To print or not to print? That’s the big question. This guide walks event planners through the process of creating programs, handouts, and signage—whether you’re going fully digital, partially printed, or sticking with traditional materials. With helpful tips for coordination, proofing, and vendor management, this resource ensures your content is accurate, timely, and on-brand while encouraging greener, more modern solutions like mobile event apps and digital signage.
Determine who is responsible for providing the content of the conference program
Hold a meeting with all critical players to layout conference program contents
Typical conference program contents will include:
Make a decision as to how the program will be presented:
Set deadline for the receipt of final program content
Carefully proofread conference program prior to printing
Request printing bids
Hire and select vendor
Manage print deadlines
Finalize shipping arrangements
Determine what format the session handouts will be designed in:
Determine who will be responsible for creating and duplicating session handouts
If presenters will be responsible, provide them with guidelines in terms of your expectations:
If your organization will be responsible, have your presenters send you their final handouts in plenty of time to duplicate. Duplication time will depend upon chosen format
Decide how and when the handouts will be distributed:
Create a policy for dealing with requests for additional handouts (e.g., available upon request following the conference)
Determine signage needs:
Consider the following:
On your site visit request a physical floor plan to identify ideal placements for signage (e.g. session signage, directional signage, entrance units)
Determine whether you will create signs in-house or hire a graphic artist (or use your decorator)
Obtain signage bids from potential graphic artists and print vendors
Obtain costs for venue to hang or display signage
Obtain costs from venue if renting space to display signage
Select vendors
Create clear outline of needs and provide to vendors for design and printing
Proof signage prior to final printing and sign off with client approval
Handle shipping arrangements to venue
Compare signage to proofs onsite to make sure they are accurate
Take photos of final signage for promotional use and client records
Build-in time to have multiple eyes review the final proofs. It is always beneficial to have multiple pairs of eyes review documents prior to printing.
• Embrace digital when possible: Use your mobile event app to host handouts, maps, schedules, and bios. It’s eco-friendly and easier to update.
• Proofing is everything: Always have multiple people review print and digital proofs before approving. A fresh pair of eyes can catch last-minute errors.
• Create a signage map: During your site visit, use a floor plan to pre-plan where every sign will go. This avoids day-of confusion and helps prevent missing directional signage.
• Reuse smart: Design signs that can be reused year-over-year by avoiding dates or one-time references.
• Get vendor bids early: Print and signage deadlines sneak up fast—build in buffer time for bids, revisions, and shipping.
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