Badge Comparison: All Types and Printing Methods

In this article, we compare the most popular badge types and available printing methods to help you choose the best solution for your event.

Organizing an event is an art of precision, and badges play a vital role in ensuring smooth logistics and building a professional event image. A badge is more than identification – the right one can speed up check-in, control access to event zones, and facilitate networking. Let’s explore the different types of badges and how they’re produced.

When should you prepare badges?

One of the first decisions an event organizer must make is when to prepare the badges: should they be printed in advance or produced on-site during registration? Both approaches have their strengths and limitations, and the best option depends on your event type, expected attendance, and the level of flexibility you require.

Printing in advance is ideal when the attendee list is finalized early. It allows for high-quality, visually appealing badges and faster check-in.

On-site printing offers greater flexibility – it enables real-time personalization, reduces the risk of errors, and accommodates last-minute registrations or walk-ins.

In many cases, a hybrid model works best: some badges are printed beforehand, while others are prepared on-site depending on the situation.

Types of badges

Laminated paper badges

A timeless classic. These badges are attractive, durable, and cost-effective when printed in bulk. Made from heavy paper stock (300 g/m² or higher) and coated with laminate or UV varnish, they offer a professional finish and resistance to wear.

They look great, but require advance planning. If your list changes – someone cancels or signs up late – you’ll need a backup plan, like blank badges with space for a printed label.

Advantages	High-quality appearance, durability, large print area allows for readable font sizes, low unit cost in larger volumes
Disadvantages	Cannot be printed on-site, must be prepared before the event
Personalization	At a print shop before the event, or on-site using self-adhesive labels
Best for	Events with a limited number of attendees where aesthetics and organization are priorities

Plastic Cards

PVC cards offer the highest durability as they are nearly indestructible. They can incorporate RFID chips, magnetic strips, or QR codes. Their appearance resembles that of a credit card. However, they require specialized printers, and the per-unit cost is significantly higher than paper badges. Additionally, they have limited space, making them less ideal when attendee readability is a priority.

Advantages	Highly durable, reusable, supports technology integration
Disadvantages	Limited printing space, small font sizes reduce readability, high production and printer costs, requires specialized equipment for on-site personalization
Personalization	Mainly pre-printed, but can be personalized on-site with specialized printers
Best for	Recurring corporate events, VIP attendees, events requiring access control technology

Self-adhesive labels

Sometimes the simplest solution is the most effective. Rounded-corner self-adhesive labels offer a quick way to personalize badges in real time – right after registration. You print only what you need. No waste, no pre-printing errors.

Label printers are compact, inexpensive to operate, and incredibly fast. And as for appearance? That’s up to your design. Labels can be applied to pre-printed backgrounds – paper, plastic, or enclosed in PVC holders. The final look depends entirely on your concept.

Watch how label printing and badge personalization works in practice:

Thermal transfer badge ribbons

This is the go-to solution for high-volume events. If your check-in desk feels more like airport security, thermal transfer printers could be your best ally.

Attendee data is printed onto pre-designed badge ribbons. The process is fast, and the result long-lasting. But it comes at a cost – equipment and consumables can be expensive, making it impractical for smaller events.

A4/A6 paper ticket-style badges

Simple doesn’t mean ineffective. This badge type is essentially an A4 sheet (up to 200 g/m²), folded into A6 and inserted into a badge holder. Don’t underestimate it – when designed well, it can include the attendee’s name, agenda, venue map, QR code, or even personalized session info. Budget-friendly and surprisingly effective.

You can print them on a regular inkjet printer – and if needed, even on-site.

Illustration: CONREGO enables automatic personalization and delivery of badge PDFs with the registration confirmation email.

Summary

We've gathered all the key information in one place to help you compare the available solutions. The table below gives you a quick overview of which badge type best suits your event’s needs – whether you're organizing a small meeting or a large-scale conference. Take a look at the advantages, limitations, and personalization options for each option.

Joanna Chrościechowska