May 15, 2025 | 5 min read
Investing in a versatile badge printer that works for various event types, not only decreases recurring expenses. Even more importantly, it reduces time-consuming printer replacements, training time and potential errors and simplifies logistics of managing multiple models, storage. This article explores four common printer types and their suitability for event badge printing.
Eventact
Eventact’s check-in and badge printing solution is compatible with most label printers, standard inkjet, and laser printers.
General Requirements:
- Windows Driver: Eventact requires a printer with a compatible Windows driver to connect with the printer.
- Media: Depending on your printer type, ensure you have the appropriate media (paper, cardstock, or adhesive labels).
- Individual Badge Printing: Efficient check-in requires individual badge printing, preventing delays from waiting to populate a full page of badges before printing it.
Commonly Used Printers for Badge Printing:
There are four types of printers commonly used for badge printing in events:
- Direct Thermal Printers
- Thermal Transfer Printers
- Portable Inkjet Printers
- Color Laser Printers
Each type has its strengths and limitations, making the best choice depending on your event's specific needs.
Printer Comparison Table:
| Category | Direct Thermal | Thermal Transfer | Inkjet | Laser |
|---|---|---|---|---|
| Cost | Low | Medium | Medium | High |
| Volume Cost | Medium | Low | High | Low |
| Speed | Fast | Fast | Slow | Medium |
| Color Support | No | No (Mostly) | Yes | Yes |
| Portability | High | Medium | High | Low |
| Image Quality | Low | Low | High | High |
| Best For | Simple, quick badge printing, e.g., check-in desks | Large-scale badge printing & durable labels | Color badges, small events | High-quality badges with color image |
Let's explore the advantages and drawbacks of each.
Direct Thermal Printers
Direct thermal printers use heat-sensitive sticker paper that darkens when heated, eliminating the need for ink or ribbons. They are compact, reliable, and cost-effective, making them popular for printing black-on-white self-adhesive labels.
A typical event badge printing solution utilizes direct thermal printers to print black-on-white self-adhesive labels with variable attendee information and then apply them to pre-printed event badge holders.
Advantages:
- Fast, Individual Badge Printing: No warm-up time, typically prints in ~1 second per badge.
- Low Initial Cost: Well-known printer brands such as Brother or Zebra cost $90 to $400.
- Cost-Effective Badges: Thermal labels can be sourced from many vendors. Depending on label size and order quantity, 1,000 labels can cost $10 to $50.
- Self-Powered Options: Models that work on batteries or have an optional rechargeable battery option, making them easier to position in events and less likely to experience power outages.
- Battery-Powered Flexibility: Provides more flexibility in selecting check-in desk location and reduces power outage impact.
- Portable: This is the most portable printer option as it is small, lightweight, and resistant to movement-related damage. A typical direct thermal printer can be 6" x 6" x 10" or 150 mm x 150 mm x 250 mm.
Limitations:
- Black Only Printing: Cannot print in color, and grayscale is limited.
- Limited Label Material Options: The printer uses specific heat-sensitive paper. While standard white labels are readily available on the shelf, sourcing custom pre-printed ones is more challenging because they come from fewer suppliers and are costly in the small quantities typically required for events.
- Low Label Durability: Printed labels are naturally heat-sensitive and degrade when exposed to heat or over time. It may not work for outdoor events.
- Low Resolution: The standard 200 DPI to 300 DPI resolution is sufficient for text, barcodes, and simple logos but might produce poor results with detailed images and photos.
- Image Printing: Image quality is insufficient due to the solid-colored printing, limited grayscale, and limited resolution.
Popular Choice: Brother GL-800
The Brother GL-800 is a small, fast, direct thermal printer designed for label printing, including barcodes or qr-codes but not for high-resolution color or grayscale image printing.
- Weight: 2.53 lbs / 1.15 kg
- Size: 4.9" x 8.4" x 5.6” / 125 mm x 213 mm x 142 mm
- Max label width: 2.28" / 58 mm
Thermal Transfer Printers
A typical event badge printing solution utilizes desktop thermal transfer printers to print attendee information in black on pre-printed, branded heavyweight paper or pre-printed labels and then apply them to pre-printed event badge holders.
Advantages:
- Fast, Individual Badge Printing.
- Speed: Prints instantly without requiring a warm-up, speeding up the process.
- Reduced Onsite Maintenance: These printers can produce 500 to 2,000 badges per roll change and 2,000 to 5,000 labels per ribbon change. They are also less susceptible to paper jams. However, ribbon loading requires brief training.
- Versatile Label Options: A wide range of label materials and sizes are available off the shelf, including heavyweight paper, self-adhesive labels, and clear polyester labels.
- Cost-Effective Badges: More resistant to damage due to fewer moving parts.
- Portable: Desktop thermal transfer printers are relatively easy to transport. They are compact, lightweight (2kg to 4 kg), and moderately resistant to transfer-related damage.
Limitations:
- Mostly Monochrome: Depending on the ribbon used, monochrome typically prints in black. It requires using pre-printed media for badges with color logos and other elements. Color thermal transfer printers exist but are less cost-effective for large-volume badge printing.
- Low Resolution: The standard 203 DPI to 300 DPI resolution is sufficient for text, barcodes, and simple logos but might produce poor results with detailed images and photos.
- Image Printing: Photos and image quality are low due to the solid-colored printing and limited resolution.
Popular Choice: Zebra GK420T
The Zebra GK420T is one of the most popular event badge printers due to its tiny footprint, reliability, ease of use, and speed. It can print a variety of badge types.
- Weight: 4.6 lbs / 2.1 kg
- Size: 7.5" x 7.6" x 10.0” / 191 mm x 193 mm x 254 mm
- Ribbon Capacity: A standard ribbon length of 75m (243 ft) can print about 1,500 badges (2"/5 cm).
- Ribbon Cost: $1.5 to $5 per ribbon
- Max Label Width: 4.25" / 107 mm
Note: There are two versions of this printer – the 420D and 420T. The D model uses direct printing, meaning no ink ribbon or cartridge is needed. Instead, it prints on heat-sensitive paper. We don’t recommend the 420D for events, as it only works with special paper-based badges or labels.
Description: https://www.zebra.com/us/en/support-downloads/printers/desktop/gk420t.html
Portable Inkjet Printers
Designed for mobility, portable inkjet printers prioritize a lightweight and compact form factor, sacrificing high-volume printing features like low cost-per-print, rapid output, and large ink/paper capacities.
Advantages:
- Full-Color Printing: Can produce visually appealing badges with variable information in color.
- Budget-Friendly: Portable models from brands such as Epson and HP sell for $150 to $ 250$.
- Self-Powered Options: Portable versions usually have rechargeable batteries.
- Compact and Lightweight: Mobile versions are easy to store and transport.
- Good Image Quality: Inkjet printers print quality images and attendee pictures on the badge.
Limitations:
- High Ink Costs: Ink cartridges can be expensive, especially for high-volume printing.
- Slower Printing Speed: This can reduce the badge throughput per registration desk.
- Paper Feeder Issues: Heavyweight paper might require manual feeding.
- Lower Print Volume: Designed for smaller print jobs compared to other options.
Examples: Epson WorkForce 110, Canon Pixma-tr150
Color Laser Printers
Laser printers use toner powder, producing durable, high-quality, full-color prints ideal for badges, though they are typically larger, heavier, and less portable than inkjet or thermal transfer options.
Advantages:
- Low Operating Cost: More cost-effective in the long run compared to inkjets.
- High Quality and Reliability: Produces consistent, high-quality prints.
- Image Printing: Good for printing images including the attendee image on the badge.
Limitations:
- High Initial Cost: The upfront cost is higher compared to inkjet and thermal printers.
- Limited Badge Options: Most laser printers are designed for 80gsm to 160gsm paper. Printing on heavier stock reliably can be difficult and costly.
- Less Portable: Less portable than other printer types due to size and weight and also very sensitive to damage during travel.
Choosing the Right Printer
Consider your printing volume, budget, and need for variable-color printing or printing the attendee picture on the badge.
- Small to Medium, One-Day, Indoor Events: Direct thermal printers are cost-effective.
- Big Conferences and Exhibitions: Thermal transfer printers provide a reliable, professional, cost-effective solution.
- Small Events Needing Color or Branding: Inkjet printers offer a good balance.
- High-End Conferences with Custom Badges: Color laser printers offer consistent quality and lower long-term costs.
Remember: Eventact works with a variety of printers – choose the one that best suits your event needs!