5 tips to help you choose your Conference Satchels

by Elyse on May 22, 2010

Picking the right Conference Bag can be a daunting task when you have hundreds of delegates attending your conference and you are trying to please everyone. JEM Promotional Products have put together 5 handy tips to help make your selection easier.

1. Think about the delegates that will be attending your conference

Ask yourself are they male or female, corporates or blue collar workers and what would they most use the bag for. If your delegates are from the corporate market they may be more inclined to use a satchel that has a laptop sleeve and a place for their iPhone. If your delegates are people who work outside they may prefer a cooler bag and while a cooler bag is not your typical conference bag if it is a product that will actually relate to your delegates and be reused constantly instead of being thrown away than it is a much better investment.

2. This one is simple but gets a lot of people caught out…can the bag fit your conference materials?

Many companies opt for a tote bag with no gusset because it is the cheapest option only to get to the conference and find that the folder with all the speaker notes does not fit. If you are concerned about whether this will happen to you JEM Promotional Products can provide a sample for you to test if your materials fit prior to ordering.

3. Cater for your conference location

If your conference is in the city and a lot of delegates will be commuting on trains and buses to get there don’t go and give them a huge sports bag, keep it small and maybe think of a product that can be folded and put away into a briefcase or handbag.

If you conference is an overnight one you could send the delegates an overnight bag a week before the actual conference which we give them time to pack the clothing into the bag and use it then. Image the impact it will make at an airport to see a large number of delegates all walking through the airport with the same branded bag. It is a great way to expose your brand.

4. Work out your best branding option

Will your conference bag need to include sponsor or supporter logos? If yes than you need to choose the option that is best going to display your supplier logos – there are 3 main options:

  • Embroider all the logos

Conference Satchel  Embroidery Example
This method will enable you to have all the supplier logos in their corporate colours. You can set up all the logos together meaning that there will only be one embroidery digitisation fee. The only thing to be aware of is that the embroidery area will be smaller because the embroidery frame is a circle and therefore not get as close to the edges.

With embroidery we price according to the number of stitches used as opposed to the number of colours. When you submit a quote request please attach the logos so that we can do an accurate stitch count.

  • Screen print the logos using a 1 Colour Screen Print Conference Bag 1 Colour Screen Print

This method will be the cheapest if you print all the logos in one colour. The disadvantages are that the finish is not as nice as embroidery and it is extremely difficult to print each sponsor logo in their corporate colours as you need to pay a set-up for each colour you use.

With printing we also need the logos in EPS or AI format and so getting the logos in this format from all the sponsors can be a big task in itself.

  • Use a Digital TransferConference Satchel with  Digital Transfer

With a digital transfer we print your artwork onto a thin film and then using heat we adhere it to the bag. A digital transfer will enable you to have each sponsor logo in its proper colours as well as showing the fine details such as small font which may not be as prominent in embroidery or a screen print. The branding area is also larger as we can get very close to the edge of the product. The main disadvantage is that this will be the most expensive branding option.

5. Present your bag as a gift, not a giveaway

I don’t know how many conferences I have been to where the bags are given out at the door as you enter and the casual event staff are grabbing them directly from the brown boxes they were packed in. They are normally Conference Packflattened or creased and will still have the tissue dividers.

Treating your products as a cheap giveaway gives the receiver the impression that it is a cheap giveaway. Avoid giving away the bag still packaged in the polybagging and think of ways you can improve the presentation. If you are giving away a pen with the bag have the pen already inserted in the pen holder, this is much more thoughtful.

In terms of presentation instead of giving your bags at the door you can have them already in the room for the delegates. At JEM Promotional Products we like to practice what we preach and so at a recent dinner we provided some gift packs and instead of leaving them on a table for guests to collect we went early to the function and hung the packs on the back of each chair. The room ended up being a sea of JEM Promotional Product logos because our bags acted as billboards for our company.

Presenting tote bags at a dinner function
At JEM Promotional Products we pride ourselves on being Promotional Product experts so if you are unsure of which direction to go for your conference bags and are looking for innovative ideas we are happy to consult with you. Please contact us on (02) 8205 1334 or email enquiries@jempp.com.au

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