Configuring Badge Print Settings

Proper print configuration ensures badges come out perfectly — no cut-off names, no blurry QR codes, and no printer jams during check-in. This guide covers everything you need to set up before event day.

Badge Size and Printer Stock

Your badge size in the designer must match the physical badge stock loaded in your printer. A mismatch causes alignment issues — text gets cut off or the badge prints with large margins.

Badge Size (Designer)	Printer Stock to Buy
8.5 × 5.5 cm (Standard Conference)	8.5 × 5.5 cm badge inserts or rolls
5.5 × 8.5 cm (Compact Business)	5.5 × 8.5 cm name tag stock
10 × 15 cm (Large Event)	10 × 15 cm card stock or A6 paper
Custom Size	Order stock matching your custom dimensions

Supported Printers

EventHex badge export works with any printer that can print PDFs. For dedicated badge printing, thermal printers are recommended for speed:

Printer Type	Examples	Speed	Best For
Thermal badge printers	Brother QL series, DYMO LabelWriter, Boca Systems	Very fast	High-volume on-site printing
Inkjet printers	HP, Canon, Epson	Medium	Color badges with photos
Laser printers	HP LaserJet, Brother	Fast	High-quality text and graphics
Dedicated event printers	Zebra, Evolis	Very fast	Professional badge card printing

Setting Up Your Printer

Install printer drivers on the check-in computer before the event.
Load badge stock into the printer. For thermal printers, load the badge roll.
Set the paper size in your operating system’s printer settings to match the badge dimensions.
Run a test print from EventHex — go to Design → Badge, select a badge, and click Export PDF. Print one page to verify alignment.
Adjust margins if text or QR codes are cut off. Most printers have a margin setting of 2–5 mm.
Print 5 more test badges with different attendee names (short and long) to confirm everything fits.

Print Workflow on Event Day

Open the badge in EventHex: go to Design → Badge and select the badge design.
Click Export PDF to generate badges for all attendees, or select specific tickets.
Open the generated PDF and print to your connected badge printer.
For on-demand printing (print as attendees check in), see the Check-In & Badge Printing guide.

Troubleshooting Print Issues

QR Code Won’t Scan After Printing

The QR code printed too small or too blurry. Fix this by making the QR Code element at least 2 × 2 cm in the badge designer. Also increase the Error Correction Level to H (high) in the QR code properties — this makes the QR code more resilient to print quality issues.

Text Is Cut Off at the Edges

The text element extends beyond the printable area. Either make the text element narrower in the designer, reduce the font size, or increase your badge size. Always leave at least 3 mm of margin from the badge edges.

Colors Look Different When Printed

Screen colors (RGB) don’t always match printed colors (CMYK). For critical brand colors, run a test print and adjust. Dark backgrounds use more ink — if using an inkjet printer, consider lighter backgrounds.

Badges Print on Wrong Size Paper

Your operating system’s print settings override the badge size. In the print dialog, set the paper size to “Custom” and enter your exact badge dimensions. Also disable “Fit to Page” or “Scale to Fit” — these resize the badge.

Pre-Printing vs On-Demand Printing

Approach	When to Use	Pros	Cons
Pre-print all badges	Know your full attendee list in advance	Fast check-in (just find and hand out), no printer needed on-site	Wasted badges for no-shows, can’t handle walk-ins
On-demand printing	Walk-ins expected, attendee list may change	Zero waste, always up-to-date, handles last-minute registrations	Needs printer on-site, slightly slower check-in
Hybrid	Large events with some certainty	Pre-print for pre-registered, on-demand for walk-ins	Needs both workflows