Events are unforgiving. Everything has to arrive, fit, match and work on the day, and there is no second chance at half past seven on a Saturday morning.
This is the running order we use with clients, from first conversation to packing up.
SIX TO EIGHT WEEKS OUT: DECIDE WHAT THE SPACE HAS TO DO
Before anything gets printed, work out what someone walking past needs to understand in three seconds. Usually it is who you are, what you do, and why they should stop.
Everything you print should serve one of those three. If it does not, it is decoration.
FOUR TO SIX WEEKS OUT: THE BIG ITEMS
These take the longest and cost the most, so lock them in first.
- Branded gazebo, if you are outdoors
- Flag or teardrop banners to pull people in from a distance
- Pull-up banners for the stand itself
- A branded tablecloth, which is the single most underrated item on this list
- Backdrop or pop-up wall if you need photographs taken against it
Our display and event branding page shows what each of these actually looks like set up.
THREE TO FOUR WEEKS OUT: THE TEAM
People remember staff before they remember signage. Matching shirts or golf shirts turn four individuals standing around into a team that clearly works there.
Order one or two spares. Someone always spills coffee, and somebody always brings a colleague you did not plan for. See branded apparel for the options.
TWO TO THREE WEEKS OUT: WHAT PEOPLE TAKE HOME
Split this into two tiers. A cheap, high volume item for everyone who walks past, and a small number of better quality items for people who are genuinely worth following up.
Pens, keyrings and stickers for the first group. Bottles, notebooks or a proper gift for the second. Our everyday branded items and gifting pages cover both ends.
TWO WEEKS OUT: PAPER
Flyers, price lists and business cards come last because the details often change. Keep flyer numbers realistic and make sure every single one has a way to contact you on it.
Printing happens quickly, so leaving these late is sensible rather than risky. See paper and print.
THE WEEK BEFORE: SET IT ALL UP
Actually set up the whole stand somewhere, even in a driveway. You will find the missing pole, the banner that does not fit the space, and the fact that your two blues do not match.
Photograph it. Next year this photograph will save you an hour.
THINGS THAT GO WRONG, AND HOW TO AVOID THEM
- Wind. Outdoor setups need weights, every time, no exceptions.
- Sun fade on items that have been stored badly between events.
- Colours that drift between suppliers. Order everything from one place if you can.
- Last minute artwork changes that miss the print deadline.
- Nothing to collect contact details with, which quietly wastes the whole day.
AFTER THE EVENT
Clean and dry everything before it goes into storage, especially fabric items. Note what ran out and what you carried home untouched, and adjust next time.
Most of our event kit gets reused for years, which is what makes it good value. Tell us what you are planning and we will help you put the list together.