5 Tips on Creating Conference Materials

1. Choose a vendor that is within 5 miles of the conference venue. You will avoid shipping costs and develop a useful relationship with a local vendor. The last thing you want to do amongst the hectic set-up schedule is race around trying to locate a printer. Plus, if you have a pre-existing relationship with that printer, they are more likely to go the extra mile for you.

2. ALWAYS see a proof. Even if your client declines to see a proof, as a planner this is your duty. By doing so, you can prevent many onsite disasters. Even though you may have sent a flawless document to be printed, there can still be printing mistakes. After all, if your materials are printed and delivered incorrectly, the buck stops with you, the meeting planner.

3. Triple Check Everything. There is nothing worse than having an error in your conference materials because it will be visible to every attendee. It’s particularly important to triple check sponsor and vendor names and logos because they likely have paid money to be included in these documents.

4. Be Consistent. If you are printing different types of documents make sure there are no inconsistencies in your work. Concentrate on keeping all sponsors and company names, logos, and any other information consistent!

5. Start Early. It is never too early to start with creating your materials. The earlier you start the more time you have to proofread all of your work. Mistakes and errors occur when you rush the editing process.

~Beth Wanczyk