Event Planning
Event Printing Checklist
Planning an event means juggling a lot of details — and print materials are easy to forget until it is too late. This checklist covers the most common print items for events, helps you figure out what you actually need, and gives you a timeline so nothing gets rushed or missed.
Planning Timeline Summary
- 4+ weeks out
- Invitations, save-the-dates, large banners, booklets
- 2–3 weeks out
- Flyers, brochures, programs, posters
- 1 week out
- Name tags, table tents, directional signs, last-minute handouts
- Same-day capable
- Simple flyers, business cards, small signs (if file is ready)
What Kind of Event Are You Planning?
Different events need different print mixes. Here are the most common types and what they typically require:
The Checklist — Print Materials by Category
Visibility & Signage
The anchor piece for most events. A vinyl banner announces the event from a distance. A retractable banner is portable and professional for indoor setups like booths and lobbies.
Typical sizes: 3 × 6 ft (vinyl), 33 × 80 in (retractable)
Decide: Will it be indoor only or also outdoor? See the banner materials guide.
Arrow signs, parking signs, room labels, and wayfinding signs. These are easy to overlook but critical for larger events with multiple rooms or outdoor layouts. Foam board or coroplast works well.
Typical sizes: 8.5 × 11 (mounted) or 18 × 24 in (freestanding)
A large display behind a podium, photo area, or registration desk. Step-and-repeat versions with repeating logos are standard for galas, press events, and sponsored events.
Typical sizes: 8 × 8 ft, 8 × 10 ft
Coroplast signs on H-stakes for outdoor wayfinding, parking directions, or street-level event promotion. Lightweight, weather-resistant, and reusable.
Typical size: 18 × 24 in
Handouts & Informational Materials
Single-sheet handouts for event details, schedules, menus, or promotions. Flyers are the most versatile and affordable printed handout. Use them before the event for promotion and at the event for information.
Typical size: 8.5 × 11 in, one-sided or two-sided
Folded handouts that organize multiple topics — service menus, sponsor information, organization overviews, or detailed event descriptions. Best when you have more information than a flyer can hold.
Common fold: tri-fold (creates 6 panels)
Booklets or folded sheets listing speakers, sessions, schedules, and event information. Standard for conferences, church services, graduation ceremonies, galas, and performing arts events.
Common formats: half-fold single sheet, or saddle-stitch booklet (8+ pages). See binding options.
Use postcards as mailed invitations before the event, or as thank-you and follow-up pieces after. Thick cardstock feels more premium than a flyer and works well for direct mail.
Common sizes: 4 × 6, 5 × 7, 6 × 9. See the postcard size guide.
On-Site Essentials
Printed name tags or badge inserts for lanyards. For small events, adhesive name tags are simple and affordable. For conferences and professional events, printed badge inserts in clear holders look more polished.
Note: Finalize your attendee list before ordering. For events where registration is ongoing, print blank or partially-printed tags and add names day-of.
Small folded signs that stand on tables — used for table numbers, sponsor recognition, menu displays, QR codes, silent auction details, or centerpiece information. Printed on heavy cardstock and scored for a clean fold.
Common sizes: 4 × 6 in folded, or custom sizes
If your team is attending or hosting, make sure everyone has current business cards. Events are where business cards matter most — and running out makes a bad impression.
Quantity: bring more than you think you need
Large-format prints for walls, easels, or presentation areas. Useful for schedules, session boards, maps, sponsor walls, and decorative displays.
Common sizes: 18 × 24, 24 × 36 in
Deadline Planning Timeline
Here is a realistic planning timeline working backward from your event date. Adjust based on complexity — simpler events need less lead time.
| When | What to Do | What to Order |
|---|---|---|
| 4–6 weeks before | Finalize branding, design large pieces, order invitations | Mailed postcards/invitations, backdrops, large banners |
| 2–3 weeks before | Finalize content, approve proofs, order bulk items | Programs/booklets, brochures, promotional flyers, retractable banners |
| 1–2 weeks before | Finalize attendee lists, order on-site materials | Name badges, table tents, directional signs, posters |
| 3–5 days before | Last-chance orders, review everything received | Day-of flyers, extra business cards, small signs |
| Day before | Pack and organize all materials | Emergency same-day items only (simple flyers, cards) |
Things Event Planners Commonly Forget
- Directional signs. Attendees need to find parking, the entrance, specific rooms, and restrooms. Do not assume they will figure it out.
- Extra quantity. Print 10–15% more than you think you need. Running out of programs mid-event looks unprofessional.
- Table numbers or labels. If you have assigned seating, reserved areas, or labeled stations, you need printed signage for each.
- A-frame sidewalk sign. For street-level events, an A-frame on the sidewalk catches foot traffic that a banner on the building might miss.
- Thank-you cards or follow-up postcards. Print these before the event so you can send them immediately after.
- Speaker or sponsor acknowledgments. If sponsors or speakers expect their logos displayed, plan this in advance — do not improvise day-of.
Frequently Asked Questions
Planning an event and need help figuring out what to print? We work with event organizers regularly and can help you build the right package for your budget and timeline.