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  • 1.  DIY Event in a Box

    Posted 04-14-2020 09:47
    We used OnArrival for the first time at our conference in February, but just for badge reprints. It worked so well that now we're exploring ways to expand its usage. We'd prefer to purchase the equipment over renting it. I know you can purchase Event in a Box, but we would need a few of the large boxes, which is going to be pretty pricey--so I need to price out a "DIY" version for my bosses.

    I'm assuming I can just search for the equipment included in the boxes, but internet configurations and routers and modems are outside my realm of technological expertise. Has anyone here purchased all the equipment separately? Any insights or advice?  Thanks in advance!
    #Flex-Creating/ManagingEvents
    #ManagingOn-site

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    Krysten Bennett
    Communications Director
    Ohio Veterinary Medical Association
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  • 2.  RE: DIY Event in a Box

    Posted 04-14-2020 11:43
    Krysten,
    Agree, onsite badge printing is awesome! We did not purchase separately but if you do, get equipment that works wirelessly and can use Wi-FI (either a hotspot of venue Wi-FI). The modem and router is a HUGE pain (and quote outdated IMHO).  Many venues don't have hardlines.  If they do, they don't know how or if they work or if you need a password to log in.  So you need to get SIM cards as a back-up for the modems.  That was an education for us - took many hours of research and trial and error to finally get cards that worked.
    We host many 2 hour events at many different venues. Setting up can take hours since we ware walking into a new location each time and pretty much have to troubleshoot each time,
    Feel free to message me privately if you have questions.
    Maribeth

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    Maribeth Bluyus
    Edelman Financial Engines
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  • 3.  RE: DIY Event in a Box

    Posted 05-12-2026 16:09

    Hi Krysten,

    Were you able to figure out a DIY Event in a Box? I'm trying to see if this is possible on our end as well. Curious how this played out for you.

    Thanks!



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    OCCS Convocation
    The Ohio Council of Community SchoolsUnited States
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  • 4.  RE: DIY Event in a Box

    Posted 05-12-2026 17:38
    Edited by James Rose 05-13-2026 08:28

    We purchased a Event in a Box from Cvent over 8 years ago and it's getting time to replace the equipment and the iPads software is out of date.

    I put together a comparison spread sheet of purchase verses DIY the kit together. Our current modem is up-to-date and has a SIM card. With my finding we can save about $2900 with purchasing items ourself and with reusing our travel box. We have 3 EIAB that do need to be updated so that would be a good bit of savings. But I personally would splurge for the Event in a box: Pelican Case at $1300.



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    James Rose | Senior Web Developer and Platform/Product Manager
    Digital Infrastructure
    Office of University Development | University of Michigan
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  • 5.  RE: DIY Event in a Box

    Posted 05-13-2026 17:25

    Hi Everybody,

    Yes, great questions and good responses above. We've been rolling our own equipment to events for years too. If you have any specific questions remaining, happy to help as well. Here is the gear we have currently to run our events locally or on the road:

    Verizon Mifis (4)
    Pelican cases (2)
    NEW Zebra ZD621 printers w/ WIFI (2)
    OLD Zebra GX420D printers (6) w/ WIFI
    iPads (15)



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    Jeremy Houser
    Director, Cvent Operations, Alumni Engagement & Development
    Duke University
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    Original Message