Ultimate Checklist for Virtual Conference: Do You Have Your Print Materials Ready?

Fall conferences are around the corner, and they may look a little different than they did in the past. Many companies are continuing to have their employees work from home for the foreseeable future. In metropolitan areas, large gatherings are minimized to certain sizes, if planned at all. We are seeing the need for online conferences grow and restructure for industries.

Attendees are still looking for ways to learn in their industries and also meet others in the same field. Virtual conferences are giving people a way to safely meet and learn from speakers or other professionals. Conferences are important to many industries in order to further education, encourage community, and network for more opportunities. Online conventions will bridge the gap for community gatherings and furthering education.

In this blog, we discuss how to prepare your company for an upcoming virtual conference and what print materials you need to send to your attendees and speakers. Important items such as conference signage and banners, conference packet materials, and conference poster printing.

Checklist for Virtual Conference Print Materials

Conference Signage and Banners
Signage is a no-brainer when organizing an in-person conference, but do you actually need it for virtual conferences? The quick answer: yes. Signage and/or banners are great for branding and giving the virtual conference an intentional/cohesive feel. They are a must have behind keynote speakers, which you can send to them beforehand with instructions on how to hang banners or signage during their online presentation.

Company Brochures and Flyers
For attendees that don’t know much about your company, brochures and flyers are perfect to send in their mailed conference packets. Brochures can include services or products that your business offers, new announcements, or company overviews.

Conference Poster Printing
Speakers who are presenting remotely will look and feel more official with conference branded posters behind them. These posters can include company or conference logos, sponsor logos, or the presenters name. We recommend including instructions for speakers on how to hang any posters and include removable hanging materials.

Marketing Print Materials
Within your mailed conference packet, we also recommend including business cards, postcards, magnets, or any additional marketing materials that will give attendees a way to contact you after the conference. Keeping your business top of mind is important when you don’t have the opportunity to meet them in person. Ask any sponsors or speakers if they would like to include their own contact information within the conference packet.

Booklet Printing
The last but not least item to get organized is the conference booklet for attendees to take notes, fill in content, write down contact information from virtual networking, see important content schedules and virtual happy hour information. We recommend either perfect bound or spiral bound for the booklets for attendees to easily flip through the pages.

How We Can Help You Prepare for Your Next Virtual Conference

As your commercial printer, we have over a century of print experience in business cards, conference banners, and posters. We print on almost all materials and can cut your project into any shape or design. Our digital and offset print technologies are state of the art and faster than our competitors. We would love to work with you to prepare for your next virtual conference.

Our project managers are here to help you determine what needs you have for your next virtual event. We will guide you through quantities, run-time, and delivery. We can package your conference materials and even mail them to attendees. Give us a call 602.258.7789 or email us today!

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