Planning a professional event, be it a trade show, a conference or some other large-scale gathering, involves meticulous attention to detail. One of the most crucial of those details is the management of print materials.
After being in the print management space for almost two decades, we understand the stress this particular part of the process can put on even the most seasoned of event planners. There's an undeniable need for various types of printed content for each event, from signage and pamphlets to promotional gear and pre-event direct mail campaigns.
The bottom line? It takes a lot of effort, time and, most critical of all, money to host a professional event.
So how can you keep your marketing spend on track without missing any important elements?
One way is by working with a print management company that's had event experience and success with other companies in your industry.
While it's not the right move for everybody, many professionals responsible for hosting medium- and large-scale events find that print brokers can act as pivotal partners in this process, offering significant cost-saving strategies with a bonus of taking a bit of stress off the top.
Stay with us here to learn whether a print management company is the right solution for your next event's printed work, and if so, how they can help.
Printing Locally to Cut Costs
Opting for local printers is a strategic move advised by print management experts to slash delivery costs. This not only trims the budget but also injects investment into the local economy where the event is held. By reducing the reliance on long-distance shipping, event planners can avoid the unpredictable expenses and environmental impact associated with transport.
Leveraging Print Industry Expertise for Economic Efficiency
Print brokers are seasoned negotiators, often securing deals less accessible to the public. Their intimate knowledge of the industry, from paper grades to print processes, empowers them to make cost-effective decisions. Additionally, their familiarity with common pitfalls in the printing realm can prevent costly errors that might otherwise go unnoticed by less experienced eyes.
Printing in Bulk: The Economies of Scale
The economic benefits of bulk printing are well-documented. By aggregating print jobs, print management companies can offer competitive pricing models that significantly reduce per-unit costs. This is particularly advantageous when forecasting for high-volume needs, such as promotional materials for widespread distribution at large-scale events.
Planning Strategically for Bulk Orders
Estimating quantities and timing is a delicate balance that print management companies excel at. Setting realistic lead times and coordinating closely with vendors allows for smooth operations and avoids last-minute surcharges. This forethought is essential in maintaining budget control and achieving cost efficiency.
Navigating the Overseas Printing Landscape
While the prospect of overseas printing can offer attractive pricing, it comes with its own set of challenges. Print management firms can guide through these potential hurdles by selecting reliable vendors and ensuring quality control measures are in place. They serve as a bridge, overcoming language barriers and cultural differences that could otherwise lead to misunderstandings and financial loss.
Mitigating Delays in International Shipping
Experienced print managers plan for longer shipping durations and the intricacies of customs and importation laws. By building in significant lead time, they circumvent the risks of delays and additional costs, guaranteeing that materials arrive in time for the event.
Providing Comprehensive Management for Streamlined Events
A holistic approach to event print management encompasses all stages, from the design of direct mail campaigns to the production and distribution of flyers. Print managers serve as central coordinators, ensuring that each step is executed flawlessly and economically.
Timing for Impact With an Effective Direct Mail Strategy
Direct mail campaigns require precision in both creation and deployment. Print management companies adeptly handle the intricacies of mailing lists and design, timing the distribution to achieve the maximum impact, all while keeping an eye on cost-effectiveness.
Designing Flyers and Signage for Visual Interest
The creation of eye-catching flyers demands a blend of creative design and practical printing knowledge. By choosing the right materials and printing techniques, print managers produce compelling promotional materials that capture attention without incurring excessive costs.
Is Partnering With a Print Management Expert the Right Move for Your Business?
You may not have known exactly how a print management company could help with your event planning when you first came here. You probably wondered if it could really save you money and help you avoid stress, and if so, how.
The truth is, the print brokerage model isn't right for every single event type. But when it is a good fit, it helps planners rest assured that the print marketing portion is covered, so they can focus on other features of the upcoming conference or trade show. For instance, now might be a great time to learn more about classic promotional products that do well at most events.
Our hope is that you've learned more about the print management model and considered some of its strengths in relation to your event planning process. Maybe you'll decide it's not a good move for your business, and if that's the case, we're happy you've gotten the right intel to make that informed decision.
If you do want to work with a print broker or ask some questions about the process, and you're not sure who to contact just yet, Integra would love to help. Reach out to get started on your next big event plan or just fire away with the questions still on your mind.
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