Workshop and Event Sponsor Graphic Design Checklist

Whenever I’m asked to be an event sponsor I’m ready to present my business with confidence, and at a moment’s notice.

It wasn’t always this way.

Like most people, I used to set the workshop date, or say “Yes” to sponsoring an event, and then panic because my promotional materials were not ready.

I should have known better. Over the last 20+ years, I’ve helped other entrepreneurs showcase their businesses with standing banners, tabletop banners, information panels, company signage, and promotional printed materials for their events, and trade show booths.

Whether you’re

• preparing to lead a live workshop,
• getting ready to be an event sponsor, or
• considering being an exhibitor at a trade show,

here’s a list of items you’ll want to have on-hand and packed-up so you can arrive calm, collected, and ready to do business.

P.S. I’m also sharing my production timeline which includes design, proofs, corrections and print. Please add an extra 7-10 days if items need to be shipped.

Live Workshop Essentials

Giving a life workshop, or have you been asked to present at a colleague’s event? Your basic toolkit should include:

1. Retractable standing banner: 3–4 weeks
2. Business cards: 2 weeks
3. Sign up form: 1 week. TIP from my business coach, Jan Stringer: Place the forms under attendees’ chairs. At the end of your presentation, instruct them to remove the paper and follow along as you describe your offer.

Event Sponsor Promo

1. Stranding retractable or tabletop banner: 3–4 weeks
2. Brochures: 2 weeks
3. Business cards: 2 weeks
4. Promotional item(s): 3 weeks
5. Sign up forms: 1 day

Trade Show Exhibitor

How big do you want to play?

It’s expensive to be an exhibitor. You’ll need a lot of graphic design services to produce a variety of materials, plus you may only choose to “do” one or two major trade shows a year.

This is a list of items I’ve produced for other businesses who were trade show exhibitors:

• Trade show booth: rigid hard panels or a soft and flexible 10′ wrap-around display walls: 4-8 weeks
• Backlit header for booth: 3–4 weeks
• Company signage: 3–4 weeks
• Interpretive panels: 4 weeks
• Brochures: 3 weeks
• Sales sheets: 2–3 weeks
• Sales packet including pocket folders: 4 weeks
• Business cards: 2 weeks
• Promotional giveaway: 2–3 weeks
• Promotional video: 6 weeks
• Order forms with company logo: 2–3 weeks
• Company logo embroidered on clothing: 3 weeks
• Deck chairs screen printed with company logo: 3 weeks