Overview
Badge Printing
Print professional name badges on-site as guests arrive. Handle walk-ins, last-minute changes, and no-shows without handwritten nametags or pre-printed tubs.
Walk-ins arrive with no badges. Pre-prints have the wrong names. How do you avoid the Sharpie moment?
Pre-printed badges lock you into a guest list two days before the event. Then cancellations happen. Walk-ins show up. Partners send substitutes instead.
Print Badges On-Site
Walk-in arrives? Print their badge in seconds. Same quality as everyone else. No handwritten nametags.
Two Printer Options
Brother thermal for fast, affordable badges. Zebra ribbon for premium card stock that looks conference-grade.
Why Print On-Site
Section titled “Why Print On-Site”You pre-print 200 badges two days before the event. Day-of, twelve people cancel, three walk-ins show up, and a partner sends their CFO instead of attending themselves.
Now you are sorting through tubs looking for badges that do not exist. The walk-in guest watches you reach for a Sharpie.
On-site badge printing responds to reality. The guest list changed? The badges reflect it. Walk-in at the door? Ten seconds and they have the same badge as everyone else.
Gatsby badge printing works through the organizer app on iPhone or iPad. Connect a Bluetooth printer, open your event, check someone in, print. Works alongside check-in or in kiosk mode for self-service.
What makes this different
Pre-printing locks you into a guest list that is always wrong by event day. Someone cancels. Someone else shows up unexpectedly. A guest brings a colleague you did not expect.
On-site printing means your badges match reality. Every guest, including walk-ins, gets the same professional badge. No sorting through tubs. No handwritten backup names.
The cost comparison
Renting on-site badge printing equipment for a conference typically runs $10,000 to $20,000. Dedicated tech staff. CSV exports into their system. Data reconciliation after.
Gatsby badge printing is included in your subscription. Bring your printer, connect via Bluetooth, done. The same guest list you already have. No export. No reconciliation.
Brother Thermal Printers
Section titled “Brother Thermal Printers”The Brother QL-820NWB prints black-and-white labels. Fast, affordable, ubiquitous. Good for most events where a clean, readable badge is the goal.
What it prints
Sticky-back labels in black and white. Professional typography, not handwritten.
You can include:
- Guest name: First, last, or both
- Company: Organization name
- Custom fields: Any data you collect
- QR codes: Unique to each guest
- Barcodes: For scanning
When to use it
Executive dinners, roadshows, internal meetings. Events where the badge needs to look professional but does not need to be a keepsake.
The badge says “we planned this.” It does not say “we spent thousands on badge printing.”
Equipment needed
- Printer: Brother QL-820NWB thermal printer (only supported Brother model)
- Labels: Brother DK2205 continuous labels recommended
- Device: iPhone or iPad with Gatsby organizer app
Cost
Printer runs around $200 to $300. Labels are inexpensive. No rental required.
Compare that to rental equipment for a single conference.
Zebra Ribbon Printers
Section titled “Zebra Ribbon Printers”Zebra printers use ribbon technology to print on pre-designed card stock. The result looks like a conference badge from a Fortune 500 company.
What it prints
Full card-stock badges with your pre-printed color design. Zebra prints guest details on top of your branded background. Clips into a lanyard holder.
The guest gets a badge that looks designed. Not printed on the spot.
When to use it
Conferences, investor summits, branded experiences. Events where the badge is a branding moment.
Guests photograph these and post them. The badge becomes part of the event experience.
How pre-printing works
Design your badge background with colors, logos, and branding. Print blanks on card stock before the event.
On event day, the Zebra printer adds guest-specific information on top. Full name, company, session assignments. Premium result without on-site color printing.
Equipment needed
- Printer: Zebra printer with full Bluetooth support
- Card stock: Pre-printed with your design
- Device: iPhone or iPad with Gatsby organizer app
Rental options
You can rent Zebra printers. Vendors ship to your venue and handle the pre-printed stock.
Contact Gatsby for vendor recommendations. Get at least two printers for backup and multiple check-in lanes.
Setting Up Your Printer
Section titled “Setting Up Your Printer”Badge printing happens in the Gatsby organizer app. Connect your printer once, then print for any event.
Download the app
The Gatsby organizer app is iOS only. Download from the App Store. Log in with your Gatsby account.
The same app handles check-in, badge printing, and QR code scanning.
Connect via Bluetooth
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Turn on your printer.
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Enable Bluetooth on the printer. Consult your printer manual for Brother or Zebra instructions.
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On your iPhone or iPad, go to Settings > Bluetooth.
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Pair with the printer when it appears.
Connect in the app
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Open the Gatsby app.
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Go to Settings (gear icon) > Printers > Connect New Printer.
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Select your printer from the list.
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Give it a name you will recognize.
Previously connected printers appear here for easy reconnection.
Printer settings for Brother
On the Brother QL-820NWB, configure two settings to keep the printer ready throughout your event.
Automatic Reconnection: Enable under the Bluetooth menu. The printer reconnects if the connection drops.
Auto Power Off: Disable under the Settings menu. The printer stays on between badges.
Test before the event
In the app, go to Settings > Printers and enable Test Printer. This lets you preview and print test badges without checking in real guests.
Verify layout and alignment before guests arrive. Much easier to fix paper alignment the day before than with a line forming.
Designing Badge Templates
Section titled “Designing Badge Templates”Not every event needs the same badge. Your investor dinner might use first name only. Your conference might need full name, company, and session assignments. Same guest list, different badge.
Badge templates let you design once and reuse. Swap templates on the fly during check-in if you realize you need more or less information.
Templates are designed in the Gatsby web interface and sync to the mobile app. Any data in Gatsby can appear on a badge.
What you can include
Any field that exists on the guest record can print on a badge.
- Name: First, last, or both
- Company: Organization name
- Custom fields: Any data you collect during registration
- Table assignment: From your seating chart
- QR code: Unique to each guest for scanning
- Barcode: For scanning systems
Simple vs. ornate
Templates can be minimal or detailed. Design for your event.
Minimal: First name in large type. Perfect for intimate dinners where everyone knows everyone.
Detailed: Full name, company, title, table number, and QR code. Right for large conferences where networking is the point.
Setting default templates
In the app Settings, set a default badge template. This template prints automatically unless you select a different one during check-in.
Good for consistency across your team. Everyone prints the same badge format.
Switching templates during check-in
When printing a badge, swipe to select different templates.
Useful when you realize mid-event that you need a different layout. Started printing names only but now need company? Switch templates. No restart required.
Beyond name badges
Some teams use badge printing for non-obvious purposes.
Golf tournaments: Print starting hole and foursome assignments. Use seating chart data for groupings.
Conferences: Print session schedules. Custom fields for track assignments.
If the data exists in Gatsby, it can print on a badge.
Printing During Check-In
Section titled “Printing During Check-In”Badge printing integrates with check-in. When a printer is connected, the print option appears automatically after you check someone in.
Concierge check-in flow
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Open your event in the app.
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Tap Go to Check In.
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Search for the guest or scroll the list.
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Tap to check them in.
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The badge preview appears. Swipe to change templates if needed.
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Tap Print.
Badge ejects. Hand it to the guest. Next person.
Kiosk mode flow
Guests check themselves in. After confirming their identity, the badge prints automatically. Guest takes their badge and walks in. Screen resets for the next person.
No staff required at the check-in station. Just a device, a printer, and clear signage.
Editing badge details in kiosk
Guest says “Actually, I go by Mike, not Michael.”
In kiosk mode, they can edit the badge name before printing. Useful for nicknames and preferred names you did not capture during registration.
The guest gets the badge they want. Your contact record stays accurate.
Walk-in badges
Walk-in guest arrives. No registration. No problem.
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Add them in the app. Or have them self-register via QR code.
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Check them in.
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Print their badge.
Same process as registered guests. Same quality badge. No Sharpie required.
Help desk setup
For larger events, set up a laptop at a help desk station. Staff can edit guest details in the full Gatsby web interface, fix registration issues, and direct guests to a badge printer.
Separates problem-solving from the check-in flow. The line keeps moving while edge cases get handled.
Event Day Setup Recommendations
Section titled “Event Day Setup Recommendations”A few decisions make badge printing run smoothly. Plan your setup before guests arrive.
How many printers
At least two. One as backup, or both active for parallel check-in lanes.
For events over 200 guests, consider three or more. The math is simple: more printers mean shorter lines.
Check-in lanes
Multiple lanes prevent bottlenecks. Each lane needs a device (iPad) and a printer. Staff can check in guests simultaneously.
For large events, consider alphabetical splits. A through M at one station. N through Z at another.
Help desk station
Set up a laptop with access to the full Gatsby web interface. This is where you handle exceptions: wrong names, missing guests, registration edits.
Keep the check-in line moving by routing problems to the help desk.
Internet required
The Gatsby app needs internet to sync. Confirm WiFi at your venue. Test it before the event. There is no offline mode for badge printing.
If venue WiFi is unreliable, consider a mobile hotspot as backup.
Test everything
Day before or morning of, run through the full flow.
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Connect printer.
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Print test badge.
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Verify alignment and quality.
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Replace supplies if needed.
Five minutes of testing prevents twenty minutes of troubleshooting with guests waiting.
Common Questions
Section titled “Common Questions” What printers are supported?
Brother QL-820NWB for thermal labels. Zebra printers with full Bluetooth support for ribbon printing on card stock.
Other models may work but are not officially supported.
Is there an Android app?
No. Badge printing requires the iOS Gatsby organizer app on iPhone or iPad.
Can I use badge printing without check-in?
Badge printing is part of the check-in flow. You print a badge when you check someone in. The two go together.
This is intentional. It ensures your badge count matches your attendance count.
What if I run out of labels mid-event?
Swap in a new roll. The printer should resume where it left off.
Brother DK2205 continuous labels are widely available. Keep extras on hand. Running out is preventable.
Can I print badges for all guests at once?
No. Badges print one at a time as guests check in.
This is intentional. It avoids the pre-printing problem. No badges for no-shows. No sorting through tubs. No wasted materials.
What happens if my printer disconnects?
Go to app Settings > Printers. Your previously connected printer should appear. Tap to reconnect.
If it does not appear, re-pair via Bluetooth in your device settings. Then reconnect in the app.
Can I rent Zebra printers?
Yes. Rental companies ship to your venue and can handle pre-printed stock production.
Contact Gatsby for vendor recommendations.