Start with the attendee journey
Map the event from arrival to departure. Registration may need a welcome board, queue signs, badges and lanyards. Session rooms may need programmes, table cards, directional signs and speaker documents. A delegate bag may include a notebook, pen and printed agenda. Group the requirements by where they will be used rather than sending disconnected product requests.
Build one production schedule
For each item, record the finished size, quantity, material preference, printed sides, finishing and artwork filename. Separate the event date from the required delivery date. If a conference starts on Monday but setup is Sunday afternoon, Monday morning is not the production deadline. Identify the person who can approve each file and the person authorized to accept delivery.
Close the gaps before approval
Check sponsor logos, spelling, session names and QR destinations. Confirm whether delegate names are generic or personalized. Ask which items need a physical sample and which can be approved from a digital proof. Record the agreed deadline for programme changes and name-list updates. Late changes may affect costs and timing; they should be reviewed before production proceeds.
Prepare the receiving team
Send the final venue, room, receiving contact and approved access window. Label cartons by product or kit category. Keep a copy of the approved item schedule for handover, then compare delivered quantities with that schedule. Installation, removal and storage should be explicitly assigned rather than assumed.
A working conference print checklist
| Stage | Check before approval |
|---|---|
| Product schedule | Give each product an item code, size, quantity and finish. |
| Artwork register | Match each approved file to its product and version. |
| Production release | Confirm the quotation, proof approval and delivery milestone. |
| Handover | Share the event name, receiving contact and carton allocation. |
Use this as a starting checklist. Confirm the final specifications and event requirements against your own production brief.
Turn the plan into a print brief.
Send the item list, quantities, deadline and venue. Add your artwork or reference files, and highlight any decisions you would like help making.