Event Planning Made Easy!

Event Planning Made Easy!

Your guide to Invitations, brochures and programmes

If you’re organising or planning an event, party or function, you’ll know that there are a lot of things to think about. You’ll need to print invites, brochures and programmes and if you don’t regularly plan events, it can all seem very daunting. At DigitalPrinting.co.uk we supply a great deal of printed marketing and promotional material for events. Below, we’ve detailed a few things you can do to make sure that your event is well promoted and that visitors know exactly what’s going on when they get there.

Event PlanningInvites
Ideally, you should aim to send out your invites at least six weeks before your event. While we’ll print your invites to meet your deadline, even if you need them the next day, you’ll need to factor in design time. If you’re planning the event for someone else, you’ll need to allow time for changes and approval too.

There are of course a few elements you must include on your invites:
• Name of hosts
• Date and time of the event
• Location and directions/map if necessary
• Parking information
• Dress code if relevant

Also remember to include instructions as to how to respond. If you’re using a response or confirmation card, include that with the invite. It’s vital that your invite is professional, well designed and well printed on a quality card. It’s the first piece of promotion people will see for your event, so they’ll make decisions on the event and the sender based on the invite. Have a look on www.DigitalPrinting.co.uk to see great examples of invites and postcards, as well the full range of paper weights, types and finishes we supply.

Brochures and Programmes
You’ll need a programme or brochure with details of your event including what’s on, times, exhibitors and guest speakers. As with all of your printed marketing, make sure your programme or brochure is professionally designed and printed. An eye-catching cover is vital. Use only great images and don’t use too much text. Just a headline or a couple of bullet points to engage readers and make them want to open your brochure to see more. There are a few elements that should always be included in your event brochure or programme:

Depending on the amount of pages, a contents page should be included to make it easy for readers to find the information they need.

Maps and travel information to the venue
If your sending programmes out to attendees prior to the event, give them good instructions of how to get there including details of public transport and parking.

Floor plan
Once there, make it easy for people to find all the stands and exhibitors. A good, easy to read floor plan will enhance peoples’ enjoyment of your event and leave them with a positive impression.

Make sure your schedule is clearly laid out and easy to use. This will help your event run smoothly for anyone who attends.

If other companies or individuals are sponsoring or helping to fund or organise your event, make sure you give them some space in your brochure or event programme.

You can include biographies of speakers, exhibitors, organisers and sponsors. This helps engage readers by making a more personal connection between them and those involved with your event.

Contact details and logo
Of course, your event programme or brochure must include contact details for your event and for your company. A QR code is great for directing people to tour website where they can find more details about the event and about your business.

With over 25 years’ in the print industry, DigitalPrinting.co.uk has a vast amount of experience in printing event marketing and promotional material for a huge range of customers. We use only top of the range HP Indigo presses to produce the best digital print available. You can see examples, get prices, upload artwork and order online. Simply visit www.DigitalPrinting.co.uk or contact our expert print team to get up and running with your event invites, programme and brochure today!


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