Best Card Readers and Payment Machines for Events

Last Updated on May 6, 2025 by Mark Norman

When organising an event, choosing the right card reader or payment machine can make all the difference in handling transactions smoothly and quickly. The best devices for events are those that combine ease of use, reliability, and fast payment processing in various settings.

Whether your event needs mobile or fixed payment solutions, there are options designed to fit different scales and types of activities. You want a card reader that works well on the move, accepts multiple payment methods, and is simple to set up, so your guests face no delays or frustrations.

Understanding which features matter most—like security, compatibility, and transaction speed—will help you pick a device that keeps your event running efficiently and your customers satisfied. Exploring popular choices such as mobile readers from Square or PayPal gives you insight into proven solutions trusted by many event organisers.

Key Takeaways

Choose payment devices that offer speed and ease of use.
Look for security and compatibility with multiple payment types.
Mobile options are often best for flexibility at events.

Understanding Card Readers and Payment Machines

When you choose a card reader or payment machine for events, you need to know how they work, what types are available, and which features matter most. These points help you select a device that fits your event’s size, location, and payment needs.

How Card Readers Work

Card readers capture payment information from a card to process transactions. Most work by swiping, inserting (chip), or tapping (contactless) the card.

They send the data securely to a payment processor, which approves or declines the payment. Many readers connect via Bluetooth or USB to your phone, tablet, or other device.

Some models work independently, with built-in SIM cards for mobile data. You’ll need internet access for quick transactions or they can store data offline to process later.

Security is key. Modern readers use encryption and follow PCI compliance rules to keep card details safe during payment.

Types of Payment Machines for Events

You can pick from several machines depending on your needs:

Mobile card readers: Small, portable readers that pair with a smartphone or tablet. Ideal for quick setup and mobility.
Countertop terminals: Larger, sturdy units designed to sit on a desk or counter. Often used where space is stable, such as ticket stands.
Wireless terminals: Mobile units with built-in SIM cards, allowing payments on the move without another device.
Virtual terminals: Software-based systems that let you enter card details manually on any online device.

Mobile readers are often cheaper and easy for temporary events. Countertop and wireless terminals work better for high volume or long events.

Key Features to Consider

When selecting your payment device, focus on these features:

Connectivity: Does it use Bluetooth, Wi-Fi, or mobile data? Wi-Fi and mobile data offer more freedom outdoors.
Payment methods accepted: Check if the device supports chip, magnetic stripe, and contactless payments like Apple Pay.
Speed of transactions: Fast processing is essential for busy events to avoid queues.
Battery life: For mobile devices, longer battery life reduces interruptions.
Cost: Basic readers cost around £20-£40, while more advanced terminals can be over £100.
Compatibility: Ensure it works with your preferred payment platforms and devices.

Some models include extras like receipt printers, touchscreen displays, or integration with event software, which may help with managing sales.

More details about these options are available on Springly’s page about card payment machines here.

Best Payment Machines for Events

When choosing a payment machine for events, you want devices that are reliable, easy to use, and quick to process transactions. These machines work well in busy environments and support multiple payment types such as chip, swipe, and contactless.

Ingenico Devices

Ingenico devices are popular at events because they offer fast processing and robust security. You can use them for chip, swipe, and contactless payments, including NFC wallets like Apple Pay.

Many models are portable with long battery life, which suits mobile setups. They often support Bluetooth and Wi-Fi connections, helping you stay online even if your event space has weak network coverage.

Ingenico devices are also compatible with various payment platforms, giving you flexibility for your preferred service.

Key features include:

Multiple payment methods
Compact and lightweight models
Strong fraud protection

Verifone Terminals

Verifone terminals are known for their durability and efficiency at crowded events. The machines handle chip, swipe, and contactless payments quickly to reduce lines and wait times.

These terminals come with clear, user-friendly interfaces. Some models offer mobile connectivity options like 4G, so you can accept payments even without Wi-Fi.

Verifone devices also support EMV standards to keep card data safe.

Important aspects to note:

Reliable mobile connectivity
Clear, simple screens
Certified security standards

PAX Payment Machines

PAX machines are a good choice if you want flexible, cost-effective options that don’t sacrifice performance. They support all common payment forms and have user-friendly touchscreen displays.

Many PAX models are designed for portability with lightweight, compact builds. They also support offline payment processing, so you can still accept transactions if your internet connection drops temporarily.

Main benefits include:

Affordable and versatile
Offline payment capability
Touchscreen controls for easier use

For more details on card readers suited to small business and event needs, see the best credit card readers for small businesses.

Comparing Mobile and Desktop Payment Solutions

When choosing a payment solution for your event, you need to consider how and where you’ll accept payments. The right option depends on your mobility needs, the volume of transactions, and the type of card payments you expect.

Mobile Card Readers

Mobile card readers connect to smartphones or tablets. They are small, lightweight, and easy to carry around.

This type is ideal for events where you expect to move between different locations or interact closely with attendees. Most mobile card readers support chip, swipe, and contactless payments, allowing you to accept card and mobile wallet payments quickly.

Devices like the Zettle Card Reader 2 are affordable and fit well with small to medium-sized events. Their setup is simple, often requiring a mobile app.

Mobile readers usually charge a small fee per transaction, so consider your expected sales volume when choosing. Battery life can vary but is generally enough for several hours of continuous use.

Wireless Terminals

Wireless payment terminals work independently without connecting to a phone or tablet. You can place these devices anywhere at your event, as long as they have Wi-Fi or cellular service.

These terminals often have a built-in screen and printer for receipts. They are good if you want a portable yet standalone solution with fast processing speeds.

Wireless terminals handle chip, swipe, and contactless payments, making them versatile. They tend to cost more upfront than mobile readers but appeal to events expecting moderate to high transaction volumes.

Battery life is reliable, usually lasting a full day or event without recharge.

Desktop Payment Machines

Desktop payment machines are designed to stay in one spot, like at a fixed booth or exit area. They are larger and often connect through Ethernet or Wi-Fi for stable internet access, which speeds up transactions.

These machines support multiple payment types, including chip and contactless cards, and sometimes cash interfaces. They are strong options if your event has a fixed payment point with high customer flow.

Desktop machines often include receipt printers and keypad entry for PIN codes. They require a power source and are less flexible for roaming around but can handle a higher volume of transactions with professional reliability.

For more details on mobile readers and wireless terminals, see the best mobile credit card readers and top mobile payment systems.

Essential Features for Event Payments

When choosing a card reader or payment machine for your event, you must focus on how it handles quick transactions, keeps payments secure, and works well with your event tools.

Contactless Payment Capability

Contactless payments are key for fast, smooth transactions at events. Your device should accept NFC-enabled cards and mobile wallets like Apple Pay and Google Pay.

This reduces wait times and helps you serve more customers quickly, which is vital during busy periods. Using a card reader with contactless support means attendees don’t have to fumble with chip insertion or signatures.

It lowers contact between people, which is especially important for hygiene. Devices like lightweight readers with tap support are good options for this feature.

Chip and PIN Security

Chip and PIN technology protect card payments from fraud. Your card reader must support this to verify the buyer’s identity securely.

It reduces chances of stolen card data being reused, keeping both you and your customers safe. Look for devices that meet the latest PCI compliance standards, as these follow strict rules for secure transactions.

Chip readers require the cardholder to enter a PIN, which adds a layer of security you can trust during your event.

Integration with Event Management Software

Integrating your payment machine with event software helps you track sales, inventory, and customer data all in one place. This saves time by automatically syncing transactions and making reporting easier.

Choose readers that work with your existing systems or platforms. Some models offer customisation or remote management, letting you update settings or check sales from your phone or computer.

This feature improves organisation and gives you real-time control over event payments. For more detailed options, see the comparison of top credit card readers for nonprofits and events.

Factors to Consider When Choosing a Device

Choosing the right card reader or payment machine means looking closely at cost, how it connects, and how long it can last during your event. These factors affect how smoothly payments go and how much it will cost you overall.

Transaction Fees and Costs

You need to know the fees charged per transaction, as this can add up quickly. Some readers charge a flat fee plus a percentage of each sale, while others have a monthly fee with lower transaction costs.

Keep in mind additional costs, such as device rental or purchase price. Some simple models cost around $25-$50, which can work well for short events or small sales.

Calculate your expected sales volume and compare it against fees. This helps you pick a reader that saves you money and suits your budget.

Connectivity Options

Card readers usually connect via Bluetooth, Wi-Fi, or cellular networks. Your choice depends on where you’re hosting the event and the available internet.

Bluetooth models require a nearby device like a smartphone or tablet. Wi-Fi readers need a stable internet connection within range, usually about 100 metres from the base unit.

If you expect poor Wi-Fi or no mobile signal, consider devices with 4G or 3G connectivity. This ensures smooth, uninterrupted transactions throughout your event.

Battery Life and Portability

You want a reader that lasts through your entire event without needing frequent recharges. Look for battery life details in product descriptions.

Some models can run for 8 hours or more on one charge. If your event runs late or outdoors, a longer battery life is essential.

Portability matters too. Small, lightweight card readers are easier to carry and set up.

Consider whether you’ll move around or stay in one spot, and pick a device that fits your event’s needs. For mobile use, rechargeable devices with sturdy cases work best.

Setting Up Card Readers for Event Use

Setting up card readers involves preparing the device, ensuring staff know how to use it, and being ready to solve problems quickly. Taking care of these steps helps payments go smoothly and keeps your event running on time.

Installation and Initial Configuration

First, unbox your card reader and insert the rechargeable battery if it has one. Turn on the device and connect it to a strong WiFi network or use a mobile data connection if available.

This connection is necessary to process payments in real time. Next, update the reader’s software when prompted.

Updates often improve security and fix bugs. Download the required payment app onto your tablet or smartphone.

Most card readers need an app, like Stripe or GoFan, to function properly. Finally, pair your card reader with the app and test a small transaction to confirm everything works.

Staff Training

Make sure your team knows how to operate the card readers confidently. Teach them how to power the device on and off, connect to WiFi, and run basic transactions, like tapping or inserting cards.

Explain common errors, like declined cards or connection problems, and how to fix them. Practice handling refunds or cancellations if your event requires it.

Provide a quick reference guide with step-by-step instructions. This helps staff stay calm and efficient during busy times.

On-site Troubleshooting

Prepare for issues like poor internet or frozen devices. Have backup devices or alternative payment methods ready.

If the reader won’t connect, restart your WiFi or mobile hotspot. Check software updates again if needed.

Sometimes, simply rebooting the reader fixes problems. If a transaction fails, try using a chip instead of contactless or vice versa.

Keep customer phone numbers or email ready to send receipts manually if needed.

More details on card reader setup can be found at WisePOS E Card Readers on Classy Live.

Security and Compliance in Event Payments

When handling payments at events, protecting your customers’ data and following rules is important. You need to make sure payments are processed safely and that card information is kept secure.

This helps prevent fraud and builds trust with your attendees.

PCI DSS Compliance

PCI DSS stands for Payment Card Industry Data Security Standard. It is a set of rules you must follow if you accept credit card payments.

These rules ensure your payment system protects cardholder data from theft or misuse. You must use card readers and software that meet PCI DSS requirements.

This covers how data is stored, processed, and transmitted during payments. Failing to comply can lead to fines, legal problems, and damage to your event’s reputation.

Only use devices approved for secure payments. Many modern card readers for events are built to follow these rules automatically.

You can check for PCI DSS certification on the device or software you choose.

Data Encryption

Data encryption is a key tool to keep payment information safe. It means card details are scrambled so hackers cannot read them during transactions.

When a card is swiped or tapped, your card reader should encrypt the data immediately. This protects customer data from being intercepted over wireless or wired networks.

Encrypted data can only be decoded by authorised payment processors. Look for card readers that use strong encryption methods, such as end-to-end encryption (E2EE).

This ensures data is protected from the moment it leaves the card reader until it is safely received for payment authorisation. Using encryption reduces your risk of data breaches and helps you meet PCI DSS rules.

Many recommended event card readers already provide built-in encryption for safe transactions.

Find more details about secure payment options in this top credit card readers for nonprofits guide.

Future Trends in Event Payment Technology

Event payment systems are evolving to offer faster, safer, and more integrated experiences. New methods focus on reducing physical contact and connecting payment tools directly with event management platforms.

Contactless and Mobile Wallet Payments

Contactless payments using NFC technology are becoming standard at events. You can expect more wristbands or smart cards that let attendees tap to pay, reducing queues and handling time.

Mobile wallets like Apple Pay and Google Pay are also widely accepted. These let customers use their phones for quick payments without carrying cards or cash.

Security is a key benefit. Contactless systems use encryption, lowering the risk of fraud.

Offline payment options ensure transactions still work in spots without internet, keeping sales smooth.

Integration with Digital Event Platforms

Your payment systems will increasingly tie into digital event platforms. This means ticket sales, access control, and payments all operate in one place.

This integration allows you to track real-time sales and attendee data, helping you improve event operations and marketing efforts. It also simplifies refunds and order management.

Look for platforms that support multiple payment methods and sync with your event app or website. This gives your attendees a seamless, one-stop experience from buying tickets to making purchases onsite.

More about this trend can be found at godreamcast.com/blog/cashless/future-of-event-access-and-payments.

Frequently Asked Questions

You need card readers that fit your business size, event type, and budget. Some devices have no monthly fees, while others offer free hardware but charge per transaction.

Trusted brands and special features can also affect your choice.

Which mobile credit card readers are ideal for small businesses?

Look for mobile readers that support chip, swipe, and contactless payments. Devices like Square, PayAnywhere, and SumUp are popular for their ease of use and portability.

They also connect to smartphones or tablets for flexible payments.

How can one obtain a free card reader for a small enterprise?

Many providers offer free card readers when you sign up with them. For example, some companies waive hardware costs but charge transaction fees.

Check promotions carefully to avoid hidden charges.

What are the top card payment machines for small businesses with no recurring fees?

Some well-regarded options charge no monthly or subscription fees, making them ideal for smaller operations. SumUp and PayAnywhere, for instance, allow you to pay only per transaction.

This reduces fixed costs while you grow.

Which brands are recognised for providing the best card readers for events?

Square and SumUp are often trusted for events because of their reliable hardware and quick setup. They support multiple payment methods, which helps handle a variety of customer preferences.

Are there any card readers available that do not impose transaction fees?

Most card readers charge a fee per transaction, but a few solutions exist without fees under special conditions. Typically, these involve monthly subscriptions or minimum usage requirements, so you should weigh options based on your sales volume.

What considerations should be made when selecting a credit card machine for craft fairs?

You should prioritise easy setup, portability, and offline payment options in case of poor internet connection. Battery life and support for contactless payments also matter to give customers fast checkouts.

Choose a reader that fits your event’s scale and typical sales.

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