April 14, 2023

3 Print Materials You Need for Your Next Event

Print materials play a crucial role in the success of any event. They are the unsung heroes that guide attendees, convey important information, and leave a lasting impression long after the event has ended. Without print and signage, an event can lack direction or professionalism and might not be a memorable experience.

No matter the type of event you’re hosting, you’ll want to rely on informational materials like invitations and programs, signage to provide essential visual cues, and follow-up gifts like thank-you notes or gift bags. Together, these materials can turn a lackluster event into an impactful one.

Whether you’re planning a large-scale conference or a small workshop, plan to use these three types of materials for a successful event.

1. Print Collateral

Print materials are among the most widely used elements of any event. These items are crucial to promoting the event, providing attendees with essential information, and setting the tone for the occasion. 

Well-designed print materials not only provide information but also create a cohesive look for the affair and ensure lasting memorability. Tangible items encourage repeat interaction both during and after the event. Investing in quality print materials can make a significant impact on the success of an event, since your attendees are more likely to remember and engage with an event that has been presented professionally. 

Physical invitations, for example, provide basic information about the event, but they can also convey a sense of exclusivity and build anticipation. Name badges are not only a convenient way to identify attendees but also a useful networking tool. Printed programs or agendas guide attendees, highlighting important speakers and sessions. Similarly, flyers and handouts can promote sponsors, provide event details, and act as a takeaway for attendees, allowing them to refer back to information they learned and speakers they engaged with. 

2. Signage

Signage is an essential component of events. It not only helps guide and instruct attendees throughout your venue but also contributes to the overall atmosphere. Clear event signage creates a positive attendee experience by minimizing confusion or misdirection. It also supports branding efforts and reinforces your event’s messaging.

There are many different types of signage that might be useful, depending on your goals. Banners and posters increase visibility, promoting the event and its sponsors both outside and inside. Backdrops and cutouts add a professional and branded look to the event, creating a cohesive atmosphere that enhances the overall experience for attendees. 

Directional signage is particularly important, as it guides attendees to key locations like registration desks, restrooms, and breakout rooms. This helps to ensure that attendees are able to navigate the event with ease. Table tents are also an effective signage tool, providing attendees with important information, such as speaker bios or schedules, right at their seat. This can help keep attendees engaged and informed throughout the event.

3. Follow-Up Materials

After your event is over, sending thank you notes or gifts is a genuine way for you to express gratitude to attendees, sponsors, and vendors. It not only shows your appreciation for their support but also strengthens your shared relationship. Follow-up materials are also useful for employee-only work events by helping to drive home key takeaways and maximize impact.

Physical thank you cards are a popular and simple way to show appreciation, offering a personal touch and often making a lasting impression. Gift bags or boxes are also a popular option, providing attendees with branded souvenirs or tokens of appreciation. It’s helpful to include something relevant to the theme of your event or that will make recipients smile, like sunglasses and a spill-proof tumbler after a beach-themed gathering.

Appreciation certificates can also be a valuable way to extend gratitude to attendees, offering discounts on future events or services. This not only encourages repeat attendance but also helps to build a loyal following for your brand.

Navigating Budget Considerations

Events can get pricey fast. Of course, you want your event to look great, but you shouldn’t sacrifice needs for bells and whistles. As you start planning, set a strict budget and determine your fixed costs, such as venue, equipment, catering, and speaker compensation. Then, make a list of “must-haves” and “want-to-haves” for extra materials and see what fits in your budget.

Printed materials, signage, and follow-up gifts don’t have to break the bank, either. You can easily fit these materials into your event budget by using a few tips.

  • Plan ahead: You’re more likely to secure a good price on print products when you order well in advance. Rush jobs often incur a fee. Design and order your materials early.
  • Order in bulk: Ordering large volumes of printed materials at once can also help lower the price per piece. If you’re hosting several events back to back, see if you can place a single order for all your event materials. 
  • Bundle to save: Talk to your local print provider to see if they can bundle your event materials for a discount. They may be able to lower the overall price if you work with them for all your event printing needs.

Turn to PostNet for Quality Event Materials

From invitations to banners to gift boxes, there’s a lot to plan for when it comes to hosting an event. But by using thoughtful, well-designed materials, you’ll ensure that your event is one to remember!

If you’re planning an event and need a suite of materials, turn to PostNet, your one-stop shop for print, design, and shipping solutions. Our experts can help you create high-quality branded materials to meet all your event needs. Find a nearby center today!


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