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Planning event merch across Australia’s busy Feb to May season can feel like a juggling act. You have tight lead times, sponsors to keep happy, and delegates expecting useful goodies they will actually keep. This simple checklist walks you through what to order, when to lock it in, and how to keep approvals moving. We will also share proven items that travel well, sustainable options that tick ESG boxes, and how EasyPromo’s instant quotes, live previews and express delivery slot into each stage. 

Start With The Essentials: What Works Every Time

If your goal is take-home value and repeat use, go for practical classics that pack flat, ship well, and suit any audience.

• Promotional pens and notebooks: Lightweight, cost-effective, easy to pack, and used daily. Pair a fine-writing pen with an A5 notebook for note-taking during sessions, then the set lives on desks after the event.
• Lanyards and name badges: Must-haves for wayfinding and security. Choose comfortable lanyards with safety breakaways and clear, scannable name badges to keep registration flowing.
• Branded water bottle: Hydration stations are standard across venues now. A durable branded water bottle encourages refills and reduces single-use waste.
• Stubby coolers with logo: Ideal for social events and networking hours. They are small, fun, and get used again at home.
• Tote bags for programs: A roomy tote bag carries schedules, sponsor inserts, and sample packs. Pick a shoulder-friendly handle length to help delegates move between sessions.

Which promotional materials are most effective? Items that deliver repeated utility after the event, such as pens, notebooks, bottles and totes, consistently outperform novelty-only pieces. What product is typically the most popular trade show giveaway? Pens still win on volume, cost control, and universal appeal.

Sustainable Swaps That Do Not Complicate Your Plan

Sustainability is now a standard for events rather than a nice-to-have. Opt for:

• FSC-certified Paper Carry Bags for gift packs or premium sessions, with full-colour print for a polished finish.
• Jute and reusable totes for registration desks and sponsor bundles.
• Refillable metal drink bottles to reduce single-use plastic waste and boost perceived value.

These choices are practical, durable, and easy to recycle or reuse, which keeps your footprint low while reinforcing positive brand values.

Your 6–2 Week Timeline, Simplified

Locking in timelines keeps costs and stress down. Use this guide as your planning backbone.

• 6 weeks out: Confirm quantities and your merchandise list. Consider attendee profiles, program length, and shipping to the venue. This is the perfect time to get instant online quotes and live previews on shortlisted items, so you lock pricing, artwork positions and colourways early. If sponsorships are still evolving, plan buffer stock for late logo additions.
• 5 weeks out: Upload logos and request artwork proofs for pens, notebooks, lanyards, bottles, totes, and stubby coolers. Confirm PMS colours and any co-branding rules. Approve A-frame signage artwork for entrances and wayfinding. Quick approvals here protect production slots.
• 4 weeks out: Approve final proofs and place orders across categories. Choose decoration methods to suit each item, for example, engraving on metal drink bottles, screen printing on totes, and digital full colour for badges. Confirm delivery addresses and on-site contacts at the venue.
• 3 weeks out: Finalise your run sheets. Check name data for badges; lock lanyard colours for staff, speakers and VIPs. Confirm A-frame signage messaging so you can deploy directional signs from day one.
• 2 weeks out: Receive shipments, quality check, and kit packs. Pre-stuff tote bags with programs and inserts to speed up registration. Keep a small reserve of generic badges and blank lanyards for late registrants.

Tight deadline? Express production and Australia-wide delivery options can compress this schedule. Fast proofs and live previews help you approve with confidence even when time is short.

Quantities And Buffers: How Much To Order

• Registration totes: 90 to 95 percent of registered delegates based on show-up rates, plus a small buffer for walk-ins.
• Lanyards and name badges: One per attendee plus 5 to 10 percent spare for on-site corrections and exhibitors.
• Pens and notebooks: One per attendee, with extras for speakers, meeting rooms and media kits.
• Drink bottles: One per attendee for sustainability messaging and sponsor visibility.
• Stubby coolers: Match to your social event headcount, then add a small buffer for plus-ones and crew.

If you are flying merch between cities, prioritise lighter items like pens, lanyards and flat-packed totes. Ship heavier goods, for example, drink bottles, directly to the venue to simplify logistics.

Artwork Proofs Without The Headaches

Proofing can slow projects, but it does not have to.

• Upload vector files (AI, EPS, or high-res PDF) and supply PMS colours.
• Keep logos clean, with strong contrast on fabrics and textured surfaces.
• For multi-sponsor pieces, agree on logo order, sizing and spacing rules up front.
• Approve a single master layout, then apply it across items for a cohesive suite.

Live previews and instant quotes let you test placements and colours before you commit. Quick proof turnaround means you can move from concept to sign-off in hours, not days.

On-Site Must-Haves Beyond The Table

A few low-effort additions keep your event running smoothly.

• A-frame signage for registration halls and breakout corridors so delegates can find rooms at a glance.
• Colour-coded lanyards for staff, VIPs and speakers to speed up interactions.
• Spare stationery kits for rooms, including pens, notepads and tape for last-minute signage.

The Best Promotional Giveaways For Conferences

You asked what the best promotional giveaways are. In Australian conferences, the winners share three traits: they are useful, compact and durable. Top picks include pens, notebooks, tote bags, refillable bottles and stubby coolers for social events. Add lanyards and name badges for the function, then choose one premium hero piece if budget allows, such as an insulated bottle or a soft-touch notebook.

How to make promotional material that stands out? Start with utility, add clean branding, and select a quality finish. Keep message length short so your logo remains the hero. Align colours with your brand and the event theme for a cohesive look across items and signage.

Are giveaways legal in Australia? Yes, if you follow relevant laws and venue policies. Typical considerations include not offering restricted items, complying with state-based trade promotion regulations for competitions, and adhering to safety standards for products. For most standard giveaways at conferences, pens, notebooks, totes and drinkware are fine. If running a prize draw or competition, check local rules and permit requirements.

Where EasyPromo Fits At Each Stage

• Explore and scope, 6 weeks out: Use instant quotes to compare quantities, print methods and shipping options across products in minutes. Live previews help you see exactly how your logo will land on pens, bottles, totes and more.
• Approve and order, 5 to 4 weeks out: Fast proofs keep your schedule safe. Your account manager will share artwork tweaks, colour checks and file tips to streamline approvals.
• Deliver and deploy, 2 to 3 weeks out: Express production and Australia-wide delivery get stock to your venue or office on time. We can split the shipment to multiple sites if your roadshow moves between cities.

Product Shortlist For Feb To May Events

• Everyday workhorses: promotional pens, notebooks, lanyards, name badges and tote bags.
• Hydration and hospitality: promotional drink bottles and personalised stubby coolers for social hours.
• Sustainable packaging: FSC-certified Paper Carry Bags, jute or reusable totes.
• Site support: A-frame signage for registration and room changes.

If you are building a shortlist now, consider adding one premium showpiece to lift perceived value, for example, an engraved bottle or a fabric-bound notebook.

Helpful Links If You Are Browsing

• Browse our promotional pens range to compare styles and decoration options: promotional pens
• If tote capacity and sustainability matter, explore custom tote bags with reinforced handles: custom tote bags
• For wayfinding and registration areas, see options for banners and A-frames: promotional material

Wrap-Up: Keep It Simple And Useful

When time is tight, go with practical merch that travels well and gets used again after the event. Pens, notebooks, lanyards, name badges, reusable bottles, stubby coolers and tote bags cover essentials without fuss. Layer in sustainable choices like FSC-certified Paper Carry Bags and jute or reusable totes to back up your values. Use instant quotes, live previews and fast proofs to lock designs early, and rely on express delivery to hit your dates. Ready to move? Start an instant quote online or call 1300 3-2-EASY, and we will help you map the final details.