If you’ve ever been to a professional conference, then you’ve probably received one of those lovely little goodies known as conference bags. If you’re an attendee, they seem simple enough – and are one of nice perks of attending a conference. In general, conference bags are tote bags or rucksacks printed with the name of the conference and the sponsoring organizations. Inside, you’ll find all the material you need for the conference, including your name tags, your schedule, speakers biographies, the conference program and other materials concerning the conference. Inside, you’ll also find an assortment of promotional items and materials from various sponsors who have contributed money to the organizers of the conference. It seems simple enough, but pulling it all together can be one of those minor miraculous feats that organizers pull off on a regular basis to make their conferences go off without a hitch.

Now it’s your turn to handle the promotional details of a conference and one of your tasks is to order, organize and prepare the conference bags. Suddenly, what looked like such an easy task seems insurmountable and complex. Take a deep breath and relax. It’s not as hard as it looks. Here’s a timeline for making sure that your conference bags are ready to go when the conference starts.

6-8 Months Before the Conference

Determine which sponsors will get logo placement on the conference bag. It’s customary for the highest level sponsors of the conference to have the logos featured prominently on the outside of the conference bag.

This is also the time to solicit materials to be included in the conference bags. Companies may pay for the privilege of including promotional materials in the conference bag inserts and program, or supply goodies and promotional gifts to be given to conference attendees in the goodie bag.

3 Months Before the Conference

Get the artwork for the conference bags logos from sponsors. Get the finalized artwork for the conference logo for the outside of the conference bags.

Once you have the artwork in hand and a preliminary design for the conference bag cover, you can start shopping for prices and designs. Knowing your budget and conference attendance will help you narrow your choices.

If your organization has done business or has an ongoing relationship with a promotional products supplier, your job will be easier. You still might find it valuable to get quotes from one or two other promotional products suppliers before making a final decision.

2 Months Before the Conference

Secure final approval for the conference bag design based on correspondences with the promotional supplier and supplied artwork. Depending on your organization, this might require final approval from the major sponsors as well, since it is their image that will be displayed on the conference bags.

Contact sponsors to solicit contributions for inclusion in the conference bag. Prepare a list of all the items that will be included in the conference bag. This is also a good time to order other supplies and promotional items that you might need for your conference.

Place the order for the conference bags with your supplier. Specify delivery 1-2 weeks before the conference date.

If your budget allows, contact a fulfillment company to arrange for the bags to be filled with the conference materials and promotional giveaways. If this isn’t possible, start planning a bag stuffing party.

1 Month Before the Conference

Finalize the list of inclusions for the conference bags. Contact any sponsors who have not yet supplied their promotional materials and make arrangements to have them delivered within the week.

Three Weeks Before the Conference

Depending on the size of the conference, organize a bag-stuffing party. For a small conference you might be able to handle it all yourself. For a larger conference, you’ll definitely need help. This can be done in the two to three weeks leading up to the conference if you have a place to store the filled bags.

The Night Before the Conference

Arrange the filled bags at the conference tables and take a deep breath. You did it.