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I was recently printing and prepping materials for a client event when I found myself surrounded by piles of schedules, signage, and handouts. As I boxed everything up for shipping, I couldn’t help but wonder: How much of this will actually be used? Will all these printed schedules and various handouts still be accurate by the time the event begins—or will last-minute changes render them outdated? This reminded me that event printing often follows old habits rather than intentional choices. With thoughtful planning, we can make printing more efficient, sustainable, and cost-conscious while still delivering a high-quality experience for attendees.
Printing Internally: Pros and Cons
In-house printing gives you complete control—down to the paper stock and ink quality. It works well for limited quantities or highly customized pieces, like name badges or certificates. But once you move beyond that, costs climb quickly. Ink, toner, and supplies add up, and staff time spent managing printers often outweighs the convenience. Plus, printing weeks in advance leaves little room for schedule changes or updates. If the agenda shifts, you’re stuck with outdated materials. For most events, internal printing should be reserved for last-minute updates or specialty pieces, not the bulk of your materials.
Shipping: Convenience with a Cost
Shipping directly to the venue lightens your suitcase but not your stress—or your budget. Packages can be delayed by weather, misrouted by carriers, or damaged in transit. And because shipping requires finalizing materials well in advance, any schedule changes often lead to reprinting once you’re on-site. That duplication is not only costly but wasteful. While shipping can make sense for select items, relying on it as your primary strategy can quickly drain both your budget and your energy.
The Case for Local Sourcing
Printing locally near your event site offers a valuable middle ground. Partnering with a trusted local printer not only cuts down shipping costs and delays but also reduces your event’s carbon footprint. Local vendors can quickly turn around updated programs or signage, giving you flexibility when inevitable changes arise. Once you establish relationships with reliable local partners, they can become an extension of your event team—helping you solve problems on the fly and ensuring your materials are accurate, relevant, and ready when you need them.
Mass Printing and Smarter Alternatives
When possible, think about bulk printing rather than customizing everything by event. Generic materials—such as feedback forms or exhibitor instructions—can often be printed in large runs at a lower cost and used across multiple events. For event-specific content like schedules or session descriptions, print only the essentials and direct attendees to QR codes or mobile apps for the most up-to-date details. This approach minimizes waste, saves money, and gives attendees real-time access to changes. It also prevents that sinking feeling of recycling stacks of unused materials at the end of the week.
A New Responsibility for Event Leaders
As planners, we’re not just managing logistics—we’re modeling resourceful and responsible practices. Every unnecessary shipment increases costs and emissions. Every stack of unused materials reflects wasted effort. By shifting toward a hybrid approach—printing essentials in bulk, sourcing time-sensitive items locally, and leveraging digital tools—we can create a more sustainable event model that balances budget, accuracy, and attendee experience.
Final Takeaway
How we approach printing reflects how we approach event management overall: thoughtful, flexible, and intentional. Smarter printing strategies reduce waste, strengthens local partnerships, and keeps information relevant for attendees. The goal isn’t to eliminate print—it’s to make sure what we print truly adds value.
It’s not about printing less—it’s about printing smarter.
