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Onsite resources

Everything behind a two-second badge.

A practical guide to running onsite registration and activation with EventNook, plus the badge stock, printer and artwork specs your team needs.

Read the onsite guide Spec your badge stock
  • About 2 seconds per badge
  • ISO 27001 certified
  • 1,000+ clients in 21+ countries
The onsite guide

Registration and activation, from first reminder to final prize.

Registration management gets every guest in smoothly and counted. Activation gives them a reason to take part. Here is how EventNook handles each moment. Use all of it, or only what your event needs.

Moment 1Before doors open
Registration

WhatsApp reminders

Send confirmations, QR tickets and day-of reminders on the channel guests actually read. Messages use approved templates, personalised for each guest.

WhatsApp messaging
Moment 2At the door
Registration

Kiosk check-in

Guests scan their QR code or search their name at a self-service kiosk, or your team runs a staffed counter. Walk-ins are registered on the spot.

Kiosk check-in
Registration

Badging

The badge prints as each guest checks in, in about two seconds. Nothing is pre-printed by name, so no-shows leave no waste and late changes are simple.

Badge printing
Moment 3In the sessions
Registration

Breakout session tracking

Scan guests in and out of breakouts, master classes, meals and dinners. Watch live occupancy, manage capacity and report how long people stayed.

Session check-in
Activation

Live Q&A

Attendees ask and upvote questions on their phones. A moderator works the queue and puts one question at a time on the big screen.

Live Q&A
Activation

Event pocket app

NookPass puts the agenda, digital badge, floor plan and announcements on every phone. It opens in the browser, so there is nothing to install.

NookPass
Moment 4On the floor and on stage
Registration

Exhibitor lead scan

Exhibitors scan the QR on a badge, add notes and qualifiers, and export their leads in one click. It works on any iOS or Android device.

Exhibitor scan
Activation

Digital passport

A stamp rally that moves people around the event. Stops are scanned by staff or by attendees themselves, and every stamp is a recorded visit.

Digital passport
Activation

Lucky draw

Each eligible guest holds one number, in the app or printed on the badge. The host runs the draw from a console, and every result is recorded before it reaches the big screen.

Lucky draw

One badge, four jobs.

The badge a guest receives at the door carries them through the rest of the event.

  1. Check-inPrinted on arrival with their name and QR code.
  2. SessionsScanned at the door of each breakout.
  3. ExhibitorsScanned on the stand. A foldable badge can carry a separate exhibitor QR.
  4. Lucky drawTheir draw number can be printed on the badge.

Some of these are add-ons, and NookPass features depend on your plan. We’ll confirm what’s included when we scope your event.

Onsite Express: your team runs it

The kiosk app on your own devices: scan the QR, search the list, design the badge and print it on arrival. Works with attendee lists exported from Eventbrite, Luma or a spreadsheet.

Onsite Plus: our team runs it

Session scanning, exhibitor lead capture and our onsite team running the counters on the day, with equipment, setup and supervision.

By event type

A starting point for your event.

EventRegistrationActivation
ConferenceKiosk check-in, 4 × 6 in tear-proof badge, breakout session trackingEvent pocket app, Live Q&A
ExhibitionKiosk check-in, 4 × 12 in foldable badge, exhibitor lead scanDigital passport, event pocket app
Gala dinner or awardsStaffed counter, satin badge, table numbersLucky draw
Corporate seminarWhatsApp reminders, kiosk check-in, tear-proof badgeLive Q&A
The kit

What a registration counter runs on.

Zebra thermal printer

Prints each guest’s details in about two seconds. We recommend the ZD500 and ZD620 desktop printers.

Ribbon

One black ribbon prints about 440 badges at 4 × 6 in, or about 220 at 4 × 12 in. Each printer needs its own roll loaded.

Badge stock

Art card or tear-proof, blank or pre-printed with your artwork. Allow extra for testing and reprints.

iPad or laptop

iPads run the check-in app as kiosks or at staffed counters. Check-in can also run from a laptop at the same station.

Internet connection

A dedicated connection keeps your counters off the venue’s shared guest Wi-Fi. A 4G mobile router is the usual answer.

Lanyards and holders

Tear-proof badges need no plastic holder. Art card is usually paired with one, so the lanyard doesn’t tear through.

Badge stock

Badge stock for Zebra thermal printers.

Your artwork is pre-printed on the stock. On the day, the Zebra adds each guest’s details in black, on the front. Choose your options to build a spec.

Paper type
Size
Lanyard holes
Corners
Pre-printing
Email us this spec

Printing with a local supplier? Copy this spec and share it with them. Our stock supply and equipment rental are for events in Singapore.

Paper types

Choose the stock your event will feel.

Most popular

Tear-proof

Heavyweight, recyclable synthetic stock. The lanyard hole is punched straight through, and no plastic holder is needed.

  • Resists tears, water and scratches
  • Conferences and exhibitions
  • Multi-day events
Cost-effective

Art card

Coated card from 150 to 230 gsm, with a matte or glossy surface and a crisp full-colour finish.

  • Usually paired with a holder
  • Seminars and internal events
  • Single-day events
Elegant

Satin sticker

A soft fabric label that suits formal wear better than a lanyard. Printed onsite like any other badge.

  • Single-sided
  • Gala dinners and awards
  • Anniversary celebrations
Simple

Paper sticker

A plain adhesive name label for smaller, informal events, with no lanyard to hand out.

  • Single-sided
  • Workshops and internal meetings
  • Visitor and staff passes
Four premium tear-proof badges on coloured lanyards, each with a different event design

Want a rigid card instead? PVC badges carry guest details on a printed clear sticker. Samples matter more than most people expect, so ask us to compare materials by hand.

Sizes

Every Zebra size, drawn to scale.

4 × 12 in101.6 × 304.8 mmFolds to 4 × 6 in
4 × 6 in101.6 × 152.4 mmMost popular
3.74 × 5.70 in95 × 145 mmSlightly narrower
4 × 5 in101.6 × 127 mmShorter card
3.5 × 5 in88.9 × 127 mmCompact
4 × 4 in101.6 × 101.6 mmSquare
4 × 3 in101.6 × 76.2 mmLandscape
4 × 2.5 in101.6 × 63.5 mmSticker
  • Recommended for lanyards
  • Recommended for stickers (4 × 3 in also works as a sticker)

Need something else? We also customise badge dimensions, orientation and hole placement. Compare more formats in the badge size guide, or browse 67 ready-to-print designs.

A 4 by 12 inch foldable badge laid flat, with the name on the top half and an agenda on the bottom half
Foldable badge

One pass through the printer, two faces to use.

The 4 × 12 in badge prints flat as a single piece, then folds in half to a 4 × 6 in badge.

  • Front: name, company and check-in QR.
  • Back: exhibitor QR, agenda or sponsor branding.
  • Holes at both ends line up when folded, so it hangs as one badge.
  • Best for exhibitions: attendees keep one QR for check-in, while exhibitors scan a separate one for leads.
  • Plan your ribbon: one roll prints about 220 of these.
Holes and corners

Small details that change how it hangs.

Centre hole

The standard choice. The Zebra also uses it to sense where each badge starts.

Two side holes

For a double-clip lanyard that stops the badge spinning. Check the printer’s sensing with us first.

Centre plus two sides

Keeps the sensing hole and gives you a double-clip option too.

Corners can be rounded or sharp. Hole size and placement can be customised. You don’t need to draw holes or rounded edges in your artwork, because they’re added during production.

Artwork

Design for what the printer can do.

  • Leave room for the detailsKeep a white or light area for name, company, category and table number. The more you print, the more space you need.
  • Expect black textThe Zebra prints in one colour, normally black, so avoid dark backgrounds where details will land.
  • Send vector filesSupply an Adobe Illustrator (.ai) file with the original vectors and bleed.
  • Decide on categories earlyPrint guest categories at the bottom of one design, or pre-print a design per category. Separate designs cost more, because each must meet the minimum order.

Read the full Zebra badge design guidelines.

Quantities

How much will you need?

390badges, with 30% extra
1ribbon rolls of printing
3registration counters

A guide, not a guarantee. Each printer needs its own ribbon loaded. Counters follow our standard packages, with one printer and one iPad each. As a rule of thumb, plan about 6 counters for 1,000 guests arriving within an hour. Your arrival peak matters most, so try the onsite registration planner.

Printer setup

Setting up your own Zebra

If your team runs the desk, these are the settings our help centre recommends.

SettingRecommended
Print methodThermal Transfer with a ribbon. Direct Thermal needs heat-sensitive stock.
Media typeGAP/NOTCH for punched holes or gaps, with the sensor moved under the hole. MARK for stock with black marks.
Resolution203 DPI for ZD500, 300 DPI for ZD620
Darkness and speedDarkness 28, print speed 4
Printing from an iPadThe iOS kiosk app needs the Zebra shared over AirPrint. Printopia on a MacBook does this.

Step-by-step help: Setting up a Zebra printer · Connecting to a Zebra printer · Supported printers

Running your event in Singapore?

Our Singapore team can supply the stock, rent you the equipment, assist on the day or run the whole desk.

See Singapore services

Running it elsewhere? Our team has delivered onsite in cities including Tokyo and Bangkok, so talk to us about what your event needs.

FAQ

Common questions

Which badge sizes work with a Zebra printer?

For badges on a lanyard: 4 × 6 in and 3.74 × 5.70 in (95 × 145 mm), which we recommend, plus 4 × 5, 4 × 4, 3.5 × 5 and 4 × 3 in. The 4 × 12 in foldable also runs through the printer. For stickers: 4 × 2.5 in (recommended) and 4 × 3 in.

Can a Zebra print in colour or on both sides?

No. It prints in one colour, normally black, and on the front only. Colour comes from your pre-printed artwork, which can be single-sided (4C/0C) or double-sided (4C/4C). Leave a white or light area on the front for guest details.

What is the difference between art card and tear-proof?

Art card is coated card from 150 to 230 gsm, in matte or glossy, and suits single-day events. Tear-proof is a heavyweight recyclable synthetic that resists tears, water and scratches and needs no plastic holder, so it suits conferences, exhibitions and multi-day events.

How does a foldable badge work?

A 4 × 12 in badge prints flat in a single pass, then folds in half to 4 × 6 in, with holes at both ends that line up. That gives two faces: usually the name and check-in QR on the front, and an exhibitor QR, agenda or sponsors on the back.

Which lanyard holes should I choose?

Keep the centre hole, because the printer uses it to sense each badge. Two side holes suit a double-clip lanyard that stops the badge spinning. We can also customise hole size and placement.

How much stock and ribbon do I need?

As a guide, plan 30% extra stock for testing and reprints. One ribbon prints about 440 badges at 4 × 6 in, or about 220 at 4 × 12 in. These are estimates, not guaranteed yields.

Do you supply badge stock outside Singapore?

Our stock supply and equipment rental are for events in Singapore. For events elsewhere, you can share the specs on this page with a local print supplier, and talk to us about onsite support for your event.

Ready for a queue-free welcome?

Tell us about your event and we’ll help you plan the desk, the badge and the activation.

Talk to us Plan your counters