FAQ

Answers to the questions people ask most about event technology.

• RFID and Near Field Communication (NFC)
• Lead Management
• Registration

RFID and Near Field Communication (NFC)

What is RFID?

Radio frequency identification, or RFID, is the general term for technologies that use radio waves to identify people or objects automatically. The most common type uses a microchip attached to an antenna. Together they make up a tag, which sends its identification data to a reader.

How does an RFID system work?

A reader sends out radio energy. A passive tag's antenna picks this up and uses it to power the chip, which then changes the signal it sends back. The reader turns that response into digital data and passes it to a computer.

What is the difference between long-range and short-range RFID?

Long-range tags can be read from several metres away, which means a person can be recorded without doing anything, and possibly without knowing. Short-range RFID needs a deliberate gesture from the holder. In crowded spaces, long-range reads are also more prone to misses, and the readers cost a good deal more.

What is NFC?

Near Field Communication is a set of standards for short-range RFID at 13.56 MHz. The usual working distance is about four centimetres. It is the technology behind contactless cards and phone payments, and many event badges.

Is RFID better than a barcode?

They are different rather than better or worse. A barcode has to be seen by a scanner, which means someone has to point it the right way, and a ripped or soiled label may not scan. A tag can be read through plastic or paper without being seen, but it costs more. Our comparison of NFC and barcode badges goes into detail.

Will RFID replace barcodes?

That seems unlikely. Barcodes and QR codes are very cheap and work well for many tasks, and phone cameras can read them. The two are likely to coexist for many years, and many badges carry both.

Is RFID new?

No. The underlying idea goes back decades, with commercial uses from the 1970s onwards. What changed was the price and the arrival of readers in everyday phones.

How much information can a tag store?

It depends on the tag, but usually from a simple serial number up to a few kilobytes. That is why most event systems keep your record in a database and store only an ID on the badge.

What is the difference between read-only and read-write tags?

Read-only tags carry information fixed at manufacture or at first encoding. Read-write tags can be updated when within range of a reader, which allows an event to change a session permission without printing a new badge.

Are there any health risks from NFC or RFID?

These systems use low-power radio signals, and at the power levels used by badge readers they are not considered a health concern by regulators. Anyone with a specific medical implant can ask their doctor or the device maker for guidance.

What frequencies does RFID use?

The common bands are low frequency (around 125 kHz), high frequency (13.56 MHz, which includes NFC) and ultra-high frequency (roughly 860 to 960 MHz, with the exact band depending on the country). Each behaves differently around metal and water, so the choice depends on the job.

What is the difference between passive and active tags?

Active tags have a battery and can broadcast over long distances. Passive tags have no battery and draw their power from the reader, which makes them cheap, small and long-lasting. Event badges are almost always passive.

What is reader collision?

When the signals of two readers overlap, they can interfere with each other. The usual cure is to have them take turns. It is mainly a concern with long-range systems, and hardly ever with touch-range ones.

Where else is RFID used?

Almost everywhere: supply chains, pet microchips, building access, transit cards, contactless payments, and even high-value casino chips, where the tag helps a casino verify that a chip is genuine.

Lead Management

What kinds of lead retrieval systems exist?

The main options are handheld scanners, phone apps, PC-based software at a kiosk and web forms. Most shows offer an official option through the registration company, and many allow third-party tools under certain conditions.

What information will I get from a badge?

Generally the contact information the attendee gave when registering. What you actually receive depends on what the attendee agreed to share and on the rules of the show.

What format are leads stored in?

Almost all systems can export a comma-separated file that opens in a spreadsheet. Check that yours can, and try it before the show.

How do I get my leads?

Phone apps and connected scanners usually upload to a secure site in real time or at the end of the day. PC-based systems may save locally and upload later. Ask how long the data remains available after the show.

How can I get the most from my leads?

Develop a consistent lead form, with input from sales, and make sure the fields match your CRM. Build a standard post-show routine for follow-up and measurement, and use it after every event.

Registration

Can a badge system work with existing registration software?

Usually yes. Most badge-printing systems can import data or connect through an integration, but allow time for testing.

Can we keep our own payment processor?

In many cases, yes. Check the integration options, and ask how refunds and reconciliation will work on site.

What reports should we expect?

At a minimum: registrations over time, on-site arrivals by day and hour, financial reconciliation, and session attendance if you scan sessions.

What if the network fails on site?

Ask this before you sign. A sound system can run from a local server or an offline copy of the attendee list and catch up afterwards. Card payments are the part most likely to need a live connection.