The conference merchandise and trade show giveaways that work are light, useful and easy to hand out: tote bags, pens, lanyards, small notebooks and bottles, plus a higher-value item kept for qualified contacts. Prepare it at least a month ahead and compare quotes on the same specification. If you already have one, Promopack cuts it by at least 10% with the same materials and replies within 48 business hours.
Which conference merchandise and trade show giveaways really work?
At a trade show, visitors pick up dozens of items and carry them around all day. What survives the trip home is what weighs little, gets used and doesn’t look like cheap advertising. Separate two levels:
- General giveaway: for everyone who stops by the stand. Low unit cost, large quantity.
- Qualified gift: for those who leave their details, have a meeting or are customers. Few units, higher value.
List of items by level
| Item | Level | Why it works |
|---|---|---|
| Tote bag or conference bag | General | Visitors put everything else in it and carry it around the venue |
| Pen | General | Low cost, useful during the show itself |
| Lanyard and badge holder | General (organizer or sponsor) | Visible throughout the event |
| Small notebook | General | Used in talks and meetings |
| Reusable bottle | Qualified, or general at long events | Useful on site and afterwards |
| Power bank or cable | Qualified | High perceived value at all-day events |
| Boxed kit | Qualified (clients, press) | Polished presentation, a lasting reminder |
Details on lanyards, badges, roll-up banners and kits are in event and trade show kits, and for festivals and outdoor events in festival and event merchandise.
How much merchandise should you take to a trade show?
Start from the data you have: stand visitors at previous editions, scheduled meetings or conference attendance. As a general guide, the general giveaway is based on the contacts you expect at the stand (not the total show attendance) and the qualified gift on planned meetings and leads, with a 10-15% reserve. If it’s your first show, order less of the expensive item and more of the cheap one: it’s easier to run short of premium gifts than to throw away boxes of pens.
We explain this in more detail in our article on how to calculate merchandise quantities, on the blog.
How far ahead should you prepare the materials?
Lead times depend on the item, the method and the season, and they get longer in spring and autumn (peak trade show season). Plan like this: six to eight weeks before, decide items and quantities; five weeks before, finalize artwork and quote; four weeks before, approve the sample; two weeks before, receive the goods at the office or directly at the venue if the organizer allows it. Ordering in a rush makes production and shipping more expensive.
How do you pay less for trade show merchandise?
- Group the order: if you attend several shows a year, order the general giveaway in one go.
- Repeat the item and method: reusing screens and plates cuts fixed costs.
- Simplify the printing: one well-chosen colour on the product colour works as well as three.
- Compare on the same specification: product, method, colours, quantity, packing and delivery.
With the specification fixed, Promopack offers the same order at least 10% cheaper: same items, same method and same quantity. We reply within 48 business hours and you can order samples at cost only. If we can’t improve your quote, we tell you and it costs nothing. If it’s your first show and you have no benchmark, you can request a quote from scratch.
What should you do with leftover materials?
If the merchandise doesn’t carry the event date or name, leftovers can be used at the next show, for sales visits or in the welcome kit for new hires. Store them in boxes labelled with the item and quantity, and note how many were handed out at each event: after two or three recorded shows, your quantity estimates will be far more accurate and you’ll avoid rush orders.
Which mistakes should you avoid?
- Handing the expensive gift to everyone who walks by.
- Bringing heavy or bulky items visitors don’t want to carry.
- Forgetting the bag: without it, the rest of the material stays at the stand.
- Receiving the goods the day before, with no margin for problems.
- Not recording how many were handed out: that’s the data for the next show.
In short
- Trade show merchandise is organized on two levels: general giveaway and qualified gift.
- Bags, pens, lanyards and notebooks for the giveaway; bottles, tech and kits for key contacts.
- Calculate quantities based on expected stand contacts, with a 10-15% reserve.
- Prepare materials six to eight weeks ahead.
- Promopack cuts a trade show merchandise quote by at least 10% with the same materials, and replies within 48 business hours.
If you already have the quote for your next trade show’s materials, upload it here and within 48 hours we’ll tell you how much you can save.
Frequently asked questions
What’s the most useful thing to hand out at a stand?
A tote bag and a pen cover most cases: they’re light, cheap per unit and get used during the show itself. A small notebook is a good addition at conferences with lots of talks.
Can merchandise be shipped directly to the exhibition venue?
Many venues accept deliveries on specific dates with stand-specific labelling. Confirm it with the organizer and tell the supplier when you order, because it changes the shipping.
Can I order the same materials as last year’s show for less?
Yes. If you still have the quote, Promopack offers the same items, method and quantity at least 10% cheaper and replies within 48 business hours.