Exhibition print checklist: what to bring to your stand
Choose exhibition print materials around the visitor conversation: attract attention, explain the offer, support a meeting and enable follow-up. Not every visitor needs a full catalogue. The set should make sense to stand staff and be convenient to take away; quantities should follow the distribution plan rather than a universal allowance.
Give each item a role
A leaflet can present one offer or invite visitors to a demonstration. A folded brochure can explain several services or stages. A catalogue supports product selection and detailed discussions with a salesperson. A business card or compact contact card provides a clear follow-up route. These are possible roles, not a mandatory shopping list: omit an item if it duplicates another and staff have no distinct use for it.
Connect the visitor journey through the copy
Align product names, claims, contacts and visual cues across the stand and handouts. After a short conversation, visitors should understand the offer and where to follow up. Different audiences may need different versions, such as an introduction and a technical sheet for detailed discussions. Avoid putting the entire range on every item. If using a QR code, explain its destination and test it on the final printed sample with a phone. Keep the destination available after the event.
Estimate quantities from the distribution plan
Record event days, staffing, booked meetings and who receives each item. Document the source and uncertainty of any visitor forecast. Separate open-distribution copies, meeting packs and working copies for staff. Agree contingency stock with the event owner rather than applying an invented percentage to every show. If previous event data exists, compare issued copies and leftovers for each item. A large total print run does not correct a poor allocation between materials.
Check artwork as one set
Create a register with item name, language, quantity, artwork version and approver. Check company spelling, telephone numbers, web addresses and offer validity across the set. Adobe identifies linked resources, fonts and preflight errors as checks for print PDFs; agree actual bleed and export settings with production. Review brochure folds and reading order using a paper mock-up. Final approval must identify exactly which files are authorised for printing.
Plan packing and receipt
Specify delivery to an office for onward transport, a warehouse or the venue itself. For Moscow, Moscow Oblast or Saint Petersburg, provide the exact address, recipient and unloading window. Check event access arrangements with the organiser. Request separate, labelled packs by item where staff need them. Plan stock storage and replenishment so boxes do not obstruct circulation. Agree receipt timing with the installation or exhibition team’s handover arrangements.
What to include in the enquiry
Send the event name and dates, participation objectives, item list and estimated quantities. For each item, specify size, stock or sample preferences, colour, binding or folding, finishing and artwork readiness. Include language versions, packing and delivery needs, a budget range and the approver. If the set is undecided, describe stand conversations and request alternatives with distinct purposes. Retain actual usage figures after the event to inform the next order.