Badge Printing 101: Paper, Plastic, and More — What Event Badge Material Options Are Best?

What are the best event name badge materials options out there?

Not all badges are created equal. These days, your event badge is more than just a nametag, it’s your event’s billboard, your attendee’s calling card, and your secret weapon for making a great first impression. A well-designed badge can boost brand recognition, showcase your sponsors, streamline check-in, and elevate the entire event experience from the moment someone walks in the door.

In this third installment of our Badge Printing 101 series, we’re diving into badge material options. Whether you’re planning a multi-day conference, a one-day trade show summit, or a high-end gala, choosing the right badge type helps ensure your name badges hold up, look great, and work perfectly with your on-site check-in solution.

Let’s break down your options, starting with the most popular: plastic and paper.

 

 

Plastic Badges: Pros, Cons, and Considerations

Plastic badges have long been the industry standard for events and conferences, thanks to their durability, polish, and professional appearance.

 

Pros:

• • Durable and water-resistant: Great for outdoor events or multi-day expos
    
  • Premium feel: Sleek texture and sturdy construction
    
  • Long-lasting: Ideal for badges that double as keepsakes or multi-use credentials

Cons:

• • High cost: More expensive than paper per badge
    
  • Long lead time: Usually requires pre-printing (finalizing attendee lists sooner) and significantly longer production times
    
  • Less flexible: Typically not directly compatible with thermal printers or on-site printing solutions (more on options for tackling that in a bit!)

Best for:

• • VIP events, festivals, or multi-day expos where weather is a concern

How Plastic Badges Work for Conferences and Corporate Events:

Plastic badges are typically pre-printed ahead of your event for the highest-quality finish. This allows for full-color artwork and sponsor branding, but requires that your attendee list is finalized well in advance. The price per-badge will be higher than paper, and you’ll also need to sort and distribute the pre-printed badges on-site. This can be time-consuming for both pre-event prep and day-of bottlenecks at check-in, plus require additional staff. While there are some on-site plastic badge printing options available, these typically come with major drawbacks, including high prices, low quality and slower inkjet style printing, or size restrictions.

For more flexible workflows, many events now pair plastic badge shells with on-demand adhesive label printing.  This process is similar to what we covered in Part 1 of this series on on-site badge printing. As attendees check in, their personalized info is printed on an adhesive label, rather than directly on the badge, and that sticker is applied to a blank area on the plastic badge. The result isn’t as seamless and polished as a pre-printed badge or on-site paper badge, but the check-in experience is still improved over alphabetized hand-out lines.

Another option for on-site printing an insert-style plastic badge (often also called “pocket” or “insert badges”). These use a 4″ x 6″ plastic badge shell with a clear plastic pocket on the front (actual widths may be slightly larger, like 4.25”). On site, attendee data is printed on-demand, directly to thermal 4″ x 3″ paper badges as attendees check in.  Then, simply slide the 4” x 3” paper badge into the pocket. Again, this hybrid solution gives you the convenience and smooth check-in flow associated with on-site paper badge printing — however, the look and feel is not as seamless and professional as premium on-site paper badges or pre-printed plastic options.

 

Pro Tips:

• • Some events opt to go with plastic badges for speakers and staff, then use on-site paper badges for attendees.  This allows organizers to cut down on costs, provide a premium check-in experience for their attendees, and also easily distinguish between speakers, event staff, and guests.
    
  • Test scan performance with QR codes on glossy finishes — sometimes matte finishes scan better in bright lighting

 

 

Paper Badges: Pros, Cons, and Considerations

Paper badges (sometimes called cardstock badges) have become the go-to alternative to plastic for event organizers of all sizes, and for good reason. Today’s premium paper options offer a professional, high-quality finish with less hassle, lower costs, and a significantly smaller environmental footprint. When paired with on-demand badge printing, paper delivers a sleek, streamlined check-in experience without the lead times, waste, or high cost associated with plastic.

 

Pros:

• • Cost-effective: Ideal for events of all sizes, from smaller conferences to 10,000+ attendee expos
    
  • Print-ready: Works seamlessly with thermal badge printers on-site & on-demand for a fast, professional, and polished final product
    
  • Eco-conscious options: Recycled or recyclable material are more readily available than with plastic badges
    
  • New Premium Finishes: The best badge companies, including Expo Pass, offer high-end tear resistant finishes as well as unique options like metallic inks that rival the premium feel of plastic, while giving you all the benefits of easy and fast on-site badge printing
  • Customizable & Flexible: High-quality shell printing with vivid full-bleed artwork can be combined with on-site thermal printing, allowing for premium badges that can handle last-minute info changes and day-of registrations
  • Fast & Ready: Faster production times ahead of your event, and can be paired with on-demand thermal badge printing solutions for instant prints on-site, including reprints for lost badges, maintaining the same premium quality and feel for every attendee (no more sharpie edits or white out!)

Cons:

• • Can be less durable: Low-quality paper badges may not hold up to multi-day events.  Newer-quality premium badges, from top-tier providers like Expo Pass, are built using modern tear-resistant laminates and thicker stock to withstand the rigors of longer conferences and reuse.
    
  • Weather worries: Paper badges may be more vulnerable if expecting attendees to be in wet or rainy conditions.  

Best for:

• • Conferences, large trade shows, flexible/scalable events, sustainable events, or events with on-site registration

How Paper Badges Work with On-Site Printing:

We covered this process in-depth in Part 1 of our series on on-site badge printing, but here’s a quick refresher:

Paper badges are typically printed as “badge shells” in advance, with your full-color branding, logos, and sponsor elements. At check-in, attendee data (name, title, company, QR code) is printed directly onto a blank imprint zone on the badge using a thermal printer — no ink or ribbon required.

This process is fast, scalable, and budget-friendly, especially for conferences and professional events where you don’t need the added durability of plastic. Plus, the ability to print personalized data on-demand helps reduce material waste, can reduce pre-event prep and sorting time, and alleviate day-of stress around check-in lines and last-minute info changes.

 

Pro Tips:

• • Choose a provider with a thicker stock, 9pt or higher is good for most events
    
  • Newer badge printing technology also offers tear-resistant and different finish options, for durability and premium feel that rivals plastic
    
  • Use double-notch lanyards to reduce flipping
    
  • Adding plastic badge holders can be a simple and cost-effective solution for increased durability, and also can be easier to find sustainable options than sourcing recyclable or recycled plastic badges themselves.
    

Alternative Badge Materials: Niche Nametag Options for Conferences and Events

Looking for something a little different? While paper and plastic cover the lionshare of events, there are a few unique badge materials that can help you stand out.

 

Wood or Bamboo

A sustainable, rustic option often used for retreats, eco-events, or boutique conferences. These are usually engraved or UV-printed ahead of time and not compatible with on-site thermal printing.

 

Metal

Heavy and luxe, metal badges are most often used for awards, galas, or executive-level credentials. Not printable on-site, and typically engraved or laser-etched.

 

Seed Paper Badges

For bonus points in sustainability, some events are experimenting with seed paper badges.  These biodegradable badges are embedded with wildflower seeds, so after the event, attendees can plant them to grow flowers. They’re eco-conscious, memorable, and best-suited for events with a strong environmental theme.

 

What Badge Material Is Best for Your Conference or Event?

Choosing the right badge material isn’t one-size-fits-all. You’ll want to weigh a few key factors, including your expected check-in process, budget, registration timelines, expected number of attendees, and printing capabilities.  These days, we’ve seen a wave of organizers ditching plastic for premium paper options, for reasons including cost, setup and convenience, attendee check-in experience, and environmental concerns. As you plan ahead, think of your badge material as part of your event strategy, a small decision that makes a big impact!

Get Free Badge Material Samples

Not sure which badge material is right for you? Want to feel the difference between a tear-resistant paper badge and a traditional plastic one before you commit?

We’ve got you covered. Request free badge samples to:

• Compare paper and plastic options in-hand
  
• See how imprint zones and shell artwork look across formats
  
• Test scan reliability with sample QR codes

Find the right fit for your next event 👉

Get FREE Badge Samples  

 

Coming Up Next:

The Ultimate Guide to Event Tech (2025): Must-Have Tools For Organizers