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Step-by-step guides for organizers, exhibitors and volunteers. Search below or browse by topic.
Popular guides
- Create your account and connect Eventbrite
- Import attendees from a CSV
- Choose a plan and what happens if you go over
- Design your badge
- Print badges one at a time or in batches
- Set up volunteer stations
- Run a self check-in kiosk
- Invite exhibitors to your event
- Install the lead scanning app and scan badges
Getting started
Create your account, set up an event and get your attendees in.
- Create your account and connect Eventbrite Sign up as an organizer, connect your Eventbrite account, and find your Eventbrite events in Badgetrac. Organizers Every plan
- Create an event without Eventbrite Set up an event by hand when your registrations live somewhere else, then add attendees from a CSV or at the door. Organizers Every plan
- Import attendees from a CSV Upload a spreadsheet of attendees with names, emails, companies and ticket types. Re-importing updates people instead of duplicating. Organizers Every plan
- Sync attendees from Eventbrite Pull every Eventbrite registration into Badgetrac, re-sync before the event, and see how cancelled tickets are handled. Organizers Every plan
- Delete an event Permanently delete an event from Event settings. Events with exhibitors get a 7-day notice so exhibitors can export their leads first. Organizers
- Choose a plan and what happens if you go over How attendee limits work, which tickets count, the grace margin over your limit, and how to upgrade without losing what you paid. Organizers Every plan
Badges & printing
Design badges, print them one at a time or in batches, and handle reprints.
- Design your badge Set the badge size, place names, company, QR code and images in the badge designer, and save the layout used for every print. Organizers Every plan
- Print badges one at a time or in batches Print a single badge as people arrive, or print a selection or every badge as one PDF before the event. Organizers Every plan
- Printer and badge stock tips Match your badge size to your stock, set the print dialog to actual size with no margins, and test before doors open. OrganizersVolunteers Every plan
- Send badge proofs to attendees Email attendees a link to check their name, company and title before you print. Their fixes survive Eventbrite syncs. Organizers Paid plans
- Handle reprints and read the print log Reprint lost or wrong badges, unmark badges printed by mistake, and see reprints by reason and prints by desk. OrganizersVolunteers Every plan
Check-in & event day
Run the doors: volunteer stations, self check-in, walk-ins, sessions and the live dashboard.
- Set up volunteer stations Give each check-in desk its own link and 6-digit PIN so volunteers can search, print and register walk-ins without your password. OrganizersVolunteers Every plan
- Manage volunteers and shifts Plan volunteer shifts, build a roster, open a public sign-up form, check volunteers in on the day and give them badges. Organizers Every plan
- Sign up for volunteer shifts Volunteering at an event? Pick your shifts from the organizer's link, manage them on your own page and find your desk on the day. Volunteers
- Run a self check-in kiosk Turn a tablet or laptop into a check-in screen: attendees type their email or scan their ticket and their badge prints. Organizers Growth plan and up
- Register walk-ins at the door Add people who arrive without a ticket, print their badge on the spot, and let the kiosk take self-registrations. OrganizersVolunteers Every plan
- Check attendees into sessions Create sessions with an optional capacity, scan badges at the door from any phone, and export attendance as CSV. OrganizersVolunteers Growth plan and up
- Watch check-in live and keep a backup list Follow arrivals, no-shows, reprints and desks in real time, and print a paper backup list in case the Wi-Fi drops. Organizers Every plan
- Turn on contact exchange Let attendees share their email, phone and LinkedIn when someone scans their badge with a phone camera. It's opt-in per attendee. Organizers Every plan
Exhibitors & lead scanning
Invite exhibitors, scan badges, qualify leads and get them into a CRM.
- Invite exhibitors to your event Add exhibitors one by one or from a CSV, send their invite emails, and see who has joined and started scanning. Organizers Every plan
- Install the lead scanning app and scan badges Add the Badgetrac scanner to your phone's home screen, download the attendee list, and scan badge QR codes, even offline. Exhibitors Every plan
- Rate, tag and add notes to leads Tag each lead hot, qualified or cold and add notes so your sales team knows who to call first. Exhibitors Every plan
- Export leads or send them to your CRM Download your leads as a CSV for HubSpot or Salesforce, or push every lead to a webhook the moment it's scanned. Exhibitors
- Run a raffle from your scanned leads Draw prize winners fairly from the badges you scanned, redraw if a winner isn't there, and download the winners list. Exhibitors Every plan
- See exhibitor results and ROI Organizers see leads per exhibitor and email results; exhibitors get totals, hot leads, busiest hour and cost per lead. OrganizersExhibitors Every plan
- Complete your exhibitor checklist Confirm details, answer questions, upload files and list your booth staff before the show, all in one place. Exhibitors Growth plan and up
- Collect exhibitor tasks with a checklist Ask exhibitors for logos, answers, confirmations and staff lists with due dates, review what they send, and let reminders chase. Organizers Growth plan and up
- Buy a lead scanning license If your organizer sells lead scanning, buy your license from the exhibitor dashboard to scan, tag and export leads. ExhibitorsOrganizers
Booths & floor plan
Assign booths, sell them online and publish an exhibitor directory.
- Add booths and assign exhibitors Add booths one at a time or a whole row like A1 to A20, then assign each exhibitor to their booth. Organizers Every plan
- Upload a floor plan and sell booths online Upload your hall map, click to place booths, and let exhibitors pick and pay for a booth online. OrganizersExhibitors Growth plan and up
- Publish an exhibitor directory Share a public page listing your exhibitors and booth numbers, with descriptions and links they write themselves. OrganizersExhibitors Every plan
Emails & communication
Send attendees their check-in QR codes and schedule reminders.
- Send attendee emails with check-in QR codes Email attendees a know-before-you-go message with their personal check-in QR code, using ready-made templates. Organizers Paid plans
- Schedule emails and handle unsubscribes Schedule reminders ahead of time, cancel a scheduled send, and understand who is left out when attendees unsubscribe. Organizers Paid plans
Plans & billing
Pick a plan, upgrade an event, buy event packs, set up an annual agreement or ask for a custom plan.
- Upgrade an event to a bigger plan Move an event to a larger plan when it outgrows its limit. You only pay the difference from what you already paid. Organizers Every plan
- Save with multi-event packs Prepay for several events at a discount and use one on any of your organization's events within a year. Organizers Every plan
- Request a custom plan Ask for a quote for larger events, priority support, invoicing, or several events a year. Pay from event settings once agreed. Organizers Every plan
- Annual agreements for organizers with several events One agreement and one price for every event you start in a period, with a volume discount. Covered events move to the plan automatically. Organizers
Partners
Venues, agencies and associations: refer organizers and earn a share of what they pay.
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