What printed materials do you need for a conference or training course?
The printed materials required for a conference or training course will depend on the number of attendees, the event format and what delegates need before, during and after the session.
Planning the complete delegate journey will help you avoid missing badges, outdated agendas and last-minute shortages.
Conference and training-course printing at a glance
Most events need a combination of delegate materials, identification, signs and follow-up documents.
Before the event
Invitations, programmes, agendas and registration information.
Delegate materials
Handouts, presentation notes, manuals and workbooks.
At the venue
Name badges, signs, place cards and workshop flipcharts.
After the session
Certificates, evaluation forms and follow-up information.
Programmes, agendas and event information
A simple event may only need a printed agenda containing the date, venue, speakers and session times. Larger conferences may benefit from a folded programme or stapled booklet containing:
Session times and room details
Speaker names and biographies
Registration and refreshment information
Venue maps and directions
Sponsor and partner information
Contact details and QR codes
Check event dates, room names and timings carefully before approving the artwork. These details are particularly difficult to correct once complete packs have been assembled.
Delegate packs, manuals and presentation notes
Choose the format according to the page count and how the document will be used during the event.
Loose documents
Suitable for agendas, short handouts, case studies, evaluation forms and individual presentation notes.
Wire-bound manuals
A practical option for workbooks and manuals that need to lie completely flat while delegates write or follow the course.
Stapled booklets
Best for shorter programmes, course notes and delegate guides where a brochure-style finish is preferred.
How should presentation slides be printed?
Detailed presentation slides are usually clearest when printed one slide per page. Simpler slides can be printed two or three per page with space beside them for handwritten notes.
Colour may only be essential on pages containing photographs, diagrams, maps or charts. Using black and white for the remaining pages can reduce the printing cost.
For events with several speakers, use clear section headings and consider starting each new speaker on a right-hand page.
Name badges and attendee identification
Printed badges help delegates identify speakers, staff and other attendees.
Lanyard name badges
Usually the best choice for larger conferences, exhibitions and multi-day events because names and companies can be seen easily.
Pin-and-clip badges
A compact option for training courses, workshops, meetings and smaller business events where a lanyard may be unnecessary.
Supply one personalised badge per PDF page, or provide a badge design with an Excel spreadsheet containing separate columns for names, job titles and companies. Include a few blank badges for late registrations and replacements.
Signs, displays and workshop materials
Clear signage helps attendees locate registration desks, meeting rooms and breakout sessions.
Indoor foamboards
Rigid boards for welcome signs, agendas, sponsor displays, reception areas and room directions.
Printed flipcharts
Writable sheets for workshop questions, diagrams, group activities and brainstorming sessions.
Place name cards
Useful for formal dinners, award ceremonies and events where guests have allocated seats.
Keep directional wording short and make room names, arrows and session numbers large enough to read from a distance.
Certificates and feedback forms
Certificates
Prepare standard certificates to complete by hand or personalised certificates containing each attendee’s name, course and completion date.
Evaluation forms
Printed feedback forms can be completed before delegates leave. Leave enough space for written answers and make rating scales clear and consistent.
Check every personalised certificate name carefully and include several blank copies for late attendees, corrections or replacements.
How many copies should you order?
Start with the confirmed attendee number, then include speakers, staff and a sensible allowance for changes.
One delegate pack for each attendee
Copies for speakers, trainers and event staff
Several spare packs for late registrations
Blank badges and certificates
Replacement copies for damaged or missing items
Archive copies for the organiser
Final checks and delivery to the venue
Before approving the complete order, confirm:
Final attendee numbers and names
Page order, quantities and print colour
Event dates, timings and room names
The venue’s full delivery address
An event name and on-site telephone number
Which boxes are needed in each room or session
When sending an order directly to a hotel or conference venue, ask for separate packages to be labelled by event, day, room or session. This makes it easier for venue staff and organisers to distribute the correct materials.
Arrange your conference or training-course printing
Send us your files, quantities, event date, venue address and deadline. We will check the requirements and provide a realistic quotation and turnaround time.