Events
Event Merchandise Checklist: What to Order for Your Next Corporate Event
A complete checklist for conference organisers, ensuring you have the right branded merchandise at the right time.
3 min read
Conferences, dealer meets, product launches and award nights all need merchandise, and all of it has to arrive before the doors open. Last-minute orders limit your choices and add stress to an already busy week. Use this checklist to decide what to order, how much, and when.
Delegate kits
The kit handed over at registration sets the tone for the event. Keep it practical:
- Something to write with: a cork or PU leather diary and a metal pen work for most audiences.
- Something to carry it all in: a jute tote for large audiences, a travel tech organiser for premium delegates.
- A water bottle or sipper, especially for full-day or outdoor events.
- A printed agenda or welcome card tucked inside the kit.
Giveaways and booth merchandise
For exhibition stalls and large audiences, choose lower-cost items that still carry your brand well: keychains, pens, jute bags and charging cable sets. Keep a few premium pieces aside for important visitors and partner meetings rather than giving the same item to everyone.
Speaker, VIP and award gifts
Speakers, chief guests and award winners deserve something more considered: an executive gift set, a temperature display flask or a card holder in a presentation box. If names or event details are to be added, decide that early, because it changes the brief and the timeline.
Getting quantities right
Base quantities on confirmed registrations, plus a buffer for walk-ins, speakers, organisers and replacements. Our minimum order is 50 units per product, so for a small leadership offsite it is often better to choose fewer products in sensible quantities than many different items in small numbers.
Timeline checklist
- Confirm the audience, headcount and budget per kit.
- Shortlist products and send your quote list with quantities.
- Share logo files and event artwork — free mockups arrive within 24 hours.
- Approve the mockups and confirm the delivery address and a receiving contact at the venue.
- Allow 7–10 days for production and delivery after approval, or use the 5-day express option if the date is close.
- Decide whether items should arrive packed as ready kits or in bulk cartons, and who assembles them.
Plan the delivery to the venue
Venues often have fixed windows for receiving goods, and loading bays are busy on event day. Confirm the delivery window, the name of the person receiving the consignment and where cartons will be stored before the event. Ask for cartons to be labelled by contents so the registration team can find what they need quickly.
Branding that fits the event
Event merchandise often carries both the company logo and the event name. Keep the event artwork simple and avoid printing dates on items meant for everyday use — a bottle or diary without a date keeps being used long after the event. Match the method to the material: laser engraving on metal and bamboo, screen printing on jute bags, UV printing on mugs.
After the event
Count what is left over and store it carefully. Undated pens, notebooks and bags can be used at the next event or as onboarding extras. Note what ran out first — it is the best guide to quantities next time.