Preparing Artwork, Samples and Delivery Details for an Event
Keep event merchandise moving with clear artwork versions, sample approval criteria and destination-specific delivery instructions.
A trade show merchandise list is easier to manage when it follows the work each item must do. Separate visitor giveaways, staff identification, meeting materials and follow-up gifts before choosing products or quantities.
This approach helps a distributor explain the proposal to a client and prevents unrelated items from being treated as one undefined “event kit.”
1. Divide the order by task
| Task | Possible product directions | Information to confirm |
|---|---|---|
| Visitor giveaways | Pens, small accessories or useful carry items | Intended distribution quantity and product requirements |
| Staff identification | Lanyards, badge holders or selected apparel | Staff count, badge dimensions and size allocation |
| Meetings and sessions | Notebooks, pens or document carriers | Session requirements and quantities |
| Selected follow-up gifts | Products chosen for specific contacts | Recipient groups, packing and delivery plan |
These are examples to help structure a list. The right mix depends on the event and the client’s objectives.
2. Set quantities by item
Expected attendance is not automatically the quantity for every product. Distinguish the number of staff, the intended giveaway quantity, reserved meeting items and any approved spare stock.
If you are comparing quantity options, list them explicitly. The website MOQ filter can help identify suitable products, but it does not create an exact quote for every quantity you enter.
3. Keep brand versions separate
Record which logo and message belong on each item. If different divisions, sponsors or locations need different artwork, give each version its own line and quantity.
Include the requested decoration location and approximate size. For display materials, include the final dimensions and any installation requirements. Do not assume an artwork file prepared for a pen is suitable for a banner.
4. Specify the receiving point
“Needed for the show” is not a complete delivery instruction. State the target receipt date, destination and receiving arrangement. Delivery to an office, an advance receiving warehouse and an event venue may involve different instructions.
Where applicable, obtain receiving hours, booking requirements, shipment labels and handling instructions from the receiving party. These details should be checked before dispatch, not discovered after the goods arrive.
5. Review the complete quotation
Compare product specifications, quantities, decoration, standard packaging and the delivery scope. Website product prices exclude international shipping. Sample fees, setup fees and special packing should be reviewed separately when applicable.
For a multi-product project, request a coordinated quote and shipping plan. Adding individual product shipping estimates does not necessarily produce the correct combined shipment cost.
A useful checklist to send
- Event name for internal reference and target receipt date.
- Product list with quantities and acceptable alternatives.
- Artwork versions, dimensions and approval contact.
- Destination and receiving instructions.
- Sampling, labeling or grouping requirements.
Frequently asked questions
Can we submit our existing event spreadsheet? Yes. Include the products already selected and mark any items that still need sourcing.
Does a short production time guarantee arrival before the event? No. Sampling, approvals, production, transport and receiving arrangements must be reviewed together.
