The right printed materials depend on your stand size, how you are travelling and what you want visitors to remember afterwards. This checklist covers the main items to consider before ordering.

Displays for your stand

A roller banner is easy to transport and quick to set up. Use it for your company name, main service and website rather than trying to fit every detail onto one display.  For regular exhibitions, a standing fabric banner provides a double-sided display with replaceable graphics.  Indoor posters are useful when the venue provides wall panels or display boards. Foamboards provide a rigid option for price lists, schedules, product information and signs displayed on easels.  Keep display wording short. The company name and main message should be readable from several metres away, with smaller details available on handouts.

Leaflets, brochures and booklets

Use leaflets for a short overview of your services, key benefits and contact details. A5 is easy to carry and provides enough space for most exhibition handouts.  Choose a folded brochure when you need separate sections for products, case studies, prices or technical information.  For detailed product ranges, programmes or company profiles, a stapled booklet may be more suitable.  Avoid printing excessive quantities. Estimate attendance, how many visitors are likely to stop at your stand and whether materials will also be used after the event. Take a small reserve rather than displaying every copy at once.

Business cards, badges and giveaways

Bring enough business cards for every team member, plus a reasonable number of spares. Include a direct email address, telephone number and website.  Lanyard name badges help visitors identify your staff and can include names, job titles and company branding.

Printed stickers and labels can be used on samples, packaging, folders or promotional items. Keep giveaways useful and relevant rather than ordering them simply to fill the stand.

Check transport and venue restrictions

Before ordering large displays, check:

• The size of your stand
• The available wall or floor space
• Whether fixings are permitted
• How everything will be transported
• The size and weight limits for flights or couriers
• Whether the venue can accept deliveries in advance
• Who will collect or sign for the delivery

Roller banners come in carry cases and are generally easier to transport than rigid boards. Foamboards are lightweight but need more protection during transit.  If printing is being delivered directly to a venue, provide the event name, stand number, delivery date and an on-site contact telephone number.

Allow enough time

Finalise artwork and attendee information as early as possible. Allow time for file checking, proof approval, printing, finishing and delivery.  As a general rule:

• Order simple leaflets and business cards at least several working days ahead.
• Allow longer for booklets, large quantities and multiple personalised badges.
• Order banners and specialist displays well before travel.
• Keep a final artwork deadline for last-minute names or programme changes.
• Do not approve proofs without checking dates, prices, QR codes and contact details.

For urgent work, send the files, quantities, delivery address and deadline before ordering so the available production and courier options can be confirmed.  Our Artwork Guide explains how to prepare print-ready files with the correct size, bleed and safe margins.

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