Eventact Arrival: Step-by-Step Setup Guide

June 25, 2025 | 4 min read

This guide is designed to help you set up Eventact Arrival for guest check-in and badge printing. Follow these steps to configure your project, design custom badges, and connect your printer for efficient guest check-in and on-site badge printing.

Phase 1: Infrastructure & Data Management

1. Requirements

Ensure the following are available before starting:

• Print Server: A PC or notebook running Windows to host the Eventact Printer App.
• Physical Printer: Connected to the Windows machine.
• Connectivity: A standard internet connection.
• Network Topology: Check-in kiosks and the Print Server can operate on different networks, as synchronization is managed through the cloud.

2. Project Initialization

• Login: Access the platform at https://arrival.eventact.com.
• Create Project: Use the "New Project" button to initialize the event environment and enter the basic event information.

3. Data Import

• Prepare the Data: Create an Excel (XLSX) file for importing data. Use clear, descriptive column headers, such as "First Name," "Last Name," "Company," and "Job Title," to facilitate automatic mapping of Excel columns to Eventact fields
• Upload the File: Go to Settings > Import Guests and upload the attendee Excel file.
• Field Mapping: Eventact will automatically attempt to match your Excel columns to its internal fields (e.g., "Full Name," "Email," "Organization").
• Tip: Map the columns in your Excel file to the corresponding system fields, such as Full Name and Organization.
• Categorization: Ensure that the Status and Role (e.g., Speaker, VIP) are correctly assigned, as these attributes may affect badge printing rules.

Phase 2: Badge Template Design

• Editor Access: Go to Settings > Name Tags and select a template.
• Adding Content to the Badge:
  • Static Text: Add fixed text that remains constant, such as "Staff", "Exhibitor", or "Welcome". This is helpful when using different templates for various guest types, making them easily distinguishable at a glance.
  • Dynamic Tokens: Insert fields like {Contact.Full Name} or {Contact.Organization} to automatically pull specific guest data onto their badge.
• • Codes: Add QR codes or Barcodes linked to {Registration.Registration Code} for internal scanning.
  • Networking (vCard): To enable contact sharing between guests, add a QR code linked to the {Registration.VCard} token. This allows guests to scan each other's badges with a standard smartphone camera to automatically add contact details to their phone.
• Layout Configuration: Use the right-side panel to set precise X/Y coordinates, font sizes, and alignment.
• Conditional Printing: Apply Conditions to designs so they only print for specific guest Roles or Ticket Types.
• Commit Changes: Click "Save" to update the template.

Phase 3: Printer Application Installation

The Eventact Printer app bridges the web interface and the printer.

• Download: In the web interface, navigate to Settings > Printer and download the Arrival Printer Setup.
• Execution: Run the .exe file. If prompted by Windows, select "More info" and then "Run anyway".
• Dependency: The installer will automatically verify and install the required ".NET Desktop Runtime".

Phase 4: Connecting the Eventact Printer App to Event Data

Follow these steps to link the application on your Windows machine to your specific event project.

1. Authentication:
   • Retrieve the Event ID and Event Password from the Arrival Dashboard (Settings > Printer).
   • Enter these credentials into the Eventact Printer App.
2. Printer Identification: Assign a Printer ID (e.g., "Station_01"). Multiple PCs can send badges to the same printer.
3. Polling Rate: Set the Print Interval. The default is 1000ms. Increase this value if you encounter high network latency.
4. Printer Selection: Select your printer from the dropdown list of available printers in the application. This list is generated from the printers installed on your Windows system.
5. Media Calibration: Enter the exact width and height of the labels.
   Note: These dimensions must match the Custom Paper Size settings in the Windows Printer Preferences to prevent alignment errors.
6. Activation: Click "Start" to begin the print service.

Morning Launch Checklist

• ☐ Power & Connection: Ensure the printer is powered on and connected to the Windows Print Server.
• ☐ Paper Check: Confirm that label stock is loaded and the printer is "Ready."
• ☐ Dashboard Check: Log in to arrival.eventact.com and confirm the guest list is up to date.
• ☐ App Launch: Open the Eventact Printer App on the Windows machine.
• ☐ Start Service: Confirm Event ID/Password and click "Start" in the app.
• ☐ Test Print: Perform one test check-in to confirm alignment and data mapping.

Troubleshooting FAQ

1. Printer App Connection Issues
   • Problem: The App says "Stopped" or fails to connect after clicking Start.
   • Solution: Double-check your Event ID and Event Password. Ensure there are no extra spaces. Verify that the Windows PC has an active internet connection.
   • Problem: The App is running, but no badges are printing.
   • Solution: Ensure you have selected the correct Printer ID in both the App and the Arrival Dashboard. Check that the physical printer is turned on and has paper.
2. Badge Alignment & Scaling
   • Problem: The print is cut off, or the text is not centered on the label.
   • Solution: Ensure the Custom Paper Size in your Windows Printer Preferences matches the dimensions entered in the Eventact Printer App.

Quick Reference: Common Dynamic Tokens

Data Point	Token
Full Name	{Contact.Full Name}
First Name	{Contact.First Name}
Company	{Contact.Organization}

More troubleshooting tips see here.

This guide addresses common issues encountered during event arrival and provides practical solutions to ensure a smooth check-in process. As part of your setup, it’s recommended to perform a full arrival test — including verifying registrant visibility, testing device connectivity, and checking badge printing by locating a guest and printing their badge. For more information on testing procedures, see here.

If you require additional help or have any questions, do not hesitate to contact Eventact Support