Delegate badges are printed from the registration list, and the registration list is the part of an event most likely to change close to the date. Late speakers, extra registrations and a delayed shipment of pre-printed badges can all leave an organiser short of badges close to the event.
An urgent badge order goes well when three things are settled before anything is printed: the badge format, a clean name list and a realistic plan for lanyards. This guide covers each, with a worked example. For events at Marina Bay Sands, Suntec Singapore or Singapore EXPO, the venues are named only as locations; EZ Print is not affiliated with any venue or organiser.
Which Badge Format Suits an Urgent Order?
Two badge formats are common. A printed card insert slides into a clear pouch, which keeps the card simple to print and cut. A heavier laminated or synthetic badge is punched with a slot and clipped straight to the lanyard, with no pouch. Choose by how long the event runs, whether badges are reused, and what pouches or clips you already hold.
Card insert in a clear pouch. A printed card, often A6 (105 × 148 mm) or name-card size, is slipped into a clear pouch with a hole or slot for the clip. If you already have pouches, give their inside size so the inserts are cut to fit.
Direct-slot badge. A heavier card badge, usually laminated, or a synthetic stock, is punched with a slot and clipped straight to the lanyard. It needs no pouch, and lamination or a synthetic stock helps it resist moisture and tearing around the hole. See the attendee badge cards page for that format.
| Badge type | Typical construction | Pouch needed? | Good for |
|---|---|---|---|
| Card insert | Printed card cut to the pouch size | Yes | Short seminars, existing pouches |
| Laminated card badge | Heavier card, laminated, slot-punched | No | Conferences and multi-day events |
| Synthetic badge | Synthetic stock, slot-punched | No | Events where badges may get wet |
How Should the Attendee List Be Prepared for Named Badges?
Printing a different name on each badge is often possible; mention it in the brief and send the list as one spreadsheet or CSV file with a column for each field, such as first name, last name, organisation, title and category. Remove merged cells, blank rows and duplicate entries, and check spelling, because each badge prints exactly what is in its row.
- One row per badge. Each row should be one person, with the same columns in the same order throughout.
- Clean text. Remove extra spaces, line breaks inside cells and hidden formulas. Check names with accents or non-English characters, and say which characters appear.
- Codes. If badges carry a QR code or barcode for check-in, put the code value in its own column and test a sample with your check-in system before you send the list.
- Categories. If badge colours or labels differ by category (speaker, delegate, media, exhibitor), put the category in its own column and show each design in the artwork.
- Order. If you want badges sorted, for example by last name, say so in the brief and ask whether they can be supplied in that order.
For numbering and approval on passes and tickets, see the guide to event ticket and pass numbering.
How Should Lanyards Be Planned When Time Is Short?
Plain lanyards may be quicker than printed ones; ask whether they are available for your date. Lanyards printed with a logo involve more steps and usually need longer, so plan them on the standard schedule. If badges are urgent, it is often sensible to pair new badges with plain lanyards and keep printed lanyards for a future event.
- Plain lanyards. Ask whether plain lanyards in a suitable colour are available for your date, and how many.
- Printed lanyards. Printed lanyards usually need longer production. Ask for the current lead time when you plan the event. Standard turnaround is 7–14 working days.
- Clips. Check that the clip suits the badge: a lobster clip or a bulldog clip for a punched hole or slot, or a clip that fits the pouch you are using.
How Do Finished Badges Reach the Registration Desk?
Island-wide courier delivery is available to a venue, hotel or office, and delivery is confirmed separately from production in the quotation. Give a named recipient, a mobile number and the event name. Confirm the delivery point and contact with the venue or organiser. Collection can also be arranged at Centennial Tower, which suits a team working nearby.
- Packing. If badges should be bundled by category or kept in a set order, ask for that in the brief.
- Handover. Name one person at the registration desk to receive the delivery.
- Collection. Collection by arrangement — tell us when you would like to collect and we will confirm the time.
Worked Example: Badges for Late Registrations at a Technology Summit
Hypothetical illustration. Figures are assumptions for explanation, not a real transaction or advice. A technology summit at Suntec Singapore receives 200 late registrations close to the event. The example follows the decisions the organiser makes in order: the badge format, the list, the lanyards, the brief and the handover.
Step 1: Choose the badge format. The organiser already has pouches from the main print run, so the new badges are card inserts cut to the pouch size, printed one side, matching the existing design.
Step 2: Prepare the list. The registration manager exports the 200 new names to a spreadsheet with columns for first name, last name, organisation and category, removes duplicates and checks the spelling of every name.
Step 3: Plan the lanyards. The organiser asks whether 200 plain lanyards in the event colour are available for the date, and decides not to order printed lanyards for these late registrations.
Step 4: Send the brief. The organiser fills in the quote builder with the badge size, stock, quantity and required date, and emails the brief with the artwork and the spreadsheet attached. Artwork, stock and capacity are confirmed. Timing is agreed when the job is confirmed.
Step 5: Arrange the handover. The organiser confirms the delivery point and contact with the venue or organiser, and names the registration lead who will receive the parcel.
Frequently Asked Questions
Can printed lanyards be produced on a same-day schedule?
Printed lanyards usually need longer; ask for the current lead time and plan them on the standard schedule. Plain lanyards may be quicker than printed ones; ask whether they are available for your date.
Is same-day printing available for event badges?
Same-day and urgent printing available. Subject to artwork approval, payment, print type and production availability. Timing confirmed per job. The number of badges, the format and how clean the name list is all affect what can be fitted.
Should I choose a pouch insert or a direct-slot badge?
Use inserts if you already have pouches or the event is short. Choose a laminated or synthetic direct-slot badge when you want no pouches, or when badges will be worn for several days.
How should names and QR codes be set out in the spreadsheet?
Use one spreadsheet or CSV file with one row per person and a separate column for each field, including any code value. Remove merged cells, hidden formulas and blank rows, and test sample codes with your check-in system first.
How are badges delivered or collected?
Island-wide courier delivery is available to your venue or office. Confirm the delivery point and contact with the venue or organiser. Collection by arrangement — tell us when you would like to collect and we will confirm the time.
What Should Be Checked Before Sending an Urgent Badge Order?
Before sending an urgent badge order, confirm the badge format and size, the stock, and whether pouches are already in hand. Clean and check the name list, and test any codes. Decide on plain or printed lanyards early, and confirm one contact at the registration desk. Sending all of this together in one brief keeps the order moving.
- Badge format chosen: pouch insert or direct-slot badge.
- Size confirmed, and pouch inside size given if pouches are already in hand.
- Name list cleaned: one row per person, one column per field.
- Sample QR codes or barcodes tested with your check-in system.
- Plain lanyards requested, or printed lanyards planned on the standard schedule.
- Registration contact and delivery point confirmed.
To start, send your brief through the request a quote page or read how availability is confirmed on the same-day printing page.
Same-day and urgent printing available. Subject to artwork approval, payment, print type and production availability. Timing confirmed per job.