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Onsite Equipment Purchase Guide
Onsite Equipment Purchase Guide
Daniel Murphey avatar
Written by Daniel Murphey
Updated over a week ago

Renting Onsite equipment is a very convenient "easy" button for sourcing badge printing and check-in hardware. We strongly recommend renting an equipment kit from our preferred vendor, Choose 2 Rent, for a simple, cost-effective hardware solution with all the right equipment, every time.

If you're only using session check-in or you want to source your own event check-in equipment to save costs across multiple annual events, this article is for you! Read this article carefully to ensure you get the right equipment. 🔍

A person scanning a QR code at a check-in iPad.

Equipment amounts

Session Check-in

For Session Check-in, you can simply have check-in staff use their personal devices, you can buy equipment, or you can rent equipment from a vendor.

If you're buying or renting equipment, plan to have at least enough iPhones or iPads for all concurrent sessions. So, if three sessions are happening at the same time, you need a minimum of three devices. After sessions end, it's easy to switch devices to the next sessions.

If you're going to let attendees check in to sessions themselves instead of having staff check everyone in, buy or rent device stands to securely hold check-in devices.

Event Check-in

The size of your event will determine how much equipment you need and how many badges you should purchase. The following table shows our recommendations for several event sizes. In general, we always recommend having at least 250 spare badges for testing and reprints.





Badge Stock

















Webex Events Onsite supports all Zebra ZD621 model printers with an LCD touchscreen. Any model starting with 'ZD6A1' has a touchscreen, though we prefer the following models that have a built-in cutter.

  • ZD6A142-321F00EZ (Direct thermal + thermal transfer)

  • ZD6A142-321L01EZ (Direct thermal + thermal transfer)

  • ZD6A142-D41L01EZ (Direct thermal)

  • ZD6A143-D21L01EZ (Direct thermal)

  • ZD6A143-D41L01EZ (Direct thermal)

  • ZD6A143-321L01EZ (Direct thermal + thermal transfer)

💡 Keep in mind, this isn't a comprehensive list of all ZD621 printer models with an LCD touchscreen.

Direct thermal-only printers are slightly smaller because they don't include a place for a ribbon spool. Zebra has a great article that explains the differences and benefits of direct thermal and thermal transfer printing.

Routers and internet

Onsite is designed to work offline as long as you've already selected an Event in the app and downloaded the attendee, session, and badge data. As with all Webex Events products, an active, stable internet connection provides the best experience. Whether you're using Session Check-in or Event Check-in, all Onsite devices must have access to the internet during initial setup.

Read our article about offline operation for more information about offline functionality.

Session Check-in internet

When check-in staff use their personal phones for Session Check-in, there's no need to provide a secondary internet source. 👍

If you're renting Session Check-in devices, your vendor may offer devices with active SIM cards, which is definitely the simplest solution when renting equipment.

If your chosen vendor doesn't offer SIM cards, or if you're purchasing equipment, you must arrange connectivity some other way. Because the entrances to different rooms where sessions take place could be very far from each other, a single router's wireless signal coverage may be too small. If possible, arrange for venue internet access so check-in devices can access the internet from anywhere.

Onsite requires a minimum of 5 Mbps upload and download speed.

⚠️ Caution! Changes to Sessions, attendee data, and check-in settings won't be reflected in the app until you restore the connection. Check-in metrics also won't sync between devices or to the platform.

Event Check-in internet

We recommend a router with WiFi capability and at least two LAN ports. SIM capability is optional. Read the information below for more details.

For Onsite to work, your Event Check-in devices need to be connected to the same network as the printers through a router. The iPads connect to the router's WiFi network, and the printers connect to the router's LAN ports with ethernet cables.

💡 Keep in mind, make sure staff can easily find each router's WiFi information. 🔎

The iPads also need to be connected to the internet, at least at first, so they can download your Event's attendee data. When you rent equipment from a vendor like Choose 2 Rent, they include a router with a SIM card so you don't need venue internet. While this could be a good option when purchasing equipment, it may not be cost-effective to maintain data plans for the routers.

If your router isn't connected to the internet, connect the iPads to a mobile hotspot or venue internet to download attendee data. Once data is downloaded, the iPads can be connected to the router's network and operate offline.

⚠️ Caution! If check-in iPads are offline, you can't sync new attendee registrations and changes to badge designs. You must connect the iPads to the internet to re-sync Onsite data.

iPads and iPhones

Any iPad or iPhone using iPadOS/iOS 15.0 or later works with Onsite. Simple!


We recommend stands that hold the check-in devices firmly and adjust for different viewing angles.

  • For Event Check-in stands, the stand should be able to flip to face attendees or check-in staff on opposite sides of the check-in desk. It should also collapse easily for storage and shipment. A tried and true model is the AboveTEK TS-158S.

  • For Session Check-in, buy floor stands if sessions won't have check-in tables at the entrance.


Each printer must be connected to a router with a CAT6 ethernet cable. We recommend a 20-foot/6-meter run for each printer, plus a spare in case of accidental damage. You may need longer cables, depending on the setup at certain venues.

New and rented iPads, iPhones, printers, and routers all come with power cables. However, you may need to buy power strips and extension cords if the venue doesn't supply these. You may also need to buy longer power cables.


We support a variety of badge types and sizes. Read all about each one in our Onsite Badge Types article. Once you've decided which size you need and whether you need custom pre-printing, reach out to a vendor to order.

We generally recommend tear-resistant 4x3 or 4x6 double-sided badges. These badges are durable, don't require badge holders or printer ribbon, and are the easiest to print.

⚠️ Caution! Be careful not to buy badge sizes that Onsite doesn't support. Acceptable sizes are single- or double-sided 4x6, 4x3, and 3x2.

Printable instructions

Download and print the PDF instruction sheet at the end of this article and give it to Event Check-in staff as a resource. It includes iPad, Onsite app, router, and printer setup steps, plus helpful QR codes linking to more resources.

💡 Keep in mind, we may occasionally update these instructions to reflect changes to the app, hardware, and process. Always re-download the sheet before each event to ensure your staff has the most current information.

Last update: 10/19/2023

Now you know how to buy equipment for Webex Events Onsite! When you've bought everything and are ready to set up, follow our Onsite Setup Guide for complete iPad, router, and printer setup steps.

Questions? Chat with us, email, or attend a Face to Face session.

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