How to Print Name Badges from Cvent

If you're running a Cvent event and you need Cvent name badges today, you don’t want to wrestle with Word mail merge or spend your morning resizing text boxes. The reliable workflow is:

• Export Cvent registrants/attendees to CSV or Excel
• Import the exported file into BadgeFlow
• Generate a print-ready name badges PDF and hit Print

What you'll need

• Your Cvent event (with registrants already in the system)
• A CSV/Excel export from Cvent (registrants/attendees report)
• BadgeFlow open in your browser: badgeflow.app
• Paper stock you plan to print on (A4/Letter sheets, badge sheets, or badge-printer stock)

Step 1 — Export your attendee list from Cvent (CSV or Excel)

Cvent has a few ways to export attendee/registrant data. The best choice depends on how your event is configured (and which Cvent module you're using).

Option A (recommended): Export registrants/attendees from your attendee list

If you can export directly from the attendee/registrant list for your event, that’s usually the cleanest “one badge per person” result.

• Open your event in Cvent.
• Go to your attendee/registrant list (or Attendee Management area).
• Use the export/bulk actions option to export registrants.
• Choose CSV or Excel where available.

Official reference (exporting accepted registrants): How do I export my accepted registrants? (Cvent Support)

Option B: Export a report (more control over columns)

If you need specific fields (company, role, ticket type, custom questions, etc.), exporting a report is often better because you can choose exactly which fields appear in the export.

• Open the report you want in Cvent.
• Use the export option (often “Export Report”).
• Select the fields/columns you want included.
• Export as CSV (or Excel, depending on the report).

Official manual: How do I get my report out of Cvent? (Cvent Support)

Option C: Export via Reporting Dashboard (CSV)

If you're using the Reporting Dashboard, it can export attendee/event data as .CSV.

Official manual: How do I export data using the Reporting Dashboard? (Cvent Support)

Quick rule of thumb: attendee export vs report export

• Choose attendee/registrant export when you want one badge per person with minimal fuss.
• Choose report export when you need custom fields (company, role, VIP status, sessions, etc.).

Already using OnArrival for onsite badging?

Cvent’s OnArrival supports onsite badge printing and badge design. If you’re happy with that workflow, great. This guide is for organisers who want a fast export → print-ready PDF workflow (bulk pre-printing, easier A4/Letter layouts, or more template control).

Official references: Printing Name Badges (Cvent Support) | Printing Badges Onsite (Cvent Support)

Step 2 — Clean up your CSV or Excel file (optional, but saves headaches)

You can often import a Cvent export as-is. But a quick tidy helps avoid awkward badge fields (like printing “N/A” or blanks).

Checklist

• Remove columns you won’t use (less clutter when mapping fields).
• Check name fields:
  • If you have First Name and Last Name, great.
  • If you only have a single Name column, also fine (BadgeFlow can use it directly).
• If you collected custom questions (company, role, dietary, etc.), confirm those columns are included in your export.
• Standardise casing if you care (e.g., “alex” → “Alex”).

If your attendee data lives in a spreadsheet rather than a Cvent export, our guide on name badges from Excel covers column preparation tips that apply here too.

Step 3 — Import the Cvent CSV or Excel file into BadgeFlow

• Open BadgeFlow.
• Click Upload Excel or CSV file.
• Upload the file you exported from Cvent.

• Map columns to badge fields (e.g., First Name, Last Name, Company, Role, Ticket type).

If you need scannable codes on your badges: QR code, Barcode 39 or Barcode 128

• Ensure your CSV/Excel has a column with a unique value per attendee (e.g., registrant ID, confirmation code, order ID, ticket ID, or a custom “badge_code”).
• Map that column to a QR code, Barcode 39, or Barcode 128 field in BadgeFlow.

Common Cvent columns you’ll likely use on badges

• Name (or First Name + Last Name)
• Company (if collected)
• Job title / Role (common for conference badges)
• Registration type / ticket type (useful for staff / VIP / speaker badges — see how to use colour-coded roles for company events)
• Email (optional; many organisers avoid printing it)

Step 4 — Pick a badge size and template

Now the fun bit: making it look professional without spending your entire life nudging text boxes.

• Select a badge size you need (standard options or custom dimensions).

• Select a badge template (30+ pre-designed professional templates to choose from).

Badge design tips (the ones that actually prevent chaos onsite)

• Optimise for readability from 1–2 metres. Big names, high contrast, don’t get fancy with thin fonts.
• Make company smaller than name. People greet humans first.
• Keep the layout consistent. “Speaker” badges should look intentionally different (a colour stripe works well).
• Test print one page. Always. Printers are liars until proven otherwise.

For a deeper look at fonts, sizing, colour strategy, and layout hierarchy, see how to design conference name badges and conference badge size guidance.

Step 5 — Customise the template (branding + extra fields)

Templates are just a starting point. In BadgeFlow’s intuitive drag-and-drop editor, you can quickly make the badge look like your event.

• Tweak styling: change colours, fonts, and spacing to match your branding.
• Add more dynamic fields: drop in extra columns from your CSV (company, role, reg type, etc.).
• Add static elements: logo, event name/date, labels like “STAFF” or “SPEAKER”, simple shapes/stripes.
• Add a static QR code: the same QR on every badge — perfect for linking to your code of conduct, Wi-Fi details, venue map, schedule, feedback form, or an “emergency info” page.

💡 Tip: Preview a few attendees (short names, long names, missing company) before exporting.

Step 6 — Set paper size

BadgeFlow supports any paper size — A4, Letter, or custom dimensions. Match your export to the paper or badge stock you’re actually using.

• Standard sheets (A4 / Letter): for printing on office paper.
• Badge stock size (for badge printers): if you’re printing on a dedicated name badge printer, select the exact badge media size (the insert/stock your printer uses) — standard or custom. BadgeFlow supports any badge dimensions, so you can match your printer’s stock precisely and avoid scaling or cropped edges.

Step 7 — Generate your print-ready PDF

• Click Download badges in the bottom right corner of the screen.
• Select the correct paper size (BadgeFlow supports any paper size you need).
• Check the page layout preview to see how it will look.
• Download the print-ready name badges PDF.

Step 8 — Print without scaling (seriously)

The #1 way to ruin badge alignment is letting your printer “help”. When printing the PDF:

• Set scaling to Actual size or 100% (not “Fit”).
• Confirm the paper size matches your PDF.
• If using badge sheets: print one test page on plain paper first, then hold it behind a badge sheet up to a light.

⚡️ Troubleshooting (fast fixes)

"My badges are misaligned on the sheet"

• Check print scaling is 100%.
• Confirm the paper size is correct in both BadgeFlow export and printer settings.
• Do a single test page before printing the whole stack.

"Some names are too long"

• Reduce the name font slightly.
• Consider splitting into First Name (big) + Last Name (slightly smaller) for extreme cases.

"My company / role column isn't in the export"

• Try exporting a report instead of the attendee list so you can include the exact fields you need.
• If the field is a custom question, make sure you’ve added that field/column to the report export.
• If you’re filtering registrants (e.g., accepted/approved), make sure your export is using the right filter first.

✅ Recommended workflow recap (the 90-second version)

• Export registrants/attendees from Cvent as CSV/Excel (or export a report with your fields).
• Import the exported file into BadgeFlow.
• Map badge fields → pick a badge size and template → preview.
• Customise the template if needed (branding + extra fields).
• Export a print-ready PDF (any paper size you need) → print at 100%.

Official Cvent export manuals (for reference)

• How do I export my accepted registrants?
• How do I get my report out of Cvent?
• How do I export data using the Reporting Dashboard?
• Printing Name Badges
• Printing Badges Onsite