Expo Pass

Expo Pass is strongest for organizers who need onsite check-in and badge printing to work without building a hardware operation from scratch. It is a focused fit for conferences, associations, and trade shows that value shipped equipment, badge workflows, session tracking, and responsive event support.

Event Planning & Management Registration & Ticketing Mobile Event Apps Paid

Custom quote based on registration, badge printing, hardware, app, lead retrieval, support, and event size

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Tool Nutrition Label

Founded 2015

Headquarters Chicago, IL

Company Size 11-50 employees

Funding Private company

Pricing Model Event platform and onsite services priced by selected products, event needs, equipment, and support level

Free Trial No public self-serve free trial found; demo or quote required

Contract Event agreement and badge printing/rental agreement may be required for onsite badge printing

Attendee Capacity Supports small and mid-market events through large onsite check-in programs; capacity depends on hardware, network, staffing, and configuration

Mobile App Yes; mobile event app and onsite check-in/badge workflows are available

Offline Capability No

Data & Compliance US-based company; specific hosting region not clearly published

Expertise Level Intermediate

Event Types

ConferencesTrade ShowsAssociationsCorporate EventsEducation EventsHealthcare EventsExpos

Key Integrations

Zapier (Zapier) Guidebook (Native) Whova QR code workflows (Native) Custom QR codes and data imports (API)

Support Channels

Help CenterEvent Success SpecialistDemo and sales teamOnsite logistics documentationCustomer support

Best For

+ Conferences and associations that need onsite badge printing and fast check-in
+ Events replacing alphabetized badge pickup with print-on-demand credentials
+ Teams that want shipped iPads, printers, routers, badge stock, and guided onsite setup
+ Programs needing session tracking, lead retrieval, mobile app, and registration support around check-in

Not For

− Small events where pre-printed badges or simple QR check-in are enough
− Teams that need transparent self-serve pricing before a sales call
− Organizers unwilling to prepare badge shells, attendee imports, equipment logistics, and onsite staffing
− Events requiring Android devices for self-check-in kiosks, since support docs specify iPad requirements for that workflow

Key Capabilities

✓ Create event registration and attendee records for onsite check-in

✓ Print attendee badges on demand using badge design, merge fields, QR codes, and thermal printer kits

✓ Use iPad kiosk and staff-assisted check-in workflows with permissioned event users

✓ Ship onsite equipment such as iPads, printers, network routers, and related badge printing hardware

✓ Track sessions, scan attendees, support mobile app workflows, and manage exhibitor lead retrieval setup

✓ Connect or automate data through Zapier, Guidebook sync, Whova QR code workflows, imports, and custom QR/data formats

Honest Limitations

Quote-Based Pricing

Badge printing, hardware rental, registration, app, support, and event scale are not priced in a simple public table.

Onsite Prep Is Real Work

Badge shells, rental agreements, attendee imports, printer kits, routers, permissions, and staff training must be ready before doors open.

Hardware And Network Dependencies

On-demand printing depends on equipment, power, network design, and onsite troubleshooting. It is not only a software configuration.

iPad-Centered Kiosk Requirements

Support documentation for self-check-in without badge printing specifies Apple iPad requirements and says Android devices are not supported for that workflow.

Not A Deep Marketing Suite

Expo Pass can cover registration and onsite event technology, but complex event marketing, CRM attribution, and hosted buyer workflows may need other platforms.

Pricing Breakdown

Plan	Price	Details
Registration and check-in	Custom quote	Pricing depends on event size, registration needs, check-in workflow, and support
Premium onsite badge printing	Custom quote	Requires badge printing and rental agreement before badge shell production and equipment preparation
Mobile app, session tracking, and lead retrieval	Custom quote	Additional modules and services depend on selected event package

Hidden Costs to Watch

! Badge stock, hardware rental, shipping, onsite network, power, staffing, and late changes can affect total event cost
! Paid onsite registration requires coordination with an Expo Pass Success Specialist
! Custom QR codes, data imports, or third-party platform workflows may need additional setup time

Expo Pass earns its place when onsite registration has to look professional and move quickly. Print-on-demand badges, shipped equipment, QR-code workflows, and check-in support can remove a lot of manual badge-table pain for conferences, associations, and trade shows.

The buying decision should focus on operations, not just software features. Badge printing is a hardware, data, staffing, and network workflow. If your event is small enough for pre-printed badges or simple QR scanning, Expo Pass may be more than you need. If arrivals are high-stakes, the specialization can be valuable.

Comparing this with other event tools?

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Pairs Well With

Whova

Conference-focused all-in-one platform known for strong attendee networking, sponsor visibility, and time-saving event operations.

Event Planning & Management Lead Retrieval Paid

Use Whova for broader event app and agenda workflows while Expo Pass handles badge printing or QR-code badge flows

Guidebook

No-code mobile event app and web app platform for conferences, campuses, associations, and enterprise programs.

Mobile Event Apps Paid

Guidebook data sync can support mobile app use cases around Expo Pass onsite operations

Cvent

Enterprise event platform with broad registration, attendee engagement, onsite, venue sourcing, and hospitality workflows for complex programs.

Event Planning & Management Registration & Ticketing Paid

Large teams can compare whether Cvent should own the full event suite or whether Expo Pass should specialize in onsite badging

Alternatives

Cvent

Enterprise event platform with broad registration, attendee engagement, onsite, venue sourcing, and hospitality workflows for complex programs.

Event Planning & Management Registration & Ticketing Paid

Better for enterprise teams that want registration, event management, onsite, reporting, and procurement under one large vendor

Eventbrite

Mass-market ticketing and event marketing platform with unmatched discovery reach, fast setup, and fee-heavy economics for paid events.

Registration & Ticketing Event Marketing Freemium

Better for simple public ticketing and consumer discovery without sophisticated onsite badge printing

RSVPify

A polished event registration and ticketing platform with drag-and-drop seating charts, QR check-in, and industry-low ticketing fees — genuinely usable free tier, but non-ticketed business plans escalate fast.

Registration & Ticketing Freemium

Better for lower-cost RSVP and check-in workflows when print-on-demand badges are not required

Questions to Ask the Vendor

1
What is included in the quote for registration, badge printing, hardware rental, app, lead retrieval, and support?
2
How many kiosks, printers, routers, staff, and check-in lanes do we need for our peak arrival pattern?
3
What are the exact badge shell deadlines, artwork requirements, and rental agreement terms?
4
How do imports, custom QR codes, Whova, Guidebook, Zapier, or other registration systems sync with Expo Pass?
5
What onsite support is included if printers, iPads, routers, or attendee data fail during check-in?

How we research tools

We research each tool by reviewing official documentation, pricing pages, and user feedback from Trustpilot, G2, and Capterra. If something's out of date or inaccurate, use the link below to flag it.

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