Top 5 Onsite Event Registration Trends for 2025: Stay Ahead with the Latest Innovations

The world of event registration is rapidly evolving, with new technologies and trends driving how attendees experience events from the moment they arrive. In 2025, staying ahead of these changes means more than just impressing your attendees—it’s about streamlining your processes, being sustainable, and offering a personalized touch. Whether you're an event professional or a business owner looking to optimize your event strategy, understanding these top five registration trends will ensure you’re delivering a seamless experience for your attendees.

In this article, we’ll explore the latest in contactless check-in, mobile app integrations, personalized and eco-friendly badges, and more, all while highlighting how Validar’s solutions can help you stay at the cutting edge of event registration.

Trend 1: Badge Media can be a great networking utility for attendees

Anything you can do to encourage attendee networking is worth considering, and the badge credential is where eyes go first when attending an event. Using your badge media to define unique attributes that might be of interest can be helpful. For example, using different lanyard colors for different attendee types, printing designations that depict particular interests or event goals can be great conversation starters to break the ice.

Why Badge Media Matters

Badge media will always be top of mind when planning for an event. It’s important to consider font size, branding elements, lighting and networking attributes that can be used as a tool for attendees to better navigate your event. Smart badges are becoming a trend and have been proven effective to help with networking. Cost can be an issue though.

How Validar Aligns with This Trend

Validar has been printing badge media on demand for over 20 years, and we’ve learned a ton from some very smart event marketing teams. We believe the badge credential is a vital part of every event, and we like to deploy with all of the aforementioned elements in consideration. To us, the badge is a conduit to our greater value from an attendee tracking and attendee networking perspective.

Trend 2: Eco-Friendly Badge Media is top of mind with most event producers

Sustainability has become a top priority for event organizers, with eco-friendly badge media emerging as one of the most popular ways to reduce environmental impact. Gone are the days of plastic-laminated badges. Instead, recyclable materials and sustainable printing practices are becoming the norm, aligning with the values of both organizers and attendees. We recently attended IMEX, the largest industry event of the year and attendees were asked to pre-print their badge and bring it with them. When we arrived we grabbed a paper badge holder and cloth lanyard. This was an excellent example of deploying eco friendly badge media!

How Validar Aligns with This Trend

Validar’s badge printing technology offers full-edge printing on eco-friendly materials, ensuring that your badges not only look great but also help reduce waste. By personalizing badges with the latest printing technology, Validar helps enhance networking and sustainability efforts at the same time.

Trend 3: Accommodating Attendees at Airports and Hotels

In a fast-paced world, attendees appreciate every convenience they can get. Offering them a smooth registration experience at airports or hotels makes a big difference in how they perceive your event—and can set the tone for their entire experience. First impressions matter, and this trend is all about optimizing that initial touchpoint.

Why Airports and Hotels?

Many attendees are traveling long distances to attend conferences, trade shows, or corporate events, and the last thing they want to worry about is dealing with a hectic check-in process once they arrive. By offering registration kiosks or mobile check-ins at airports and hotels, you save your attendees time and make their first interaction with your event a breeze.

How Validar Aligns with This Trend

Validar’s vCheckin system allows for remote check-in, which means your attendees can register as soon as they land at the airport or when they arrive at their hotel. This convenient option helps eliminate lines at the event venue itself, providing a much smoother registration process overall.

Trend 4: Pre-Printed Badges to Minimize Onsite Configurations

Efficiency is king when it comes to event registration, and one trend that continues to gain traction is the pre-printing of badges before attendees even arrive. This not only reduces the amount of equipment and staff needed on-site but also ensures a faster check-in process.

Why Pre-Printed Badges Are Popular

Pre-printing badges is a practical solution for reducing the onsite registration footprint. Instead of setting up multiple badge printing stations at the venue, organizers can prepare badges in advance based on pre-registrations. Attendees can simply pick up their badge holder and lanyard and be on their way, significantly cutting down on wait times.

How Validar Aligns with This Trend

With Validar’s PK Pass file, customers can leverage a digital badge for access to an event. Very similar to consumer events such as NFL and NBA games. Asking attendees to pre-print their credential is on the radar!

Trend 5: Facial Authentication for Fast Check-in and Badge Swaps

Facial authentication technology is one of the most exciting trends in event registration for 2024. It not only speeds up the check-in process but also provides an additional layer of security. This is especially useful in larger events where attendees may need to swap badges or move between different sessions.

Fast, Secure, and Seamless

Facial authentication can help organizers check in attendees faster than ever before. By scanning an attendee’s face, the system can instantly verify their identity and print a badge (or activate a pre-printed badge), cutting down on wait times. In addition, facial authentication can help prevent badge fraud, ensuring that only the right people gain access to specific areas.

How Validar Aligns with This Trend

Validar has aligned with best in class, cutting-edge facial authentication tools, helping event organizers create a fast and secure check-in process. This technology will be coming out in 2025 as a solution to protect from badge swaps and to speed up the check-in process.

Conclusion

As event registration technology continues to evolve, it’s crucial to stay ahead of the trends. In 2025, smart eco-friendly badge media, more event check-in opportunities, and facial authentication are driving the future of event registration. By adopting these innovations, you’ll not only improve the attendee experience but also streamline your event operations.

To stay ahead of the curve, consider how solutions like Validar’s vCheckin platform can help your event registration process be more efficient, sustainable, and attendee-friendly.

FAQ Section

Facial Authentication help with badge swaps?

Facial authentication can be a fast and excellent authentication mechanism to make sure attendees have paid for their attendance.

Are eco-friendly badges durable?

Yes, eco-friendly badges are designed to be both sustainable and durable. Many are made from recyclable or biodegradable materials without sacrificing quality.

How do personalized badges enhance networking?

Personalized badges include key information like attendee names, companies, and interests, making it easier to strike up conversations and foster connections during events.

Why are pre-printed badges beneficial for large events?

Pre-printed badges reduce onsite registration bottlenecks, allowing attendees to quickly pick up their badges and head straight into the event without waiting in line.

Can registration systems support offsite check-ins?

Yes, with systems like Validar’s vCheckin, attendees can check in remotely from airports or hotels, saving time and reducing onsite congestion.