What printed materials do you need for a conference or training course?
The printing required for a conference or training course depends on the number of attendees, the event format and what delegates need during and after the session. Planning early helps prevent missing badges, outdated agendas and last-minute shortages.
Invitations and programmes
Use flat event invitations for simple event details, or folded event invitations when you need space for an agenda, directions or accommodation information. A folded brochure can also be used as a programme containing timings, speaker details, sponsors and venue guidance.
Delegate packs and training materials
Common options include document printing for handouts and agendas, wire-bound booklets for manuals and workbooks that need to open flat, and stapled booklets for shorter programmes and course notes. Detailed presentation slides are usually clearest when printed one per page. Simpler slides can be printed two or three per page with space for notes. Colour may only be needed for pages containing photographs, diagrams or charts.
Name badges and seating
Lanyard name badges work well for larger conferences and multi-day events, while pin-and-clip name badges are a compact option for meetings and shorter courses.
Supply one badge per PDF page or provide an Excel spreadsheet with separate columns for names, companies and job titles. Order a few blank badges for late attendees and replacements. For dinners or allocated seating, place name cards help guests find their seats.
Signs and displays
Indoor foamboards are suitable for welcome signs, agendas, sponsor boards and room directions. Indoor posters are lighter and easier to transport, while printed flipchart sheets are useful for workshops and group exercises. A roller banner provides a reusable branded display for entrances, stages and registration areas. Keep directional wording short and make arrows and room names easy to read from a distance.
Certificates, final checks and delivery
Printed certificates can be produced for attendance, training and awards. Check every recipient’s name carefully and consider ordering a few blanks for late changes. NCR pads may also be useful for duplicate registration forms, bookings or evaluations. Before approving the order, check attendee numbers, names, dates, room details, page order and quantities. When delivering directly to a venue, provide the event name, room, date, organiser and an on-site telephone number. Separate packages can be labelled by day, room or session.
Our Artwork Guide explains how to prepare files correctly. For urgent events, email your files, quantities, venue address and deadline before ordering so production and delivery options can be confirmed.