iPad Rentals for Event Registration & On-Site Check-In
iPads pre-loaded with your attendee data, paired with Zebra badge printers, connected to a dedicated registration Wi-Fi network — and delivered to your venue fully configured. Compatible with Cvent OnArrival, RegFox, Splash, Eventbrite, Swoogo, and Eventleaf.
Staffed registration desk vs self-service kiosk — which fits your event?
Staff-operated registration desk
- Staff member finds attendee and confirms check-in
- Handles walk-ins, name changes, and issues in real time
- Fastest throughput — 100–150 attendees per station per hour
- Lilitab tabletop stand or bare iPad on desk
- Zebra badge printer on the same desk
- Staff can assist with first-time attendees or accessibility needs
- Preferred for enterprise corporate events and pharma conferences
Self-service kiosk check-in
- Attendee looks up own name or scans QR code from email
- Badge prints automatically — no staff interaction needed
- Reduces check-in staffing requirement by 50–70%
- Lilitab floor stand or tabletop kiosk enclosure
- Kiosk mode prevents attendee from exiting the app
- Inactivity reset returns to start screen automatically
- Staff nearby for walk-ins and exception handling
Registration platforms Aria AV's iPad setup works with
Aria AV supplies the hardware — you keep your platform. Every iPad is configured to your specific registration software before delivery.
Zebra badge printers — pre-paired with your iPad before delivery
Every Zebra printer Aria AV rents is paired and print-tested with the iPad it ships with. Your event staff receive a working badge printing station — not hardware to configure on-site.
Zebra QLN Series — Bluetooth
The Zebra QLN series are the best option for Bluetooth connectivity with Cvent OnArrival on iPad. The ZD500 will not connect via Bluetooth on iOS — the QLN series is the Cvent-certified iOS Bluetooth device. Wireless operation, compact footprint for desk or floor placement next to a Lilitab kiosk. Print-tested with OnArrival before delivery.
Zebra ZD621 — Bluetooth
The Zebra ZD621 connects to iPad via Bluetooth for on-site badge printing with RegFox. The ZD621 includes the ability to enable Bluetooth directly from the printer. Compatible with RegFox, Eventleaf, Swoogo, and most iOS check-in platforms. Desk-mounted at registration stations. Print speed and badge quality identical to enterprise Cvent deployments.
Four ways attendees check in at your event
Name / email search
Staff types attendee name or email — record found in under one second from pre-loaded list or live platform sync. Fastest for staffed desks.
QR code scan
Attendee shows confirmation email QR code — iPad camera scans it instantly. No typing, no spelling errors. Preferred for self-service kiosk mode.
NFC tap
Attendee taps phone or NFC-enabled badge to iPad. Fastest throughput method for high-volume arrivals. Supported on Lilitab floor stands.
Walk-in registration
New attendee not on the list — staff enters details on the iPad, adds to the database in real time, badge prints immediately. No paper backup required.
Station count and connectivity planning
How many iPad registration stations does your event need?
The industry standard guideline is one staffed station per 100–150 expected arrivals per hour. Self-service kiosk mode handles 80–100 per station per hour due to longer attendee interaction time. Always add at least one identically-configured spare per 10 stations deployed.
Dedicated registration Wi-Fi — not optional at large events
Convention centre and hotel Wi-Fi is shared infrastructure provisioned for general attendee browsing — not for 20 to 50 iPads simultaneously syncing attendee data and triggering badge prints at peak arrival. Aria AV provides a dedicated 802.11ax Wi-Fi access point sized for your registration fleet, connected to a private internet uplink isolated from the venue's shared network. A 5G LTE cellular router is available as a backup or as the primary connection — fully independent of venue infrastructure. Aria AV configures and tests the registration network before your event staff arrive on-site.
How iPad event registration rentals work
Request a quote
Tell us your registration platform, badge size, staffed vs self-service, station count, venue, and event date. We respond within 24 hours.
Pre-configuration
We install your registration app, pair and test each Zebra printer to its iPad, pre-load attendee data if your platform supports it, and configure the dedicated Wi-Fi network.
Delivery & setup
Registration stations set up at your venue — iPads on stands, Zebra printers positioned, Wi-Fi network active. Test print on every station before your event opens.
Support & collection
On-site technician available for larger deployments. 24/7 remote support. All equipment collected at event close with full data wipe on every iPad.
Accessories for event registration deployments
Stands & enclosures
- Lilitab tabletop stand — registration desk
- Lilitab floor stand — ADA-compliant self-service
- iPad security cases — drop protection
- Countertop mounts for hotel conference tables
Badge printing supplies
- Zebra QLN series — Bluetooth, Cvent certified
- Zebra ZD621 — Bluetooth, general iOS
- 4×3 inch badge stock — standard conference
- 4×6 inch badge stock — larger format events
Connectivity & power
- Dedicated 802.11ax Wi-Fi access point
- 5G LTE cellular router — venue-independent
- Multi-bay charging carts (overnight charging)
- Surge-protected power strips for desk stations
Other iPad & event technology rentals
iPad Rentals — hub
iPad Pro M4 · Air M2 · Mini · all models and fleet sizes
iPad Kiosk Rentals
Lilitab floor & tabletop · kiosk mode · branded stands
Printer Rentals
Zebra badge printers · HP Color MFP · label printers
Laptop Rentals
Windows · MacBook · Chromebook — registration desk alternatives
Kiosk Rentals
Touchscreen kiosks 32″–58″ · digital interactive kiosks
iPhone Rentals
iPhone 17 Pro Max · roving check-in · lead capture
iPad event registration FAQ
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Cvent compatibility
Yes. Fully compatible. Aria AV supplies the hardware configuration Cvent specifically recommends for iPad deployments.
iPad running iOS 18.0+ — all current modelsZebra QLN series — Cvent certified Bluetooth printerOffline pre-load — check in without internetAuto-sync when connectivity restoredNote: The Zebra ZD500 will not connect via Bluetooth to iPad with Cvent OnArrival. Aria AV supplies the QLN series — the correct iOS-certified Bluetooth printer — for all Cvent deployments.
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Platform compatibilityCvent OnArrival — enterprise Splash (Cvent) — enterprise marketing RegFox — mid-market Swoogo — Salesforce/HubSpot Eventleaf — Boomset replacement Eventbrite — ticketed events
Using a platform not listed? Contact Aria AV with your software name. If your platform has an iOS check-in app, we can support it.
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Badge printing
Yes. Zebra badge printers are paired, tested, and shipped with the iPads — your registration station arrives as a complete working unit.
Zebra QLN — Cvent OnArrival on iPadZebra ZD621 — RegFox, Eventleaf, general iOS4×3 and 4×6 badge stock availableTest print verified on your badge template -
Registration Wi-FiDedicated 802.11ax access point for reg areaIsolated from venue's shared network5G LTE cellular router — backup or primaryConfigured & tested before staff arrive
For Cvent OnArrival deployments: pre-loaded attendee data means iPads continue checking in attendees even if Wi-Fi fails — data syncs automatically when connectivity is restored.
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Station sizing
Setup type Throughput 600 arrivals/hr needs Staffed desk 100–150/hr 4–6 stations Self-service kiosk 80–100/hr 6–8 kiosks Always add +1 spare station per 10 deployed — identically configured and ready to activate in under 2 minutes if a station fails.
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Data pre-loading
Yes — for platforms that support offline pre-load (Cvent OnArrival, Eventleaf, RegFox). iPads arrive ready to check in attendees immediately, without on-site internet configuration.
Attendee list loaded before deliveryCheck-in works without internet if neededData syncs automatically when onlineRequires export file 48 hours before event -
Best price guarantee
Yes. 100% Best Price Guarantee on all iPad event registration rentals nationwide. Bring us a written competitor quote and we will match or beat it.
All-inclusive: iPads, Zebra badge printers, Lilitab stands, dedicated Wi-Fi, software configuration, delivery, on-site setup, 24/7 support, and post-event data wipe. No hidden fees.