Write On: What to Know Before Ordering Custom Branded Pens
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Time to read 5 min
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Time to read 5 min
When it comes to promotional giveaways, custom branded pens are a go-to—and for good reason. They’re useful, easy to distribute, and offer plenty of room for branding or sponsor recognition. But choosing the right pen isn’t just about picking one you like. Whether you're handing them out to hundreds of attendees or presenting a select few as speaker gifts, your goals (and budget) will shape the best options. From functionality to imprint style, price breaks to presentation, the details matter—and that’s where we come in.
This guide walks you through everything you need to know, from pen types and imprint options to artwork requirements, timelines, and budget considerations.
Table of contents
Before diving into logistics, let’s talk about why custom branded pens are still one of the most requested and effective promotional items for events.
Everyone uses them: Pens are a universally practical and welcomed giveaway across industries and age groups.
Low cost, high impressions: Pens deliver thousands of brand impressions over their lifetime.
Easy to distribute: They're lightweight, easy to transport, and don’t take up much space at your booth or in a registration bag.
Customizable for you or your sponsor: With imprint and pen color options, you can match your own branding or highlight a sponsor.
Are they executives or members of the general attendee pool? A metal stylus pen may appeal more to professionals, while a colorful widebody pen might be better for high-volume giveaways.
Is sustainability important? Consider branded pens made from recycled materials or bamboo.
Conference giveaways: Stick to dependable, easy-writing pens that are comfortable to hold and show off your logo clearly. Click-top and twist-up styles are popular choices.
Executive or speaker gifts: Higher-end pens with laser engraving or etched imprints are great for gifting and can be paired with presentation boxes.
Workshop or breakout session tools: Consider branded pens with stylus tips or even highlighter-pen combos for practical use during note-taking.
Ink flow (gel vs. ballpoint)
Comfort grip
Click-top vs. twist-up mechanisms
Stylus functionality for tablets and phones
Weight and balance
Matching the pen color to your logo can really make your branding pop. If you have certain preferences for imprint method or design placement, let us know early so we can source options that meet your needs and desires. Most pens allow for a one-color imprint on the barrel or clip. Some allow for:
Wraparound imprints (more space for branding or messages)
Multi-location imprints (logo on one side, website on the other)
Full-color imprints (typically more costly)
Laser engraved or etched imprints (metal pens)
To keep your imprint crisp and professional, you’ll need, your logo in vector format (typically an .ai, .eps, or .svg file). Avoid submitting JPGs or screenshots—our partners won't print in this format and it could delay production.
Vector artwork (.ai, .eps, or .svg files)
PMS color codes (if you’re color-matching to brand guidelines)
Custom branded pens can range from $0.40 to over $4.00 each, depending on the style and imprint. If you’re buying for a large conference, lower-cost options are great for bulk distribution. For VIPs or board members, consider higher-end executive pens.
Along with the per-unit price, there are other costs to be aware of. When we provide a quote, we always seek to maintain transparency and will outline these costs upfront to the best of our ability.
Set up fees
Shipping and taxes
Additional charges for color matching, full-color imprinting, or multi-location imprinting
Even the most basic branded pens can become conversation pieces with the right touch. Consider:
Adding a stylus tip: Stylus pens combine analog and digital usefulness
Going full color: Allows for vibrant logos or more eye-catching designs—perfect for making your branding pop.
Choosing a unique finish: Metallics, matte soft-touch coatings, or rubberized grips can make a pen feel more premium without dramatically increasing the cost.
Pairing it with a tote bag: Pens make a natural addition to a welcome kit or registration bag—especially when coordinated with other branded materials.
While pens get most of the attention, branded highlighters offer a fun and functional twist on your traditional event swag. Especially helpful during conferences, breakout sessions, and training seminars—any setting where attendees are actively taking notes or reviewing materials. Highlighters also add a pop of color to registration bags or tabletop displays and provide a bright, eye-catching alternative to standard pen colors for your branding.
Whether you're planning a one-day workshop or a week-long conference, branded pens are a smart, cost-effective way to reinforce your brand and give attendees something useful. By considering your audience, budget, and design options up front, you’ll make the ordering process smoother—and your event even more memorable.
Need help choosing the right pens for your event? We work with hundreds of associations and meeting planners to source high-quality, well-priced branded pens that match your goals and timeline. Reach out today, and let’s get writing. For more articles and promotional content, take a look at our blog!
We recommend ordering based on your attendee count, plus 10–15% extra. For example, if you’re expecting 500 people, aim for 550–575 pens to ensure coverage for staff, speakers, or unexpected additions.
Short answer—it depends. Most of our partners have a minimum order quantity of 250 to 500 pens, depending on the pen style. However, more expensive, higher-end branded pens often start at 50 or 100 units.
MAYBE. There are pens that allow for multi-location imprinting, like a sponsor logo on one side and your organization’s logo on the other, which is great way to offset event costs by including a sponsor. However, not all pens have an imprint area large enough to accommodate two logos so be sure to mention this upfront if desired so that we can source accordingly and discuss artwork changes if necessary.
For conferences, choose budget-friendly, easy-to-carry branded pens that still offer a smooth writing experience. Plastic click pens with a rubber grip and one-color imprint are a top choice. Bright colors and bold branding help them stand out in a sea of swag.
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.
