Conference Merchandise: A Procurement Checklist
A conference merchandise checklist covering delegate quantities, bags, apparel sizes, artwork, venue receiving arrangements and delivery.
By The Eco Gifts · 16 October 2026
Map the event touchpoints
Think about arrival, registration, sessions and departure. Decide which items support each stage and which are optional. A bag may carry event literature, while a notebook and pen may be useful during sessions. Merchandise should serve the audience and event format rather than simply make a kit look fuller.
Count the different recipient groups
Separate delegate, speaker, organiser and sponsor requirements. Record the quantities of each combination and any reserve you choose to allow. For apparel, collect a size breakdown. For named badges, cards or gifts, appoint one person to check the final list. Different kit versions should be identifiable when packed.
Check fit and packing compatibility
Confirm that the proposed bag accommodates the actual contents. Consider bottle dimensions, breakable items and whether event literature is added before or after delivery. Ask how kits will be assembled, labelled and grouped. If the event team will finish packing onsite, make that division of responsibility explicit.
Agree artwork ownership and sign-off
Provide current brand files, sponsor marks where authorized, and the exact event wording. Establish who can approve the final artwork. Names, dates and sponsor positioning need careful checking. Keep one approved version so a late revision is not confused with an earlier design.
Plan delivery with the venue
Share the venue address, receiving contact, delivery window and any access restrictions known to you. Distinguish the event date from the date merchandise must be ready for distribution. Discuss storage, unpacking and the handover point. Feasibility and timing should be confirmed before you rely on the plan.
Evaluate the complete proposal
Compare the selected products, decoration, packing, assembly and delivery on a consistent basis. Ask how availability changes or substitutions will be handled. Keep the approved specification and quantities accessible to the event team so received goods can be checked against the brief.
Explore relevant collections
Product availability, customization, sample arrangements and delivery timing are confirmed for the agreed brief.