Conference planning
Conference badge quantity is delegates plus the people who never registered online — speakers who swap sessions, sponsors who arrive late, and staff who forgot to tick a box. Hire what you will hand out, not what the export claims.
Take your paid delegate count and add speakers, chairs, and session hosts who may not appear on the same ticket export. If you run workshops inside the main pass, decide whether those people wear the same attendee face or a different layout.
We programme each face before dispatch from Cleckheaton. Names on the badge at registration time beat a foyer printer queue — but only if you counted those people in your quantity.
Export three lists if your CRM splits them: paid delegates, faculty and chairs, ops and volunteers. Merge before you paste into the designer so you are not short ten faces because they lived on a different tab.
Add five to ten percent for walk-ins if your format allows on-the-door sales. Multi-day events can reuse the same hardware — you do not need a fresh badge per calendar day unless you want a different face layout each morning.
During the hire window you can update faces from your account when someone upgrades from attendee to workshop host. That is cheaper than ordering spare paper inserts you never use.
Ten suits a workshop or leadership table. Twenty-five covers a mid-size room. Fifty is the default conference checkout size — fifty badges for one day is £320 hire plus £20 postage.
Checkout accepts up to 500 on the quantity field for quotes. Email hire@inkbadgehire.com for larger floors where you need a single dispatch date.
Attendee, speaker, VIP, and exhibitor are template choices in the designer, not different hardware. One device, one 250×122 face, three inks. Pick the layout that reads across your room and keep role changes as face updates, not extra stock.
Staff and volunteers often wear the same attendee template with a different bar colour. Avoid ordering a separate kit size for ten volunteers when they fit in the main delegate count.
If last year you ran out of inserts by mid-morning, do not trust the same headcount this year. Growth in workshop tracks and sponsor tables often beats the ticket export.
Book early enough for us to programme and ship from Cleckheaton — a late quantity bump may still fit the calendar, but it will not fit a same-day courier miracle.