Conference and training course printing checklist
Printed materials are easy to overlook when organising a conference or training course. Working through the event from invitation to registration, presentations and completion will help you order the right items without unnecessary printing.
Invitations and event information
For a simple invitation containing the date, venue and booking details, a flat event invitation is usually sufficient. Choose folded event invitations when you need more space for an agenda, directions, accommodation details or RSVP information. A folded brochure can also be useful as an event programme containing speaker details, timings, sponsor information and venue guidance.
Delegate packs and presentation notes
Decide whether attendees need a complete training manual, copies of presentation slides or a smaller workbook. Detailed slides are usually clearest when printed one per page. Simpler presentations can be printed three slides per page with space beside them for notes.
Before sending the file, check:
- The page order and speaker sections
- Whether colour is essential on every page
- That important text is large enough to read
- Whether attendees need space for handwritten notes
- The final page count and number of copies
For documents containing several speakers, each new section can begin on a right-hand page to make the booklet easier to follow.
Name badges and registration
Large conferences normally benefit from lanyard name badges because names and companies can be seen more easily. For smaller meetings, workshops and training courses, pin-and-clip name badges provide a more compact option. Supply one badge per page in a PDF, or provide an Excel spreadsheet with separate columns for names, companies and job titles. Order a few blank badges for late registrations, replacements and unexpected attendees.
Signs, seating and room setup
Clear signage helps delegates find registration desks, meeting rooms and breakout sessions without repeatedly asking venue staff. Indoor foamboards work well for welcome signs, agendas, room directions, sponsor displays and presentation boards. Keep the wording short and make arrows and room names large enough to read from a distance. For formal dinners, conferences with allocated seating or awards events, place name cards help guests find their seats quickly.
Certificates and final checks
Printed certificates can be prepared for training courses, awards and professional development events. Confirm the spelling of every recipient’s name and order a few blanks for last-minute changes Before approving the complete order, check:
- Final attendee numbers
- Names, job titles and company details
- Event dates, timings and room names
- Delivery address and venue contact
- Which boxes are needed on each day
- Whether any spare copies are required
When delivering directly to a hotel or conference venue, provide the event name, room, date, organiser and an on-site contact number. Label separate packages by session, room or day so the correct materials can be distributed quickly. For urgent events, send the files, quantities, venue address and deadline before ordering so production and delivery options can be confirmed.
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