Event badges and lanyards: a practical printing guide for conference organisers
26 September 2026 · 6 min read
A delegate's badge is worn all day, photographed and used to open doors. Getting it wrong, a misspelt name or the wrong category, is noticed immediately. The easiest way to get badges right is to generate them straight from your registration data.
What to put on a conference badge
- The delegate's name in large, readable type.
- Organisation and designation.
- A clear category marker such as Speaker, Media or VIP.
- A QR code for check-in and session scanning.
- The event name and branding.
Print before the event, not at the door
Printing every badge on arrival creates queues. Pre-printing for approved delegates, then printing only for walk-ins on the day, keeps the desk moving. Generate badges once approvals close and sort them alphabetically or by category.
Avoiding common badge mistakes
Most errors come from retyping names into a design tool. When badges are generated directly from the delegate records, spelling and categories match what the delegate entered and the organiser approved.
Lanyard downloads in Karibu by Cara
Every Karibu event has a Lanyards section in the organiser console. Organisers download print-ready badges for all registered delegates before the event, each carrying the delegate's QR code for check-in.
Frequently asked questions
- When should we print badges?
- After approvals close, usually a few days before the event, leaving time to fix any errors. Print walk-in badges on the day.
- Do badges need a QR code?
- It is strongly recommended. The QR code lets staff check delegates in and scan session attendance in seconds.
- Can we print badges for one category only?
- Yes. Filter by category so speakers or VIPs can be printed and packed separately.
Run your next event on Karibu by Cara
Registration, ticketing, accreditation, logistics, analytics and an online B2B matchmaking system, in one place.