Category Archive: Event Collateral

15 Tips for Managing Event/Meeting Collateral Production

15 Tips for Managing Event/Meeting Collateral Production

Managing multiple materials for a meeting can be chaotic. We have years of experience helping clients manage all different types of meetings. So, instead of having to figure it all out for yourself, we’ve put together a few tips we’ve learned over the years.  The kinds of things that may seem obvious – but we know get overlooked – resulting in late projects, expensive re-work, and overall grumpiness. 

Delivery timing is so important:

  1. Start with a real deadline.  Tell everyone involved what it is!
  2. Find out how long it will take to ship the materials to the meeting. If you aren’t familiar with FedEx’s timeframes, click here to download our tip sheet 
  3. Determine when you would like the materials to arrive on-site.
  4. Remember to build in the shipping time to create a REAL drop-dead ship date. 

What to do:

  1. Prepare a shared guide that includes the types of materials needed for your meeting. Here is an example of one
  2. Partnering up with a shop to do the design, layout, and printing of your pieces can reduce the amount of time you spend managing the project (hint: that’s what we do :)) 
  3. Need a bio? Only have a CV? Check to see if your graphics provider can write you a short bio.
  4. Having a proofreader or QC person really helps ensure all the materials are laid out correctly. 

Nitty gritty:

  1. If you’re going to be downloading participant names from a registration site, be sure they are all correct before going to layout. It is easier to change the excel or CSV file rather than each individual piece where the name appears.
  2. After approval of the invite, have your designer put together templates of each type of material before layout — it’s better to make any design tweaks before all of the pieces are laid out. Some of those materials can include, Invite, Signage, Letterhead, Eblast, Name Badge, Tent Card, PPT Template, etc. 
  3. If an attendee’s name is changed or removed be sure to globally change/remove it on all pieces (i.e., Name Badge, Tent Card, Attendee List, Bio, etc.)

Other tidbits:

  1. Ask for an MS-Word version of the letterhead, name badge, and tent card in case you need to use them on-site for any last minute needs. 
  2. Make sure the name badges are printed and fulfilled in ABC order.
  3. Consider using black text on your name badges and tent cards in case you need to print on site and you only have a black and white printer available.
  4. A bleed design will usually be more expensive to produce than a non-bleed design – so, make sure you need it and take the cost into account. 

Click here to download the tip sheet

Custom Speaker Bureau Management Software

Speaker bureau management software helps streamline program management for agencies who manage life science speaker bureaus. It serves as one centralized repository for administrators, sales reps and speakers. And they can access it any time for real-time data and status information. A platform that tracks aggregate spend, budget allocations, speaker honoraria limits, and speaker contact information helps everyone stay within compliance.

Click here to read more »

How to Create an Effective Wayfinding Strategy

Directional Signage

A good wayfinding strategy sets the pace of your entire event. You didn’t think directional signage was that important, did you? A thoughtfully designed wayfinding strategy attracts attention and generates excitement, helping attendees make a critical mind shift from an exhausting day of travel or congress networking to being 100% focused on your program or event. Click here to read more »

Event Collateral Branding and Design

We know that pressing timelines and constantly evolving program details don’t always leave room for custom event collateral branding and design for life science events.

But did you know that a unique logo has been shown to increase memorability and message recall? And the use of unified design templates for slides, signage and collateral pull messaging through every attendee touch point at events.

Make your event unforgettable with custom event collateral branding and design.

Our services include:

  • Unique logos and taglines
  • Eye-catching color schemes and professional font recommendations
  • Unified templates for signage, presentations slides, welcome packets and more
  • The highest quality paper, glosses and finishing


Creative MediaWorks is known for delivering the highest quality event collateral with unfailing attention to details and deadlines. Last minute changes to attendee lists, constantly changing agendas, complicated shipping paperwork – no problem. We worry about the details so you don’t have to. 

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How to Use Pre-program Surveys to Deliver a Better Program Experience

surveys-blogOf course you know what you’re getting out of your next speaker program. But what’s in it for your attendees? Why not ask them what they think? Surveys aren’t just a great strategy for post-program evaluation. They can be used to create more interesting breakout sessions, optimize presentation content and select better speakers.

Click here to read more »

5 Ways to Incorporate Social Media Into Your Event Signage


The latest digital platforms add a whole new dimension to event signage. Where we used to be limited to banners, handouts, and name badges we now have web resources and social media platforms to drive attendance and promote our events. Here are just some of the ways you can take advantage of the latest technology to increase the impact of your next program and extend its reach.

  Click here to read more »

The Key to Engaging Event Surveys

surveys-blogWhen it comes to implementing programs that get results, collaboration and feedback are critical. In the life sciences industry, we often use surveys and polling to collect that real-world insight. But a poorly executed survey can cost you valuable relationships with key opinion leaders, speakers, program attendees or customers.

So how do you create an expert survey? First and foremost, your most important objective is to capture clear actionable results. You’ll achieve this if you engage your audience and use a reliable platform that allows you to accurately capture data and quantify it in a format that can be easily analyzed and shared with your decision-making team.

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Make Your Next Meeting a Green Meeting

Reduce. Reuse. Recycle. As experts in the digital printing business, we’ve been living the three R’s for years. Recent client requests have shown us that we’re all stepping up our game to meet the challenges of producing more by using less. There’s no difference when it comes to meeting signage. With the latest trends in inks, printers, materials and digital technology, there are plenty of ways to reduce your carbon footprint without breaking the bank. Here are some of our suggestions. Click here to read more »

Putting Your Meeting Signage to Work

Putting Your Meeting Signage to WorkIf you ask us, signage and directionals are an integral component of your speaker program. After a long day on the conference floor, your attendees are rushed, tired and-more often than not- a little lost. Your out-of-the-box thinking can mean the difference between a rushed, late, and frustrated attendee and one that is impressed, refreshed and ready to contribute. Here’s how you can use signage and directionals to set the stage for your next program.

Click here to read more »

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