Key Points
- High-quality badge printing requires files set to at least 300dpi resolution using the CMYK colour system.
- Using QR codes instead of printed agendas allows event organizers to update schedules instantly if speaker topics or times change.
- To ensure attendee names are legible from a distance, fonts should be sans-serif and at least 20-30 pt in size.
- Printing extra blank badges is a standard contingency plan for handling last-minute attendees or fixing typos on-site.
Is your goal to print event badges that the attendees will love? While getting ready for the event, there are so many things to tick off from your to-do list that printing the badges properly seems like the least of your worries. What could possibly go wrong, right? If you want your event to be perfect, keep reading – because the 7 badge printing mistakes we’re about to show you are more common than you might think. By understanding how to make event badges, you can ensure the entire process runs smoothly.
Badge printing mistakes to avoid
1. Not preparing your print files properly
The files you submit have to be set up for high-quality printing. Make sure to:
- Use the CMYK colour system.
- Pay attention to the safety areas – ensure anything you want printed is at least 8mm from the edges.
- Set the resolution to at least 300dpi.
- Send .ai (Adobe Illustrator) or PDF files.
If you don’t follow the design principles, you might end up with poor quality results. But don’t overdo it, either – for example, we don’t need you to add crop marks. We’ll take care of that once the order is in production. To make sure you have everything in order, you can use our badge production checklist.
2. Always using badges with pre-printed names
Do you need your badges printed with names on them, or with blank spaces to write on? This is an important question – not only because you might not know exactly who will attend, but also because you could be running out of time. For last-minute badges, better print blanks that have the design but no data.
Wondering when to order the badges? Check out our tool: When should I order?
3. Not understanding the badges’ function
Where and why will the attendees need the badges? Simply to introduce themselves or identify other people by their names (mainly for networking), to distinguish groups visually (speakers from regular attendees, catering crew from IT staff)? Depending on this, you’ll need to adjust the design.
4. Going with custom solutions while on a tight budget
When printing badges, keep in mind one rule: every extra “move” in the printing industry costs money and will drive up the budget. But don’t worry – achieving a professional-looking event badge doesn’t require gilding, expensive paper, or custom shapes. At least not with BadgeGo.
5. Pre-printing all the information
As clever as it might seem, printing agendas on the back of the badges is kind of tricky. Why? Schedules change, whether you want them to or not, and the agenda, once printed, can’t be edited. Luckily, it’s one of those badge printing mistakes that you can avoid. All you have to do is use QR codes instead and upload the agenda online. Then, attendees can access it on their phones, and if anything changes – a speaker switches topics or someone runs late – the schedule can be updated instantly.
6. No plan for the last-minute attendees… or how to fix typos
While organising any event, you need to stay flexible. For the issue above, we suggest printing extra blanks – when needed, you can write on them by hand or use a sticker label.
Tip: If you plan to use printers or other hardware on-site, test them several times (yes, several!) beforehand to ensure they work. This is a key part of the onsite event badge printing process.
Event badges printing mistakes. An overdone design
The 7th mistake is an overdone design. The composition must be clean, balanced, and easy to read – not overcrowded or overly colourful. If we were to give you five tips to avoid the most common issues with designing and, in consequence, printing the event badges, it would be:
- Don’t forget the main purpose: the badges need to be readable.
- To make names visible even from a distance, use at least 20-30 pt (preferably bold, and certainly not too light, even though it might be tempting because of the elegant look).
- Don’t overload the badge with logos or information. Otherwise, it will be hard to read.
- Avoid handwritten-style fonts. Go for sans-serifs like Helvetica, Arial, Open Sans, Lato, or Poppins.
- Don’t use low-contrast colour combinations. Dark text on a light background works best. For more badge design tips check out our other article.
Additional tips: Put first and last names on separate lines. Print names on both the front and back of the badge. Need some inspiration? Here, you’ll find our design templates – feel free to use them.
And now that you know the most common event badge printing mistakes to avoid, you’re all set to create badges for your event. Maybe our premium badges are what you’re looking for?
FAQ
What are the best file formats for printing event badges?
The recommended file formats for high-quality badge printing are .ai (Adobe Illustrator) or PDF files set to the CMYK colour system.
Why is it better to use QR codes than print agendas on badges?
Printed agendas cannot be edited once produced, whereas a QR code allows attendees to access a digital schedule that organizers can update instantly if timing changes.
What is the ideal font size for event badge names?
To ensure names are readable from a distance, the text should be bold, sans-serif, and at least 20-30 pt in size.
How can organizers handle last-minute attendee badge printing?
The most flexible solution is to print extra blank badges containing the event design but no data, allowing names to be handwritten or added via sticker labels on-site.