Paper vs. Plastic: The Great Event Badge Debate

Plastic name badges have long been the go-to for conferences, trade shows, and corporate events, but event planners are increasingly opting for paper badge alternatives. What’s driving this shift? Let’s break down the key comparisons and considerations for event organizers when deciding between plastic event badges and paper event badges!

 

Badges Choices At Check-In

As event planners, we all know the pain of pre-sorting plastic conference badges, double-checking stacks, and scrambling to find those alphabetized names on your big event day.  It’s time-consuming, stressful, and often leads to long check-in lines.  This is one of the biggest reasons we’ve seen event organizers opting for new onsite paper event badge printing.

With on-demand paper event badges, attendees check in and get their name badge printed instantly—no need for pre-sorting or pre-printing. Thermal printing technology also means no ink, no smudges, and no mess. It’s a seamless, stress-free check-in experience for everyone, eliminating long lines at check-in and generally requiring less event staff to man your check-in tables.  That’s a win-win!

For those event planners not quite ready to part with plastic, we’re seeing an uptick in hybrid onsite badge printing solutions – meaning pre-printed plastic badge “shells” with blank spaces for attendee names and QR codes.  When attendees check-in at kiosks, their info is printed onto stickers, which can then be applied to the plastic badge shells. This allows for a more streamlined on-demand check-in process while keeping the sturdiness of plastic.

 

Durability and Event Duration

Plastic event badges have definitely earned their reputation for durability, and for multi-day events, they hold up well without needing extra protection. But for those event planners exploring paper options for their longer events, you’ll be pleased to know that thanks to advancements in paper badge technology, more tear-resistant and even laminated paper conference name badges are now available. These new options are strong enough to last through multi-day conferences without falling apart.  And if durability of paper is a concern, event organizers can also opt for plastic badge holders, providing an extra layer of protection.

But durability isn’t the only concern when it comes to multi-day events. There’s also the issue of lost badges—something that happens all too often at longer conferences and trade shows. If an attendee loses a plastic badge, replacements often involve makeshift fixes or handwritten name tags.  With on-demand paper event badge printing, replacements are as simple as clicking ‘reprint’ and handing the attendee a fresh onsite conference badge—no stress, no hassle.  (And the same goes for replacing damaged paper badges, if we’re still talking about durability concerns).

 

Sustainability and Eco-Friendly Event Goals 

Eco-conscious event planning is on the rise, and plastic conference name badges can present a challenge for sustainability initiatives. Sourcing recyclable or biodegradable plastic badges is often difficult or impossible, and large-scale events tend to end up with a surplus of unused badges that go straight to landfill.

Switching to on-demand paper event badges can help reduce waste and also promote recycled, recyclable, and biodegradable materials.  Plus, newer tear-resistant paper badges tend to be sturdy enough to clip directly onto lanyards, cutting out unnecessary plastic accessories. If you do opt for badge holders for increased durability, sourcing sustainable options made from recycled or biodegradable materials tends to be easier than sourcing sustainable plastic badges themselves.  

For the event organizer weighing the benefit of the solid, premium feel of plastic badges against their sustainability goals, one thing worth noting is that recent trends show consumers are increasingly more willing to choose less durable products if it means they are more sustainable. Reducing environmental impact is on the top of many event planners’ minds this year, and paper badges are a step in the right direction.

 

Late Registrations and Last-Minute Changes

One drawback to pre-printed plastic conference badges is the logistical headaches that arise when dealing with late registrations or incorrect information. Attendees who need to register on-site or have last-minute updates to their details often end up with an ugly sticker fix or worse, a sharpie edit (gasp!).

With on-demand event badge printing, these problems disappear. Attendees can check-in or register onsite, update their details, correct misspellings, and instantly print a perfectly accurate name badge — no awkward mismatched stickers or pen edits required.  Of course, if you’re using the hybrid plastic-and-sticker approach, on-demand stickers can still help solve the issue, but it may not be as seamless as a fully printed onsite paper event badge.

 

The Price Tag

Budgeting is always a concern, and we’re seeing events big and small looking for ways to decrease their costs and still provide the best possible experience for their attendees.  Historically, plastic badges come at a higher price than paper badges – not just in terms of material and production costs, but also staffing required to organize and hand out badges at check-in.  Paper badges, particularly premium tear-resistant options, offer a more budget-friendly alternative without sacrificing functionality. And when utilizing on-demand printing technology, we also see organizers generally able to reduce staff needed at the check-in counter, allowing them to focus their resources on other essential event functions.

 

So Which Badge is Right for Your Event?

The paper vs. plastic badge debate isn’t going anywhere, and innovations are happening on both sides of the aisle. Plastic conference badges still hold value for those prioritizing longevity and a premium look, but on-demand paper event badges are making a strong case for many events seeking sustainable alternatives to plastic, more efficient check-ins, and a budget-friendly option.  Every event is different and the best choice depends on your event’s particular needs.  Let us know what you’re using for your next event and why!

January 27, 2025

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January 27, 2025

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