For a large conference, plan the bag and its contents together: a tote, a notebook and pen, the agenda and a few sponsor items. Filling thousands of bags takes time, so order items early, have them packed before the show and delivered to the venue's receiving dock on its schedule.

What to include

  • The bag: a non-woven or cotton tote, or a backpack for premium events
  • Notebook and pen
  • Lanyard and badge holder
  • A water bottle or tumbler
  • Sponsor items, if sponsors provide them
  • Printed agenda or a card with a QR code to the event app

Sponsor items

Set a deadline for sponsors to deliver items, usually weeks before kitting begins. Late sponsor items are the most common reason kits are late.

Kitting time

Packing thousands of bags is skilled labor. Plan kitting into the schedule after all items arrive, and decide whether bags are packed by attendee type.

Kits and fulfillment

Delivery to the venue

Venues and convention centers have receiving windows and often an advance warehouse with a deadline. Confirm the address, dates and labeling rules with the venue or the show's decorator before shipping.

How many to order

Order for registered attendees plus a buffer for walk-ins and staff. Leftover bags can go to your sales team or next event.

Trade show giveaway calculatorHow to place a large merchandise order

Frequently asked questions

What goes in a conference bag?
A notebook and pen, a lanyard, a water bottle, sponsor items and the agenda or a QR code to the event app.
How early should we order conference bags for 5,000 attendees?
Early enough to have every item, including sponsor items, delivered before kitting begins. Use the large order timeline and add kitting time.
Can you deliver conference bags to a convention center?
Yes, to the venue or the show's advance warehouse, following its receiving rules.

Related tools