How often should your company do live event printing for your events?

How often should your company do live event printing for your events?

The Frequency of Live Event Printing for Your Events: How Often Should It Be Done?

In today’s dynamic event landscape, the incorporation of live event printing has become increasingly popular. Whether it’s for conferences, trade shows, corporate events, or even social gatherings, live event printing can enhance the experience for attendees by providing instant, tangible memories. However, the question arises: how often should your company do live event printing for your events? This article aims to explore this question in depth, offering insights into the benefits, considerations, and best practices for incorporating live event printing into your event strategy.

Understanding Live Event Printing

Live event printing refers to the on-site creation of printed materials during an event. This can include photos, branded merchandise, badges, certificates, or other custom items that attendees can take home. The immediacy and personalization offered by live event printing make it a powerful tool for engagement and brand promotion.

Benefits of Live Event Printing

Before determining the frequency of live event printing, it’s important to understand its benefits:

  1. Enhanced Attendee Engagement: Providing a tangible takeaway from an event can significantly enhance attendee engagement. People love receiving personalized items that serve as a memento of their experience.
  2. Brand Exposure: Customized printed items with your company’s branding ensure that your brand remains in the minds of attendees long after the event.
  3. Social Media Amplification: Many live event printing setups allow for integration with social media. Attendees can share their printed items on social platforms, extending the reach of your event beyond its physical boundaries.
  4. Instant Gratification: In a world where instant gratification is highly valued, live event printing meets this desire by providing immediate, personalized souvenirs.
  5. Memorability: Events with live printing are often more memorable. Attendees appreciate the unique and interactive element, making your event stand out in their minds.

Factors to Consider

When deciding how often to incorporate live event printing, several factors should be taken into account:

  1. Type of Event: Different events have different needs. For instance, trade shows and expos might benefit from live printing at every event due to high attendee turnover and the need for constant engagement. In contrast, more formal corporate events might require less frequent live printing.
  2. Budget: Live event printing can be a significant investment. It’s essential to assess your budget and determine how much you can allocate to this feature. For some companies, it might be feasible to include live printing at every event, while others might need to be more selective.
  3. Event Frequency: If your company hosts events frequently, it might not be practical to include live printing at every single one. Instead, consider incorporating it into larger or more significant events.
  4. Attendee Demographics: Understanding your audience is crucial. Younger audiences, for example, might appreciate and engage more with live event printing compared to older demographics.
  5. Event Goals: Align the use of live event printing with your event goals. If your primary aim is brand promotion and engagement, live printing can be a valuable tool. However, if the focus is more on information dissemination or education, it might not be as necessary.

Best Practices for Implementing Live Event Printing

To make the most out of live event printing, it’s important to follow best practices:

  1. Plan Ahead: Ensure that all technical and logistical aspects are planned well in advance. This includes the design of printed materials, setup of printing stations, and integration with any digital platforms.
  2. Customization Options: Offer various customization options to attendees. This could include different templates, colors, or messages, allowing attendees to create something unique and personal.
  3. Integration with Social Media: Leverage the power of social media by integrating your live event printing with platforms like Instagram or Twitter. Encourage attendees to share their printed items with specific hashtags to boost your event’s online presence.
  4. Quality Control: Ensure that the quality of printed items is high. Poor quality can reflect badly on your brand and diminish the value of the takeaway for attendees.
  5. Interactive Experience: Make the printing process interactive. For example, use touch screens where attendees can design their prints or incorporate photo booths where they can take and print photos instantly.
  6. Staff Training: Train staff to assist attendees with the live printing process. Friendly and knowledgeable staff can enhance the overall experience and ensure smooth operation.

Deciding on Frequency

Based on the considerations above, here are some scenarios to help decide on the frequency of live event printing:

  1. Annual Events: For major annual events, such as conferences or summits, incorporating live event printing can significantly enhance the experience and leave a lasting impression.
  2. Quarterly Meetings or Gatherings: If your company hosts quarterly events, consider including live event printing once or twice a year. This keeps the experience fresh and exciting without overuse.
  3. Monthly or Bi-Monthly Events: For more frequent events, such as monthly networking meetings or bi-monthly workshops, you might choose to include live printing selectively, perhaps every third or fourth event, to maintain its novelty.
  4. Special Occasions: For special occasions or milestone events, live event printing can add a celebratory touch. These might include product launches, anniversaries, or VIP gatherings.
  5. Trade Shows and Expos: Given the high volume of foot traffic and the competitive nature of these events, having live event printing at every trade show or expo can help your booth stand out and attract more visitors.


The frequency of live event printing should be carefully considered based on your event strategy, budget, and goals. While live event printing offers numerous benefits, it’s important to use it judiciously to maximize its impact. By understanding your audience, planning meticulously, and aligning with your event objectives, you can create memorable experiences that resonate with attendees and promote your brand effectively. Ultimately, the right frequency will vary from one company to another, but with thoughtful planning and execution, live event printing can be a powerful addition to your event toolkit.