Cvent

Cvent’s OnArrival check-in and badge printing module generates badges dynamically from registration data with walk-in support and last-minute update handling. It fits enterprise conference teams already operating within the Cvent ecosystem for registration and event management.

What it does well

• OnArrival prints badges on-demand from live registration data. Walk-in registrations and real-time attendee detail modifications are handled at the door without pre-printed badge tables.
• The OnArrival 360 full-service model includes hardware, kiosks, printers, and onsite Cvent technicians. Enterprise conference teams running events with 1,000 or more attendees cite this managed service as a key reason for choosing Cvent.
• Self-serve kiosks and staffed check-in stations run in parallel at large events. QR code scanning is supported at entry points for high-volume morning rushes.
• Session check-in with badge scanning supports capacity control and continuing education credit tracking. Session attendance data feeds post-event reporting for content team planning.

Where it has gaps

• The self-service Event-in-a-Box tier requires buyers to source and manage compatible hardware independently. Onsite technician support, backup printers, and managed hardware are only available through the OnArrival 360 managed service at higher cost.
• The badge design interface is described by reviewers as clunky and requiring significant setup time. Advanced customization (custom fonts, precise layout control) may require Cvent’s professional services team rather than self-serve configuration.
• Salesforce integration exists, but reviewers report that data sync is not truly real-time. Check-in data arrives in CRM with a lag that limits same-day follow-up during the event. Native Slack notifications for sales reps on check-in are not a documented feature.
• Teams running frequent field events across multiple cities note that Cvent’s hardware model is designed for single large conferences, not distributed event programs.

Pricing: Custom pricing; not listed publicly.

Ratings: 4.3/5 on G2 · 4.5/5 on Capterra

Best for: Enterprise conference teams already running registration through Cvent who need managed onsite badge printing and check-in at scale, and who have the budget for the OnArrival 360 full-service tier rather than the self-service kit.

Expo Pass

Expo Pass positions itself as an onsite badge printing provider that owns the full badge experience, from its own print shop to the software and hardware. It serves teams that want a complete shipped kit without sourcing equipment independently.

What it does well

• Badge printing kits come with everything needed for onsite check-in: iPad kiosks, Zebra thermal printers, and network-redundant routers. Setup is plug-and-play, reducing configuration time compared to assembling components from multiple vendors.
• On-demand badge printing produces full-color output with support for 4x3 and 4x6 badge sizes, custom branding, and professional conference lanyards. Thermal printing eliminates ink-related failures on event day.
• Registration data syncs to badge printing with walk-in handling and on-site info changes processed at the check-in kiosk. Reviewers cite the ability to make name corrections at the door without reprinting from a stale list.

Where it has gaps

• The platform is effectively locked to the Expo Pass hardware kit. Organizations with existing Zebra or Brother printer inventory cannot easily substitute their own equipment, which creates cost friction for teams that already own printers.
• Advanced badge design customization for audience-segment-specific tiers (VIP vs. general) requires working with the Expo Pass team rather than self-serve configuration in the platform.
• Native CRM integrations (Salesforce, HubSpot) are limited or require third-party connectors. Post-event data export is primarily CSV-based, with no real-time sales alerts or Slack notifications. Check-in data reaching CRM requires manual export and import steps.
• True offline-cache functionality (operating without any internet) is not explicitly documented. The network-redundant router is the primary resilience mechanism rather than a locally cached attendee list.

Pricing: Packages start at $2,495.

Ratings: 4.7/5 on G2 · 4.8/5 on Capterra

Best for: B2B event teams that do not own badge printing hardware and want a fully shipped kit with thermal printers, branded lanyards, and kiosks included, accepting that equipment substitution and CRM integration depth are limited.

Accelevents

Accelevents offers a no-code badge designer with per-registration-type badge assignment and multi-kiosk self-serve check-in. It fits mid-market teams that can source or rent their own printer hardware and want a self-serve badge design workflow.

What it does well

• The badge designer supports starting from a template or a blank canvas. Unique badge layouts can be assigned per ticket or registration category (attendees, VIPs, speakers, staff, exhibitors). Merge tags auto-populate attendee data, and QR codes are added via drag-and-drop.
• Multiple kiosks can connect to the badge printer setup simultaneously, keeping lines moving during peak arrivals. Attendees scan, confirm, and print their badge in seconds at a self-serve kiosk.
• Printers can be ordered or rented through Accelevents or trusted partners, or teams can bring their own printers. Zebra thermal printers are cited as the most compatible option. Color printing through PrintNode is available with compatible inkjet or PVC printers.

Where it has gaps

• No vendor-supplied full hardware stack (iPads, routers, lanyards, stands, badge stock) or onsite technician dispatch is documented. Buyers coordinate hardware sourcing independently or through Accelevents partners.
• Offline check-in and badge printing capability is not documented on vendor product pages. Reviewers note concerns about reliability when venue WiFi is unstable.
• Session-level check-in, access control, and real-time CRM integration (Salesforce, HubSpot, Slack alerts) are not documented on the badge printing or pricing pages reviewed.

Pricing: Starting from $7,500/event (Professional plan).

Ratings: 4.7/5 on G2 · 4.7/5 on Capterra

Best for: Mid-market B2B event teams that own or can rent Zebra printers and want a self-serve badge designer with per-attendee-type layouts, accepting that hardware fulfillment, offline mode, and CRM integration require separate solutions.

Whova

Whova provides a drag-and-drop badge editor with 17 ready-to-use templates and on-demand printing triggered by check-in. It fits conference organizers who already own Zebra or Brother printers and want badge printing as part of a broader event app platform.

What it does well

• The drag-and-drop badge editor supports logos, images, custom fields, and QR codes for lead retrieval and contact exchange. Badge customization by attendee category is available onsite.
• On-demand badge printing triggers automatically when an attendee checks in. Walk-ins receive a printed badge through real-time badge generation. A central badge printing queue supports multi-device check-in across several iPads.
• The platform works with Zebra and Brother printers, covering most organizations’ existing hardware investments without requiring new equipment purchases.

Where it has gaps

• No hardware fulfillment service is available. Buyers source, ship, and set up their own printers, iPads, and networking equipment. Reviewers who expected turnkey onsite equipment were disappointed.
• No distinct VIP or tiered check-in mode is documented. All attendee types go through the same self-serve kiosk check-in flow without a separate staff-assisted lane for executive attendees.
• Offline check-in capability is not explicitly claimed on vendor product pages. Reviewers running events in venues with poor connectivity describe uncertainty around system reliability.
• Real-time CRM sync (Salesforce, HubSpot) is not cited as a native capability. Attendance data flows via post-event CSV export, and no Slack or sales alert integration for check-in events is documented.

Pricing: Custom pricing; not listed publicly.

Ratings: 4.8/5 on G2 · 4.8/5 on Capterra

Best for: Conference organizers who already own Zebra or Brother printers and want badge printing bundled into an event app with networking and attendee engagement features, accepting that hardware logistics, VIP check-in differentiation, and CRM data flow are handled outside the platform.

Nunify

Nunify offers a visual badge designer with Zebra and Apple AirPrint support, and explicitly claims fully offline badge printing with no WiFi required. It fits teams running events at venues where internet connectivity is unreliable or absent.

What it does well

• Badge printing works fully offline with no WiFi needed. This is an explicit vendor claim, not a fallback mode, making it distinct from platforms that rely on network-redundant routers or cached attendee lists as secondary mechanisms.
• QR code scanning and attendee verification print a badge in 3 seconds. An iPad or kiosk mode supports check-in across multiple locations with a real-time dashboard.
• The platform holds SOC-2, ISO 27001, GDPR, CCPA, and PCI compliance certifications, addressing data governance requirements for regulated industries.

Where it has gaps

• No onsite hardware fulfillment, equipment shipping, or vendor-supplied technician support is documented. Buyers source their own printers and devices.
• Reviewers report wanting more control over badge layout and branding elements. Audience-segment-specific badge logic (VIP vs. general) and template inheritance across events are not documented.
• Real-time CRM integration (Salesforce, HubSpot, Slack alerts) and session-level check-in or access control are not documented on vendor pages.

Pricing: Custom pricing; not listed publicly.

Ratings: Not available on G2 · 4.8/5 on Capterra

Best for: B2B event teams running events at venues with known WiFi limitations (hotels, restaurants, off-site field locations) who prioritize confirmed offline badge printing over hardware fulfillment or CRM integration depth.

EventPack

EventPack provides a badge designer with variable data support, offline check-in capability, and a credits-based pricing model. It fits teams managing recurring events who want to avoid per-event pricing.

What it does well

• The system works offline, and data syncs automatically once connectivity is restored. This removes venue WiFi dependency for check-in and badge printing operations.
• Multiple check-in options (QR code, name search, manual entry) and a customizable kiosk mode allow attendees to self-check-in. Real-time tracking lets teams monitor check-ins from a command center.
• Session scanning tracks who attends each session and monitors session capacity, providing breakout-level attendance data beyond event-entry check-in.

Where it has gaps

• No vendor-managed hardware fulfillment, equipment shipping, or onsite technician support is documented. Buyers source all printers and devices independently.
• No specific printer brands or models (Zebra, Brother) are named. The vendor claims compatibility with a “wide range” of printers without confirming which brands are supported.
• CRM integration is limited to HubSpot sync and Zapier connections (3,000+ apps). No Salesforce native integration, real-time sales alerts, or session-level CRM enrichment is documented.
• Audience-segment-specific badge logic (VIP vs. general vs. speaker) and template inheritance across events are not documented on vendor pages.

Pricing: Custom pricing; not listed publicly.

Ratings: Not available on G2 · Not available on Capterra

Best for: B2B event teams managing a recurring calendar of events who want credits-based check-in pricing and offline reliability, and who can tolerate sourcing their own hardware and managing CRM data flow through Zapier or HubSpot connectors.

idloom

idloom is a European event management platform with a badge module that supports unlimited badge dimensions and per-guest-type badge configuration. It fits teams running registration-heavy events who want badge design tied to guest categories at a predictable monthly cost.

What it does well

• Badge layouts are customizable with unlimited dimensions and designs. Multiple badge types can be configured per registration type or guest category (e.g., different badges for regular guests, speakers, and press).
• QR codes and barcodes are supported on badges for entry scans. Badge printing and access control connect in one workflow. PDF badges can be sent automatically in confirmation emails for attendee self-printing.
• Published pricing starts at €150/month with no per-ticket, per-attendee, or per-registrant fees. A free tier and 15-day trial are available.

Where it has gaps

• No onsite hardware fulfillment, equipment shipping, or named printer brand compatibility is documented. Buyers source their own printers and devices.
• No offline check-in or badge printing mode is documented. No onsite technician support or backup equipment programs are mentioned.
• CRM and marketing automation integration is not documented on product or pricing pages. Reviewers note that integration options with external tools could be improved.
• Reviewers describe badge and event page customization as constrained for advanced branding needs, requiring workarounds for complex design requirements.

Pricing: Starting from €150/month (Light plan). Premium from €550/month. Corporate at €1,150/month. All billed annually.

Ratings: 4.6/5 on G2 · 4.8/5 on Capterra

Best for: European B2B event teams running frequent registration-heavy events who want per-guest-type badge configuration at a fixed monthly cost, and who handle their own onsite hardware and do not require CRM integration or offline capability from their badge software.

Eventbrite

Eventbrite is a ticketing and event discovery platform with a mobile check-in app for QR code scanning. It does not offer native badge printing, badge design, or onsite hardware support. Teams needing printed badges must layer a third-party tool on top.

What it does well

• The mobile organizer app supports QR code scanning for staff-assisted check-in at the door. Walk-in attendees can be added via the app during the event.
• Free to publish unlimited events. Per-ticket fees (3.7% + $1.79 per paid ticket) replace upfront platform costs for teams with limited budgets.

Where it has gaps

• Badge design and badge printing are not native features. There is no badge designer, no template system, no QR-code-on-badge generation, and no audience-segment badge differentiation.
• No onsite hardware (printers, iPads, routers, badge stock) is supplied, shipped, or managed by Eventbrite.
• No self-serve kiosk mode is offered. Check-in is limited to staff-operated mobile scanning with no parallel lanes or VIP differentiation.
• No offline check-in mode, onsite technician support, or session-level check-in is available.
• CRM connectivity (Salesforce, HubSpot) relies on Zapier or basic integrations. No real-time sales alerts or session-level data flow is documented.

Pricing: Free base plan. Per-ticket fees of 3.7% + $1.79 per paid ticket, plus 2.9% payment processing per order.

Ratings: 4.4/5 on G2 · 4.6/5 on Capterra

Best for: Teams using Eventbrite for ticket sales and event discovery who accept that badge printing, onsite hardware, offline check-in, and CRM intelligence all require separate tools layered on top of the platform.

What to look for in event badge printing software for B2B Event Teams

Badge design customization. Evaluate whether the platform supports per-audience-segment badge logic (VIP, speaker, sponsor, general), custom fonts, QR codes, and template reuse across events. Without this, every event starts from scratch, and attendee tiers are visually indistinguishable at the door.

Registration-to-badge data connection. Confirm that badge printing pulls from live registration data without CSV exports. Test walk-in handling and last-minute name corrections. A stale export means every badge printed after a correction is wrong.

Onsite hardware and equipment fulfillment. Determine whether the vendor supplies, ships, and retrieves printers, iPads, routers, badge stock, and lanyards, or whether your team sources everything independently. For distributed event programs across multiple cities, per-event procurement consumes disproportionate operational capacity.

Check-in throughput and mode flexibility. Verify that the platform supports parallel self-serve kiosks and staff-assisted check-in within the same event. A single check-in mode forces VIP executives into the same queue as general attendees.

Printer hardware compatibility and flexibility. Check which printer brands (Zebra, Brother, Epson) are natively supported. A platform locked to one brand forces teams to replace existing hardware or rent at elevated per-event cost.

Offline reliability and event-day resilience. Confirm whether check-in and badge printing continue without internet connectivity. Venue WiFi failures are common. A platform with no offline mode reverts your team to paper lists and handwritten badges.

Session check-in and access control. Evaluate whether badge-based check-in extends to individual sessions with capacity enforcement and ticket-tier access gating. Without this, premium sessions cannot be restricted, and session attendance data is unavailable for content planning.

Post-check-in CRM integration and real-time attendee intelligence. Verify whether check-in data flows to your CRM in real time, triggering sales alerts when target accounts arrive. Batch export the day after the event is too late for same-day follow-up when engagement is highest.

Questions people ask about event badge printing software

What should event badge printing software integrate with?

At minimum, it should connect to your registration system (to pull attendee data live), your CRM (Salesforce or HubSpot), and your marketing automation platform. Strong setups also push check-in events to Slack so sales reps receive real-time alerts when target accounts arrive. Without CRM integration, attendance data stays siloed and follow-up happens too late.

What is the difference between onsite badge printing and pre-printed badges?

Pre-printed badges are produced before the event from a static attendee list. Any name correction, ticket transfer, or walk-in after the print run creates a mismatch. Onsite badge printing generates each badge at the moment of check-in from live registration data, so the printed output always reflects the current attendee record. For B2B events with late registrations and VIP changes, onsite printing eliminates the stale-data problem.

How do you choose the best event badge printing software for your event size?

For single large conferences (500+ attendees), prioritize high-throughput check-in with parallel kiosk and staff lanes, onsite technician support, and session-level access control. For distributed field event programs across multiple cities, prioritize single-vendor hardware fulfillment and offline reliability. Zuddl covers both scenarios. Cvent’s OnArrival 360 is strong for single enterprise conferences. Expo Pass works for teams that want a shipped hardware kit.

Can event badge printing software handle last-minute registrations and walk-ins?

Most platforms in this list support on-the-spot registration and on-demand badge printing at the check-in desk. The key differentiator is whether walk-in data syncs back to the registration system and CRM automatically, or whether it requires a manual export step after the event. Platforms with live registration-to-badge connections process walk-ins without disrupting the check-in queue. Platforms that rely on pre-exported attendee lists cannot print accurate badges for late registrants.

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In early 2024, we gathered insights from seasoned event marketers on making B2B events more inclusive and accessible. Here are their top strategies, packed with actionable steps that you can apply directly to enhance your next event.

Ensure comprehensive accessible communications

1. Create materials in multiple formats: Prioritize the production of digital content that is screen-reader friendly and physical materials in braille or large print.
2. Implement real-time translation and captioning: Utilize services that offer real-time captioning and language translation to cater to attendees with hearing impairments and non-native speakers.

Select fully accessible venues

1. Venue checklist: Always use a venue checklist that includes automatic doors, ramps, accessible toilets, and clear signage. Confirm these features during your site visits to ensure they meet or exceed ADA standards.

Utilize interactive technologies for engagement

1. Incorporate engagement tools: Leverage technologies like live Q&A tools, polling, and chatbots that are accessible to ensure all attendees can participate actively regardless of physical or sensory limitations.

Post-event accessibility

1. Distribute accessible post-event resources: Offer event recordings with captions and audio descriptions. Ensure all post-event communications are accessible and provide summaries in various formats.
2. Collect inclusive feedback: Use accessible surveys and feedback tools to gather insights on how to improve inclusivity and accessibility at future events.

Promote and communicate accessibility features

1. Clear information on accessibility features: Well before the event, inform potential attendees about the accessibility measures in place through your event’s website, emails, and social media. This transparency helps those with specific needs plan their participation.

Championing inclusivity and accessibility

By implementing these strategies, you show a genuine commitment to inclusivity, enhancing the overall experience and ensuring everyone feels valued and welcome. Start adopting these practices now to enrich your events, foster meaningful connections, and set a new standard of excellence within the industry.

Here's the scenario - Your team is running a large event in a new location, and 400 people have registered to attend. An hour into the event, you realize that 150 more guests than expected have arrived, and you simply don’t have room for everyone who showed up. What do you do?

The answer (both to prevent this problem and solve it if it occurs) is capacity management. Capacity management involves monitoring and managing the number of people inside your event space to maintain safety, accessibility, and logistical requirements. It’s a crucial task not only for compliance, but also to provide guests with a positive event experience.

However, capacity management can be challenging, especially for large conferences and in-person events that have historically been virtual or hybrid. To help you prepare to manage crowds and stay up to code at your next major event, we’ve compiled some of the best insider tips for effective capacity management. Let’s dive in!

1. Evaluate your venue space early

As soon as you choose a venue for your in-person event (or even before you decide, if possible), take time to evaluate the space’s capacity and any potential safety hazards. To do so, take the following steps:

1. Contact the owner of the venue to ask about the building’s safety regulations and fire codes, as well as the maximum capacity of the spaces you’ll be using. If your company or organization owns the building, brush up on its regulations.
2. Conduct a personal walkthrough, noting any areas or rooms that are especially small or difficult to navigate. Consider the equipment and furnishings you’ll need for the event and how that will impact the venue’s capacity.
3. Determine the maximum number of people who can safely attend your event at one point in time.

Then, go beyond regulations and think more deeply about the guest experience. How many people can this space comfortably contain? Will it be crowded? Will it be easy for guests to navigate, including those with disabilities? Based on these answers, adjust your event’s maximum number of attendees for the ideal guest experience. 

Even if you’ve used this venue for events in the past, don’t skip this step. Refresh your memory on the space’s regulations and complete a new walkthrough to check if anything about the venue has changed since your last event. Additionally, speak with past event staff and attendees about any capacity challenges the venue posed in the past and how they addressed them.

2. Invest in event management software

Event apps and platforms aren’t just for virtual events—the right tools can also boost efficiency, improve capacity management, and customize the guest experience for in-person events. For instance, certain software solutions enable you to:

• Streamline registration. With custom online registration forms, you can easily limit the number of maximum attendees and get accurate guest headcounts prior to the event. Plus, control capacity by setting maximum sizes for group registrations.
• Easily manage guest check-in. Allow guests to check in online or by scanning a mobile ticket to reduce crowded check-in lines and get accurate numbers of guests as they arrive. Then, use check-in data from your app to update headcounts in case group registrations weren’t accurate or some people couldn’t attend.
• Communicate with guests and team members instantly. Make capacity-related announcements and alert guests of changes immediately via text message or push notifications.

To choose the best software for your event, take time to evaluate your event’s needs first. Then, research several platforms that meet those needs before choosing a few providers to schedule demos with. Come to these meetings prepared with questions about pricing, features, and customization options to help you make your decision.

Ultimately, the right event management tools will help you manage event capacity and engage attendees by providing them with a streamlined, one-of-a-kind event experience.

3. Use timed-entry tickets

Event organizers can learn a lot from admissions-based organizations that deal with capacity management as part of their day-to-day operations. For instance, many museums use museum management software with timed-entry ticketing systems to help them space out visitors and confidently manage numbers throughout the day. 

Here is how timed-entry tickets work to streamline capacity management and make events safer for guests:

• Instead of purchasing a generic admissions ticket, guests choose a time or time frame to arrive for the event when they register.
• Organizers limit the number of guests who can arrive during each time frame to stagger attendance and manage guest capacity.
• Using the designated timeframes, organizers can easily check who is inside the building at any given time to monitor capacity levels.

Timed-entry tickets can also make your event more inclusive by cutting down the size of crowds, making it easier for those with physical disabilities or sensory needs to participate in and enjoy your event. While this method may not work for all events, it can help you reduce crowding for large, multi-day events like conferences.

4. Train your event staff to monitor and manage crowds

Whether your event team is made up of experienced staff or first-time volunteers, it’s important to train them on capacity management best practices and remind them why it’s essential for a successful event. 

Provide basic training for all team members about how to monitor crowds and deal with them should they get too large. Create contingency plans and protocols for what event staff should do if you exceed venue capacity or guests react negatively to capacity restrictions. For example, you might ask staff members to immediately alert a certain person about the problem and temporarily stop admitting guests until the issue is resolved.

Additionally, consider designating a few team members to lead your capacity management efforts and keep a close eye on capacity levels throughout the event space. Ideally, these staff members should be well-versed in event management and your venue’s capacity requirements.

Proactive capacity management isn’t just about ensuring the safety of your guests and event staff. It’s also about creating an environment where attendees can comfortably enjoy and get the most out of your events, prompting them to spread the word and attend your events again and again. By following these tips, you’ll be able to keep your in-person guests safe, comfortable, and engaged.

In today’s technology-run world, it's hard to imagine a day without our mobile devices. From checking emails to managing daily tasks, we rely on our phones and tablets for almost everything. But did you know that they can also transform the way we experience events? 

With this growing dependence on technology, event marketers are now embracing the use of mobile devices to enhance engagement and create a more interactive experience for attendees. Not only do they provide attendees with convenience and accessibility, but they also have the power to encourage audience participation. Let’s explore the various ways in which mobile devices can revamp your events and ultimately lead to greater success.

Engage guests from the palm of their hand

Most individuals have their smartphones on them at all times, and this is no different in the event space. It’s not uncommon to see event guests paying more attention to their phones than the announcements being made. Think about it - how many times have you attended an event and found yourself scrolling through your phone? 

This is where incorporating mobile apps into an event can be highly valuable. With a mobile app, all the necessary information is easily accessible in one place, eliminating the need for constant device-switching or flipping through physical materials. Instead of having to rely on laptops, attendees can simply pull out their phones and stay plugged into the event. 

Plus, text or push notifications allow organizers to share updates and reminders directly to attendees' phones. This not only keeps them informed but can also re-engage them if they get distracted. 

Many mobile apps made for events have a plethora of features, including:

• In-app ticket purchasing 
• Interactive event schedule
• Personalized itinerary with reminders
• Virtual event map
• Personalized recommendations
• Real-time push notifications for updates
• Gamification (challenges, polls, trivia, leaderboards)
• Networking feature 
• Social media integration 
• Virtual swag bag with exclusive deals from event sponsors
• Shared photo gallery
• Feedback system

This list is not exhaustive at all. There are endless ways that you can enhance your guests’ experience with mobile apps. However, it’s best to choose one application and stick with it. You don’t want to be managing multiple apps and neither do your guests! 

Simplify participation

Mobile devices have revolutionized the way guests participate in events. Let’s dive into some of the most useful features that help streamline the event planning process and make things a whole lot more pleasant for your guests.

Checking in with mobile apps

With the use of mobile apps and technology, checking in to an event can be a hassle-free process. Guests can simply download the app, register, and receive their digital ticket for entry. Make sure that your pre-event communication provides effective instructions and reminders for guests so they can check in with ease.

There will always be folks who don’t make use of the early check-in process, and that’s okay! Have some staff trained and available to help those who aren’t as proactive or tech-savvy. Giving mobile check-in as an option will still eliminate long lines and paper tickets, making the check-in process much quicker and more efficient. 

Accessing schedules and event maps with mobile apps

By having their schedules readily available on their phones, guests can easily plan out their day and navigate through the event without any confusion. Some apps can even save certain events to a favorites list, which is helpful for larger events with multiple activities and sessions taking place simultaneously. It can also be an easy conversation starter between attendees: “What do you have on your favorites?” 

Additionally, most event attendees will be unfamiliar with your venue. Google Maps is usually unhelpful in this realm, as you’ll be dealing with conference rooms or halls. With event maps on their phones, guests won’t be fumbling around. 

Participation through mobile apps

Mobile events allow guests to actively participate in various activities through their phones. Whether it's a live poll or an interactive game, guests can engage with the content of the event in real time using their mobile devices. This enhances their overall experience and encourages active participation.

For those events that incorporate fundraising activities like silent auctions, there are apps that facilitate the bidding process, too. Grant access to people who are not physically present so they can bid on items, and let in-person guests bid with a single tap! 

Connecting and networking through mobile apps

Chat and networking features allow guests to foster a sense of community and meaningful connections beyond just attending the event. You can even encourage folks to connect before the event. Some applications ask attendees about interests to connect like-minded individuals. 

Events that leverage mobile applications have made it incredibly convenient for event marketers and attendees alike. They take a huge mental load off of guests’ plates, which not only enhances the overall experience for attendees but also adds value to the event itself. 

Appeal to both in-person and virtual attendees

Let’s face it – events haven’t been the same since COVID. Hybrid and virtual events are here to stay, and that’s not a bad thing! We now have the technology to allow for more attendees. In the old days, if people couldn’t be present for it, they just completely missed out. Now, they can still be a part of the event virtually! 

One of the biggest advantages of using mobile devices for events is the ability to turn any event into a hybrid one. Mobile devices make it possible for virtual attendees to feel like they are actually present at the event, making events more accessible and inclusive for all participants.

Make reporting easier

One of the key features that sets mobile apps apart from traditional methods of event management is their built-in reporting capabilities. Organizers can access valuable insights from their events, making the post-event analysis process much more efficient. These reporting features provide event hosts with a gold mine of information that no manual process can do, including identifying successes and areas of improvement. This allows them to make informed decisions when planning future events and tailor the experience to better meet the needs of their attendees.

Some examples of data points that event hosts may want to track include:

• Attendance numbers
• Participation rates for certain activities or workshops
• Fundraising dollars raised from mobile devices
• Feedback ratings provided by attendees

This data also enables organizers to connect with attendees more personally after the event. Event hosts can follow up with personalized emails or targeted advertisements that cater to the interests of each attendee. This not only helps to foster a stronger relationship with attendees but also increases the likelihood of them attending future events.

It’s safe to say that mobile devices have become an essential tool for both event organizers and guests. With the convenience of having everything at our fingertips, we can enhance our event experience in ways we never could before and help guests get the most out of the event. Next time you host an event, remember that things don’t have to be complicated, disconnected, or so manual – we have the technology!

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As someone who's navigated the complexities of trade shows across various industries, I've learned that success doesn't come from the flashiest booth or the biggest budget. It's about strategic planning, meaningful engagement, and meticulous follow-up. Here’s my distilled guide for fellow event marketers who are ready to cut through the noise and make their next trade show a strategic win for their brand.

‍Strategic selection & goal setting

The foundation of any successful trade show strategy begins long before the event itself. It starts with a clear understanding of why you're attending. Are you looking to generate leads, increase brand awareness, or establish thought leadership? This clarity will guide your decisions on which trade shows to invest in and how to measure your success. I always recommend digging into past event feedback and analyzing the attendee demographics to ensure a good fit for your objectives.

‍Pre-event sales collaboration

Your sales team is crucial to your trade show success. That's why I advocate for a close collaboration with them well before the event. I recommend scheduling a regular cadence of meetings with your sales team ahead of the event to discuss everything from our lead capture strategy to our follow-up plan. 

I also like to keep all information about the event in a singular "source of truth" document. Making sure your team knows where to find information and has an outlet for discussing and working toward goals ensures that everyone is aligned and maximizes our potential for success at the trade show.‍

Booth design & swag strategy

In my experience, the most effective booths are those that focus on engaging the audience in a meaningful way. This doesn’t necessarily mean having the most extravagant giveaways or an overly elaborate design. Instead, it's about choosing swag that resonates with your target audience and designing a booth that facilitates interaction and showcases your brand's story. Sometimes, the most straightforward approach can be the most memorable.

‍Executive engagement

Having your executives on the trade show floor can be a game-changer, but it's all about using their time wisely. I’ve found that their presence is most impactful in specific scenarios, such as speaking opportunities, high-level networking events or targeted meetings. It’s about strategically leveraging their authority and influence to enhance your brand's presence and forge meaningful connections.

‍Post-event follow-up & success measurement

The work doesn’t end when the trade show does. Immediate and personalized follow-up with the leads you’ve gathered is just the start. Equally important is taking a step back to evaluate the event's success against your initial goals. I like to combine both qualitative feedback and quantitative data to get a full picture of our performance. Holding a post-mortem meeting with the sales team and other stakeholders is also a key part of my process, allowing us to refine our approach for future events.

Reflecting on these strategies, it's clear that the true value of trade shows lies not just in the leads we capture or the deals we close, but in the deeper understanding we gain about our market, our audience, and ourselves. Each event is a learning opportunity, a chance to refine our approach and better connect with those we aim to serve. It's this continuous cycle of learning, adapting, and engaging that drives real, lasting success in the trade show arena and beyond.

Follow me on LinkedIn for more trade show and event marketing tips. And if you need some extra help to make your events a success, you can learn more about Planner Pal at plannerpal.io (coming soon).

^{Written by Kera Wright, Founder, Planner Pal}

How are event marketers reimagining accessibility and inclusivity for 2024? 

Our recent survey revealed that 59.6% of event marketers are prioritizing these aspects.

This change is not just about compliance; it's a deep-seated commitment to inclusivity, reflecting a genuine concern for every attendee's experience. 

Today, we’ll look into some of the strategies shared by event marketers.

Comprehensive accessibility planning

Event marketers are adopting a multifaceted approach to understand and cater to diverse attendee needs. This involves recognizing a spectrum of disabilities and tailoring events to accommodate various needs, such as mobility, visual, hearing, cognitive, and neurodivergent conditions. Strategies extend beyond physical accommodations to include virtual and hybrid event formats, closed captioning, sign language interpreters, and mindful gifting. Marketers are also focusing on multiple language offerings, increased website accessibility, and promoting women in leadership and sustainable businesses to cater to a broader audience.

Registration and on-site experience

The registration process has evolved into a critical touchpoint for inclusivity. Detailed questions about attendees' needs are now standard, setting an inclusive tone from the start. Onsite, ensuring wheelchair accessibility, providing quiet rooms, and accommodating service animals are essential. Event marketers are also adopting flexible scheduling and hosting events at times ideal for various time zones, ensuring diverse speaker lineups, and choosing venues accessible to individuals with disabilities.

Diverse and inclusive attendee representation

Diversity in attendee lists is now a deliberate strategy. Ensuring representation across various demographics is becoming a norm. Engaging with diverse communities, checking for unintended bias in invites, speakers, and hosts, and intentional speaker selection are part of this inclusive approach. Event marketers are utilizing diverse networks and promoting small customer businesses and sustainable businesses as key strategies.

Welcoming environment and communication

Creating a welcoming environment goes beyond logistics. It's about fostering a sense of belonging through networking opportunities for underrepresented groups and implementing clear Codes of Conduct. Simple, clear language in signage and materials, along with staff training on respectful interaction, are vital. Many marketers are working with advocates to ensure accommodations for mental and physical needs and conducting training sessions on inclusivity for organizers and staff.

Venue and technology considerations

Choosing the right venue is critical for accessibility. Venues with accessible features and navigable spaces for all attendees are preferred. Utilizing assistive technology like screen readers and ensuring compatibility with various tools is essential. Designing event websites and materials on platforms that meet accessibility guidelines supports attendees with visual impairments or color vision deficiency.

The integration of inclusivity and accessibility into B2B events is a response to a growing demand for empathetic and responsive events. This approach enriches the event experience for everyone and contributes to a more inclusive and accessible business world.

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How do you plan a conference that’s so extraordinary that attendees are still raving about it months after it’s over? 

It’s a confluence of factors, to be sure; engaging and relevant content, dynamic speakers, interactive sessions, and networking activities all play essential parts in making a conference impactful. But these are now baseline expectations. Without them, your conference might indeed become a topic of conversation, but for all the wrong reasons.

We're emphasizing that while you must get all the fundamentals right, that might not be enough to make your conference stand out. 

You need something extra - an X factor - to elevate the conference experience from meh to memorable (and drive traffic to strategic areas in the venue, of course). “We try to build in moments of childlike joy into real-life experiences.. says Lauren Olerich, Sr. Director of Events at Gainsight in our webinar. “At [Pulse - Gainsight's annual conference), we have had people dressed up as superheroes who walk around the conference; we’ve hired a Taylor Swift impersonator to sing and serenade and walk around on stage; and we had a ferris wheel in 2018."

And that’s where activations come in.

A is for activations

What are activations? A quick refresher. 

Activations are engaging experiences that encourage attendees to participate in the conference - beyond the sessions, panels, and workshops, and which leave a lasting impression on attendees.

They can take many forms, such as interactive exhibits, experiential installations, workshops, games, live performances, etc. Organizers can use activations to meet strategic goals, such as driving traffic to the sponsors' area in the venue or driving awareness around a concept, product, or service.

Here's what Lauren recommends keeping in mind when planning your activations:

(1) Experiences for attendee to self-explore in their own time: If you think about the footprint of your event, [you can put activations on different zones and floors]. You can put ‍activations throughout the Expo Hall or the hallways as people are starting to walk to different breakout rooms.

(2) Encourage attendees to seek out the activations: You can encourage people through push notifications to find the activations. And you can gamify [it] by giving people points if they scan [the event app] at certain activations to encourage them to experience these things.

5 activation ideas that we loved

Idea 1: An interactive installation

What is it: A real-time, interactive artistic display that is built by attendee submissions

Why it’s a great idea: Conferences often focus on knowledge sharing and professional development, but incorporating live art serves as a creative counterbalance, stimulating senses and imagination and providing a unique way to express ideas and narratives.

A real-life example: The Brightline Initiative, in collaboration with Domestic Data Streamers, had a participatory art installation at their 2019 conference. Attendees were asked to write down their thoughts about speakers, sessions, and conference content on transparent tiles with permanent marker, creating a visually engaging and interactive experience that allowed participants to contribute to the event's narrative actively.

We love this idea.

Another example: At the TED Bigger Than Us Exhibit, attendees were invited to write an idea worth spreading on a piece of paper. They were then photographed holding it and their photo was added to a gallery. This activation engaged attendees in the core mission of TED, allowing them to actively participate in sharing and promoting their own innovative ideas, while also fostering a sense of inclusion and community.

A fantastic embodiment of the theme of the conference.

Idea 2: Puppies at the conference

What is it: Quite simply - puppies at the conference!

Why it’s a great idea: Incorporating puppies into a conference provides a delightful and unexpected element that can reduce stress, boost mood, and encourage social interaction among attendees. It adds a unique and memorable touch to the event, as it's not something commonly associated with conferences.

A real-life example: At Quantum Metric’s user conference, the team set up a puppy adoption center in the sponsor area. Attendees were thrilled to encounter adorable puppies, which not only attracted significant traffic to the sponsor area but also ended up with two dog adoptions.

Honestly, if you had this activation at your conference, you'd have trouble getting us to leave.

Idea 3: Smoothie bikes

What is it: Smoothie bikes let attendees select their preferred flavors and then pedal to blend them into their own custom fruit smoothie or signature cocktail, which they can take with them.

Why it’s a great idea: People love an activity, and people also love free food and drinks. Smoothie bikes cleverly combine both by offering a hands-on and fun experience that you definitely don’t expect at a conference and a yummy payoff.

A real-life example: HP set up smoothie bikes at Curry’s Peak Conference, as it perfectly exemplified HP sustainability, but works well at just about any event organized by a company that cares about sustainability (because you produce your own electricity!).

Idea 4: AR scavenger hunt

What is it: VR/AR/AI adventures are usually immersive and interactive experiences that leverage virtual or augmented environments, often involving headsets or devices. An AR scavenger hunt is an interactive game or activity in which participants use AR technology, often via a mobile app, to locate and collect virtual items or complete challenges within a physical or digital environment. Like Pokemon Go.

Why it’s great at a conference: VR/AR/AI adds oomph to your event and lets attendees explore a concept related to your conference’s theme in an exciting and cutting-edge way. The scavenger hunt, in particular, is a creative and fun way to get attendees exploring the venue, and interacting with products, services, and sponsors, which promotes deeper engagement between participants and event stakeholders.

A real-life example: The AR scavenger hunt at the 2023 Advertising Week APAC conference was a big hit. Attendees were encouraged to explore Lunar Park - the conference venue - to find and collect rewards from sponsors throughout the park. Participants would be entered into a draw to win a major prize.

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This is a smart way to employ gamification at the conference in a way that feels authentic and enjoyable to attendees, and helps you meet strategic event goals too.

Idea 5: Nostalgia arcade

What is it: An arcade of retro games designed to connect attendees with positive memories of the past.

Why it’s great at a conference: It adds a touch of fun and familiarity, making networking easier through shared memories, and conversations more enjoyable, and the event itself distinct and memorable.

A real-life example: AWS re: Invent in Las Vegas featured educational sessions, networking opportunities, as well as a variety of retro games, including a Giant Human Claw Machine in which attendees played the part of the Giant Claw. They were lifted into the air by the machine and lowered into a giant pit of untold treasures that were up for grabs.

There's no denying the power of a 90s throwback.

To sum up…

In the quest to make events truly memorable and strategically impactful, activations stand out as powerful tools.

But to make them truly effective, organizers need to carefully align the experiences with your company and event’s personality, goals, mission, and values, and with strategic objectives you’re trying to meet through them - for instance, driving footfall to sponsors.

So, be thoughtful, be strategic, but above all, be boldly unexpected.

There are conferences, and then there are conferences.
Partnership Leaders' Catalyst 2023 firmly establishes itself in a league of its own.

This annual conference serves as a catalyst for growth in the partnership and business development sector, with partnership professionals from around the globe coming together to discuss best practices, set industry standards, and elevate partnerships to new heights. This year, Catalyst 2023 was held in Denver. It was attended by 650+ professionals, all of whom left the event thoroughly impressed and inspired by the experience.

Here are 3 ways Partnership Leaders made this in-person conference an absolute hit among its members this year.

1) A frictionless check-in experience

At many in-person conferences, the check-in process can be tiresome, often involving long queues, manual badge searches, and frustrating delays. Attendees frequently spend valuable time waiting in a line or tutting internally at the sluggish pace of checking-in.

It can put a damper on the event itself.

But at Catalyst ‘23, attendees were able to check in and get their badges printed in less than 60 seconds. It was a smooth-as-butter process because:

1. Attendees were emailed a QR code beforehand
2. They scanned this code on iPads provided at the registration table in Denver
3. The scan prompted a badge label to be printed automatically
4. All that was left was to collect the badge and walk into the conference!

2) A conference app co-created by attendees

Conference apps, while intended to enhance the event experience, can often be bloated with unnecessary features and difficult to navigate. Attendees may struggle to find the information they need amidst a sea of overwhelming options, leading to frustration rather than convenience.

The Catalyst ‘23 app however was built with input from Partnership Leaders’ community members themselves, who logged in, tested things out and made suggestions. This sense of co-ownership resulted in 98% of Catalyst attendees downloading the conference app. 

“They used it to navigate the venue and add sessions to their schedule. They could receive real-time updates to the agenda, and it allowed them to see who else they could network with based on their goals and interests,” says Asher Mathew, CEO of Partnership Leaders. “It helped to personalize the conference experience for them and strengthened the sense of community, as we had all built it together.”

3) Easy ways for sponsors to connect with attendees + vice-versa

Navigating the conference landscape can be a double-edged sword for both sponsors and attendees. For sponsors, qualifying attendees amid the hustle and bustle of large events can be a daunting task. On the flip side, attendees often find themselves overwhelmed, struggling to keep track of the multitude of opportunities that come their way.

The Lead Retrieval app at Catalyst '23 served as a bridge, simplifying interactions between sponsors and attendees. Sponsors could quickly scan attendee QR codes for instant data capture and qualification using simple lead scoring, making follow-up with highly interested attendees easy. And for the attendees, the same QR scan meant that they could just focus on interacting with the sponsor without the burden of manual note-taking, knowing that they would be sent pertinent information after the conference.

To sum up

The collaborative energy championed by Partnership Leaders paved the way for streamlined interactions and seamless data exchange that attendees wholeheartedly embraced at Catalyst '23, and set a new standard for in-person conferences. 

Earlier this month, Zuddl concluded the second edition of its annual company offsite event, Bonfire, and this time around, the team was much bigger, and so were the festivities!

For a remote workforce like ours, the annual offsite is a rare chance for each of us to get to know the people we’ve otherwise only interacted with virtually.

A four-day event, Bonfire 2022 had all the ingredients of a power-packed event, starting from leadership and strategy sessions to cultural activities, sports and a whole lot of surprises! Now, for someone like me who has been at Zuddl for about six months now, meeting my remote team (and the extended Zuddl family) in person was a very unique experience. 

Initially, I didn’t know how it would be; there was this slight anxiety, or curiosity rather, as to whether our smooth virtual relationship with each other would translate seamlessly when we all shared the same physical space and picked up on each other’s non-verbal cues. To my surprise, we seemed to hit it off as if we’ve known each other for years.

Once the event concluded,I thought about how that happened. What have we been doing right to see this beautiful outcome? And, what has been the company’s role in helping us achieve this.

Here's why I feel Bonfire 2022 was proof of a company that has managed to establish a healthy culture in this remote reality!

A sense of belonging

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The first sign that you organically fit into a community is the fact that you don’t have to make a visible effort to fit in. This seemed to be the general vibe at Bonfire; a genuine ‘coming together’ of people rather than a forced one.

A self-driven team

Whatever session or activity that was handled by a particular team was done with a very authentic flair; there wasn’t an instance where it felt someone was compelled to take up a chunk of responsibility. That speaks volumes of how Zuddl, as a company, has built an environment that doesn’t introduce a sense of distance between different working elements of the company, or the classic ‘hierarchy’ if you will. 

‍Palpable trust

Let’s admit it, we’ve all been to many professional events or gatherings because we were told to be present - almost like the company in question was ‘taking attendance’. In this aspect, Bonfire 2022 was a breath of fresh air because at no point did anyone ever compel any of us to be present for a session or event; they trusted that we would show up on our own. It’s this element of trust that automatically builds a sense of ownership in an employee. I’ve always felt that when there’s a sense of freedom in the environment, it actually induces employees to respect and uphold the liberty harbored.

‍A joyful environment

Just like every place has a mood, every community does too. The one thing that struck me overall was that there was a shared experience of happiness when awards were announced and a collective sense of celebration when party time set in. Now, I may be more introverted than the normal individual, but I think even the most extroverted butterfly would agree that there are some crowds you click with, and some you don’t. 

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Thankfully for us, we just clicked - and that’s what made Bonfire 2022 a memorable one!

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Zuddl is a unified platform for events and webinars that helps event marketers plan and execute events that drive growth. The platform has clients across the globe, such as the United Nations, Kellogg’s, Microsoft, HSBC, VMware, Google, StackCommerce and Cipla amongst others. In January 2022, Zuddl announced that it closed $13.35 mn in Series A funding.