Conference and event tote bags: a planning checklist
A delegate bag is often the first thing people receive at an event, and many keep it for years. Done well, it carries your brand long after the last session. Done in a rush, it arrives late or prints the logo in the wrong colour.
In this guide: Start with the event date · Choose the size · Choose the fabric · Print and sponsors · Packing for the venue · Checklist · Questions buyers ask us
Start with the event date
Count back from the day the bags must be at the venue: shipping and customs time from your forwarder, bulk production (typically 25 to 30 days after the sample is approved), the sample (typically 5 to 10 days from approved artwork) and your own approval time. Sponsors' logos often arrive late, so lock the artwork early.
Choose the size
- A flat tote for brochures and a notebook: medium 35 × 40 cm, or the US style 38 × 42 cm (15 × 16.5 in).
- A gusseted shopper if delegates carry bottles, gifts or a laptop: medium 38 × 35 × 10 cm.
- A laptop bag for premium delegate kits: 41 × 30 × 7 cm suits most 15.6 inch laptops.
Choose the fabric
- Cotton and canvas: the best print surface for logos and sponsor panels.
- Jute: a natural, premium look that suits sustainability-themed events.
- Juco: sturdy and textured, with a clean print panel.
Print and sponsors
One or two colours in screen print keep the logo sharp. A full sponsor wall or photographic artwork suits digital print. Send vector artwork with Pantone numbers, and put the event name and year on the back panel if the front belongs to sponsors. You can try the layout first in our free Mockup Studio.
Packing for the venue
Bags can be bundled, boxed or individually packed for distribution. Tell us how many go in each carton and how the cartons should be marked, so the venue team can unpack quickly.
Checklist
- Event date and delivery address
- Quantity, plus spares for speakers and staff
- Bag type and size
- Fabric and colour
- Final artwork for front and back
- Packing and carton marks
Tell us the bag, the quantity and the destination on WhatsApp +91 90629 15151 or at exports@trenovaexim.com, or use the Request a quote form. We review your requirement and reply with a quotation.
Questions buyers ask us
How early should we order conference bags?
Allow for 5 to 10 days for the sample from approved artwork, 25 to 30 days for bulk after sample approval, and shipping time from your forwarder, plus a safety margin.
Can sponsors' logos go on the back?
Yes. Front and back can carry different designs.
Can bags be packed individually?
Yes. Bags can be bundled, boxed or individually packed.
Tell us what you need.
Product, quantity and destination is enough to start. We review your requirement and reply with a quotation.