Get Ready to Boss It: How to Plan Your Event Print Like a Pro

Got an event on the horizon? Great. That calm, “already handled” feeling where everything’s sorted and you can actually focus on showing up – starts with one thing: a solid plan.

Whether you’re exhibiting at a trade show, running a market stall or setting up at a consumer fair, the same rule applies: the more you plan now, the less you scramble later. And the right print? It does a lot of the heavy lifting for you.

So let’s get into it – space by space, piece by piece.

Start with your space

Before you order a single thing, take a step back and think about what your space actually needs to do. How will people move through it? What should they see first, feel next and take away with them?

A well-designed event space tells a story without anyone having to say a word. Your signage draws people in. Your layout guides them. Your collateral keeps your brand in their hands long after they’ve walked away.

Start with a rough sketch, even a scribble works. Mark out where your signage will go, where people will stand and where your handouts will live. Once you’ve got that picture, you’ll know exactly what to order.

Signage: make your first impression count

Signage is your big opener. Done well, it stops people mid-step and pulls them towards you. Done poorly, it gets lost in the crowd and so do you.

• Roller Banners are the backbone of most event stands. Tall, lightweight and impossible to miss, they help you claim your space and get your key message across fast. At a busy exhibition hall they cut through the competition; at a market or consumer fair they set the tone – bold, welcoming and worth a closer look.
• Display Boards add structure and give you room to tell a bigger story. Whether you’re walking delegates through a service offering or showcasing a product range to shoppers, they keep everything looking considered and intentional.
• Flags are brilliant for visibility if you’ve got a bigger footprint or you’re working outdoors. They move, they catch the eye, and they mark exactly where to find you.
• Posters are worth adding to the mix too, especially for consumer events. Slot them into frames or pin them to backdrops to highlight products, prices, or promotions without breaking the budget.

Handouts: give people something to take away

Signage gets people to you. Handouts keep your brand with them. Here’s what to think about:

• Business Cards are still one of the most effective networking tools going – keep them crisp, clean and easy to read. They’re often the last thing someone looks at before deciding whether to follow up.
• Leaflets and Flyers let you go deeper: service overviews, product details, case studies. Great for professional events where people want the full picture. Or they can be used for specific promotions or calls to action – short, punchy and straight to the point.

For consumer events, the approach shifts slightly. People are browsing, so your handouts need to catch attention quickly. Business Cards still earn their place, especially if you’re taking orders or building a customer list. Leaflets make great take-home references for product ranges or pricing. Keep the design clean and the copy tight – nobody’s stopping to read an essay at a market stall.

Branded merch: the little things that go a long way

This is the stuff people actually take home and keep. Branded merchandise might feel like a nice-to-have, but at exhibition and trade show level, it’s the detail that makes your stand memorable long after the event is over. Think practical, think useful, think brand:

• Lanyards are worn all day at exhibitions, which means your logo gets seen by every person in the room, not just the ones who stopped at your stand. A well-designed Lanyard is one of the best-value brand impressions going.
• Pens are picked up, passed around and pocketed without a second thought. They travel further than any other piece of print you’ll order and they cost very little per unit. Order more than you think you’ll need.
• Notebooks are the premium option – hand one to a key contact and it becomes a daily reminder of your conversation. If you’re targeting senior decision-makers or running a high-value pitch environment, a quality Notebook says a lot about how seriously you take your brand.

The golden rule with merch: order early, especially if you’re going for custom finishes or larger quantities. These aren’t the products you want to be chasing the week before the event.

Products for resale: stock up before the crowds arrive

Selling at a consumer event – a market, fair or pop-up? This is the section for you. Running out of your bestsellers mid-event is one of those things that sounds manageable in theory. It really isn’t.

Think about what sells fastest and get ahead of demand:

• Greeting Cards are a perennial customer favourite – easy to pick up on impulse and always a good seller.
• Art Prints work brilliantly as display pieces that double as purchases. The better your stand looks, the more they sell themselves.
• Calendars are a great addition, especially heading into the end of the year. They offer real everyday value and tend to stick around in people’s homes long after the event is over.

Order early, order enough, and make sure everything looks its best before it goes on display.

The finishing touches that pull it all together

Sometimes it’s the smallest things that make the biggest difference and these are worth having on your list.

• A branded Tablecloth instantly transforms a plain trestle table into something that looks like you meant it. It tidies up the space underneath, frames your products, and gives your whole stand a more polished feel – whether you’re at a corporate exhibition or a weekend market.
• A Selfie Frame adds an interactive moment that works especially well at consumer events. It gives people a reason to stop, engage, and best of all – share your branding on social media without you having to ask.
• Bunting is one of those details that just makes a space feel alive. String it across your stand and it adds colour, warmth and a bit of personality that people notice – even if they can’t quite put their finger on why your stand feels so welcoming.

These aren’t afterthoughts. They’re the details that make your space look considered, not cobbled together.

Budget and volumes: plan smart, not last-minute

Here’s the bit most people leave too late, don’t be that person. Working out your quantities early saves money, reduces waste and keeps the last-minute panic firmly off the agenda.

A few things to factor in:

• Use expected footfall as your baseline for handout quantities and build in a buffer for busier periods.
• Prioritise signage first if the budget is tight, it does the most work. Then handouts, then the finishing touches.
• Think about reusability. Roller Banners and Display Boards are built to last, so investing in quality makes sense if you attend events regularly.
• Check minimum order quantities on products like Pens and Notebooks – if you’ve got more events coming up, it’s usually worth ordering a bigger run upfront.

Logistics: the bit that makes or breaks it

Aim to have everything in hand at least three to five working days before your event. That gives you time to check quality, pack properly and handle anything that crops up unexpectedly.

Before you hit order, run through these:

• Artwork ready? Double-check bleed, resolution and spelling before you upload. Once it’s printed, it’s printed.
• Delivery sorted? If you’re sending to a venue, confirm they can accept deliveries and check any access restrictions.
• Boxes labelled? If you’re managing a lot of kit, clear labelling means setting up on the day is quick and stress-free, rather than a chaotic game of “what’s in this one?”

And if you have cut it a little fine, we offer next day delivery on selected products so there’s a good chance we can still get you sorted.

You’ve got the plan – we’ll help it land

Space considered. Signage sorted. Handouts ready. Products stocked. Finishing touches confirmed.

All that’s left? Let’s make it real.

Printed.com is here to support every step – from your first event stand to your fiftieth market stall. Browse our full range of event print, or if you’ve got something specific in mind, our Bespoke Service is ready to bring your vision to life.