Purchasing Department - printing/buy supplies SOP - Shadstone

About Task

There are a lot of materials we need to print for the event. This person is in charge of keeping all of those in order and clear. Today we will outline what we target to print and prepare.

View These Images To Get Ideas

We made a drawing of various products we can use

Collect Digital Files from Designer

In order to print, you will need to have the design files for each of the items below.

The designer’s contact is on the supplier list here:

If you are missing something, please speak to the designer. If not getting it, please escalate to management.

T-Shirts for Volunteers

We want the attendees to know who the team members are where they can ask questions. We will design special t-shirt s for the volunteer organizers to wear so we know who they are all day.

Please keep in touch with our t-shirt supplier as below:

If you have another t-shirt printer to suggest, please let us know.

Gift For Guests - Power Bank

We want the guests to all be able to take something useful and portable home with them. We have decided to make a power bank for guests to use.

Please contact with this supplier:

99 supplier info

And arrange the sample, with our logo on it, and once confirmed we will place order.

Guest Invitations

This is something we need to print for some of our sponsors. They want to have a paper version of the invitation to offer to their team and special guests they are inviting.

Big Background For Photos and Branding

We will print a big background for people to take photos in front of. This will have:

Once the designer has confirmed this, we will have to order from a print shop

999 print shop details.

Various Signs

We will use a range of signs to help organize the event and make it as smooth as possible.

Agenda Signs

We will print the agenda on a big 999 size and place 3-4 of them around the venue.

Event Signs

So that the volunteers outside can show people where our venue is, we need to print big signs with the event logo on them.

Quiet Please Signs

To keep the audience quiet, we will have volunteer moderators show this sign around the rooms t ensure they are quiet when the speaker comes up to present.

HashTag & Wifi Sign

Make some signs so that we can write the wifi username and passowrd there, as well as our Social media hashtags.

No Recording Please Sign

To make sure people do not take photos or record, we will print signs that have a camera and an X through it - saying no photos or cameraa recording please.

Speaker Time Warning Sign

Speakers may lose track of time - and we need to make sure they know time is running up.

Microphone Covers

We need to ensure that we can have wireless microphones at the event for the panels.

Once we get those settled, we want to have a nice square microphone cover of our Cross border Summit on it.

Gift Bag Printing

We will give a small gift bag to each attendee. It will be printed with our logos and given out at the end.

The Size needs to be confirmed, but we want it to be portable so that they don’t just throw it away when they leave - as they don’t want to carry it too far.

Event Brochures / Agenda

This is a folding brochure they can pick up when registering. It will have the speakers, the sponsors, the event ageenda on it.

Details on this will be confirmed 2 weeks before the event.

Drink and Meal & Lucky draw Tickets

To make sure we keep track of who gets which meal, we will print out tickets for them.

Drink tickets will be for cocktails

Meal Tickets will be for the buffet.

Note on Meal Tickets - Time Shifts

Lucky Draw Tickets

Name Badge & Lanyard

We will print their name badge and have a nice holder for them.

There is 2 parts of this

Sponsor Materials

We will need to ask the sponsoris if they have any materials they would like to have printed and included at the show.

Prepare Ahead, Any Questions Let Us Know

Most of these Items will be due at the time of the event. The invitations will need to be printed in advance.

Please keep communication going smoothly and let us know if you have any questions. We also hope you can be flexible and creative to fill in the gaps when the printer may ask questions.

The main point is we want quality. This is for business professionals and want to leave a positive and lasting impression.