Onsite Badge Printing Day-of Runbook: A Checklist for Event organisers

Event day is not the time to figure out badge printing. This runbook covers every step from setup to teardown so your registration desk runs without surprises.

T-Minus 1 Day: Pre-Event

Hardware

• [ ] Unpack and count all printers
• [ ] Install label stock and verify alignment
• [ ] Print 5 test badges and inspect quality
• [ ] Verify WiFi or Ethernet connectivity
• [ ] Charge all devices (iPads, phones, backup batteries)
• [ ] Pack backup printers, stock, and cables

Software

• [ ] Final attendee export from registration platform
• [ ] Import attendee list into badge printing software
• [ ] Verify field mapping (name, company, QR code)
• [ ] Test QR code scanning with multiple devices
• [ ] Set up real-time sync if using cloud-based check-in

Staff

• [ ] Brief registration team on workflow
• [ ] Assign roles: check-in, badge printing, reprints, queue management
• [ ] Provide contact list for technical support

T-Minus 2 Hours: Venue Setup

Registration Desk

• [ ] Position printers within arm's reach of check-in staff
• [ ] Arrange badge stock alphabetically or by registration type
• [ ] Set up self-service kiosks (if applicable)
• [ ] Test power at every station
• [ ] Place signage for queue directions

Connectivity

• [ ] Test venue WiFi at registration area
• [ ] Set up 5G hotspot as backup
• [ ] Confirm printer network connections

Final Checks

• [ ] Print 10 badges at venue to verify print quality
• [ ] Walk through the attendee journey: arrive → queue → check-in → badge → entry
• [ ] Identify bottleneck points and adjust layout

Event Day: Live Printing

Opening Hour (Peak)

• [ ] All staff at stations 30 minutes before doors open
• [ ] Pre-printed VIP badges ready for handoff
• [ ] General attendee badges printing in real-time
• [ ] One staff member dedicated to reprints only

During Event

• [ ] Monitor printer stock levels every hour
• [ ] Check for jammed or misaligned prints
• [ ] Handle reprints for lost or damaged badges
• [ ] Process walk-in registrations

Troubleshooting

Problem	Quick Fix
Printer jam	Clear jam, reload stock, print test
WiFi down	Switch to 5G hotspot or Ethernet
Badge misaligned	Recalibrate printer, check stock guide
Name misspelled	Edit in software, reprint immediately
Out of stock	Swap to backup printer, order emergency stock

Post-Event

• [ ] Export attendee check-in data for reporting
• [ ] Count remaining stock for returns
• [ ] Pack all hardware for collection
• [ ] Document any issues for next event

Emergency Contacts

Keep this list at the registration desk:

• Printer rental company: phone and WhatsApp
• Venue IT support: phone
• Registration platform support: phone and email
• Your internal event manager: phone

Need onsite support? Get in touch and we'll handle setup, printing, and troubleshooting for your event in Hong Kong.