The Ultimate Checklist: Ordering Promotional Products for Your Event
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Time to read 6 min
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Time to read 6 min
Promotional products are a powerful tool to enhance brand visibility, engage attendees, and leave a lasting impression at events. However, ordering the right items at the right time requires careful planning. With 20 years of industry experience, we've helped countless clients navigate the ordering process and understand what works best. Drawing from those insights, we've compiled the ultimate checklist for event-based promotional products, to help you streamline your order, maximize your investment, and avoid common pitfalls.
Table of contents
Before selecting promotional products, consider who will be receiving them. Are your attendees corporate professionals, students, or industry experts? Think about key demographics such as age, gender, and preferences —are they Boomers or Gen Z-ers? Predominantly male or female? Having a better understanding of your audience make-up helps you choose promotional products they’ll find useful and keep long after the event.
The nature of your event influences the type of promotional products you should order. A tech conference might call for branded power banks, while a wellness retreat could benefit from water bottles or fitness items.
If your event involves sponsors, you may be incorporating their branding into your promotional products. This could mean co-branding giveaways or offering them a featured spot on tote bags, lanyards, or notebooks. Including sponsor branding adds value to their sponsorship and helps ensure their presence is felt throughout the event. Want to get a sense of which promotional products work best for sponsorships? Check out our article ranking commonly sponsored items!
Before we can begin ideating and suggesting promotional products for your event, it's important to determine how many products you'll need. The quantity you order plays a big role in pricing, so knowing the numbers early on helps us give you the best deal. Here's a few things to think about:
Will every attendee receive an item, or only select participants?
Do you need extra items for VIPs, speakers, staff or giveaway winners?
Should you order extras for future events or promotions?
We’d love to say budget doesn't matter—but let’s be real, it definitely does. That’s why we’ll ask about your budget upfront—not to be nosy, but because it helps us make sure we are suggesting the best promotional products that actually fit your price range. No one wants to fall in love with a promotional product only to find out it's way over budget. Things to keep in mind:
Higher quantities often mean a lower cost per item
Customization options, such as full-color or multi-location printing, will typically increase the price per item
Make sure to factor in shipping and set-up fees
Good things take time—especially custom swag! We recommend kicking things off at least three months before your event to allow for:
Product selection – This includes determining your budget, brainstorming item ideas, getting a quote, and securing internal approval.
Developing artwork – High-quality designs take time! If you need new artwork, factor in revisions, virtual proofing, internal approvals and finalization before production.
Production and printing – Customization methods for promotional products vary in turnaround times, so plan ahead to avoid rush fees.
Shipping and delivery – Aim to receive your items at least a week before your event to allow for unexpected shipping delays, weather issues, or last-minute changes.
To meet printing requirements, submit your artwork in vector format (AI, EPS, or PDF files). Vector files maintain quality when resized, prevent pixelation and ensure a crisp imprint. All text must be saved as outlines, and if you have a specific brand color, be sure to provide the Pantone (PMS) color code for an exact match. If you’re having trouble securing your artwork in the correct format, don't worry—we work with a vendor who can help transform your file. And if you don’t have a PMS color code, we're happy to assist in helping you find the closest match to your brand color.
You don't need to stress about picking the right imprint method—it's all part of the process! Depending on the product and your artwork, some items may offer one or more of these imprinting options. We're here to guide you every step of the way, but here's a quick overview to help you get familiar with the different imprinting techniques.
Screen printing: A method where ink is pressed through a mesh screen, ideal for many event promotional products including tote bags and apparel
Embroidery: Thread stitching that creates high-quality, textured designs, great for branded apparel, hats or accessories
Pad printing: A technique that transfers ink to curved or uneven surfaces, commonly used for pens, plastic water bottles, and other smaller items
Full-color digital printing: A process that prints high-resolution, multi-colored designs directly onto the products, best for intricate designs with multiple colors
Be sure to provide a clear shipping address early on—and give it a quick double-check! We’ve seen our fair share of mix-ups, so it’s always good to be extra sure. Also, make sure the location can handle bulk deliveries and has adequate storage space. Let us know whether you’re shipping to a hotel, office, residence, or advance warehouse. Oh, and a heads-up—we don't ship to convention centers due to some past delivery hiccups. At the end of the day, we want to make sure you actually get the promotional products for your event—that’s our top priority!
Let us know your earliest acceptable delivery date and any specific deadlines, and we’ll work with you to plan the ordering and shipping dates around them—plus, we’ll add in some extra buffer time just in case! And a quick heads-up: overseas orders tend to take a bit longer, so we’ll want to factor that as needed.
When your promotional products arrive, take a moment to inspect them for accuracy, quality, and completeness. We want everything to be just right for your event! In the unlikely event that something seems off, don’t hesitate to reach out to us right away. The sooner you let us know, the better we can resolve any issues before your event. We’re here to help and make sure everything is perfect for you!
Ordering promotional products doesn’t have to be overwhelming. By following this checklist, you can ensure a seamless process from selection to delivery, maximizing the impact of your branded items at your event. Need help planning your next order? Contact us today to get started!
For more information on promotional products, trends and insights, be sure to check out our blog for additional articles. If you would like to receive recommendations or a quote with best possible pricing, feel free to reach out and we'll pair you with a dedicated account manager.
About the Author: Emily Jacobson
Emily Jacobson, an MBA graduate, is passionate about helping her clients connect with their target audiences. With a rich background as a strategist in the ad agency world, she helped her clients craft compelling brand narratives rooted in human insights and market trends. Prior to joining the talented team at BrandAdvantage, she played a pivotal role in developing and executing the go-to-market plan for a successful new product launch at Fidelity Investments.
For most promotional products, we recommend starting the process at least three months before your event to allow time for product selection, artwork development and approval, production, and shipping. Rush options may be available, but advanced planning ensures the best selection and pricing.
Logos should be submitted in vector format (AI, EPS, or high-resolution PDF) with all text saved as outlines. Our partners require this format for printing because it ensures sharp, scalable printing without pixelation, providing the best imprint quality. But don't worry, if you're unable to get your artwork in this format, we have ways to help!
Yes! You can mix and match different products based on your event needs. Keep in mind that each promotional product has its own minimum order quantity, which may vary.
Absolutely! Many clients co-brand promotional products with sponsor logos to offset costs and provide additional brand exposure. We can work with you to ensure both logos are properly placed for maximum impact.
