Reflectors for a campaign: 2,000 reflectors and 1,500 keyrings

This spring we prepared reflectors for a campaign for a Latvian local council focused on pedestrian visibility during the dark time of day: 2,000 soft reflectors with single-colour printing and 1,500 acrylic keyrings with full-colour UV printing. The entire batch was produced within five weeks of design approval, with an indicative average unit price of EUR 0.95 for the reflector and EUR 1.10 for the keyring (excl. VAT). The client asked us not to publish the council's name or the campaign visuals, so we're only describing the process, volumes and figures here — we received written permission to do so.

The brief and the constraints

The council's communications department approached us at the end of February with a fairly typical situation: the campaign budget was approved (around EUR 3,000 excl. VAT for promotional products), and the date was set — distribution was planned at schools, the bus station and a council event in the second half of April. They needed a product suitable for handing out to both schoolchildren and seniors, with a clearly legible logo and campaign slogan.

There were three constraints: a unit price under EUR 1.50, genuine reflective performance (not just a shiny film), and a deadline within six weeks. This immediately ruled out custom-shaped silicone and metal products, which have a longer production cycle.

What we offered from our catalogue

We put together a three-tier quote at 1,000, 2,000 and 3,000 pieces, so the client could compare how much the unit price drops as the quantity increases. We chose the following products:

• Soft reflectors (PVC base with a reflective surface, standard round and heart shapes, 50–60 mm diameter) with a cord and clip — the campaign's main product.
• Reflective bands with a snap clasp for the wrist or ankle — an additional option for seniors and cyclists.
• Acrylic keyrings with full-colour UV printing on both sides, approximately 40 × 40 mm.
• Engraved metal keyrings — a small batch (100 pcs) for representation purposes and partners.

The client chose a combination: soft reflectors for the general public, acrylic keyrings for schools, and 100 metal keyrings for event guests. You can see similar products in our promotional products catalogue.

Indicative prices by quantity

Below are the actual indicative prices we worked with on this project. Prices are excl. VAT and exclude the setup/plate fee, which is typically EUR 25–40 per colour or product.

The exact price always depends on the quantity, product shape, number of colours, and whether the printing is single- or double-sided. At 2,000 pieces, the unit price typically drops by 20–30% compared to 500 pieces, which is why it's often more cost-effective for local councils to order one larger batch for the year rather than three smaller ones.

Design, files and the technical limits of printing

The council's designer sent us the logo and slogan in .ai format, CMYK — the correct choice. Printing on the soft reflectors was single-colour: at this size (50–60 mm), the minimum legible letter height is around 2 mm, and line thickness should be no less than 0.3 mm. The original design had the website address added below the slogan in 1.2 mm letters — we removed it, as it simply wouldn't have been legible.

An important detail: printing on a reflector reduces the reflective surface area. So we placed the logo in the centre with a free margin of around 6 mm from the outer edge. On the acrylic keyrings, full-colour UV printing also allows for photographs and gradients, so we used the campaign illustration there.

Standards

If a product is positioned as a safety accessory, reflectors must comply with the applicable standard for visibility accessories (EN 17353, which replaces the earlier EN 13356). We included the compliance information listed in our catalogue with the quote, so the council could add it to their procurement documentation.

Timeline: how the five weeks broke down

Our standard turnaround for promotional products with printing is 5–10 business days after artwork approval, but if the batch exceeds 1,000 pieces and the product needs to be reserved from our catalogue, the realistic timeline is 3–5 weeks. For campaigns, we recommend starting the conversation at least six weeks before the event. We take on urgent jobs by separate agreement, usually with a narrower choice of products.

What we added to the campaign

Alongside the main order, the council also added printed materials, which we produced: 3,000 A5 flyers with safety tips, 40 A2 posters for school and parish noticeboards, and 500 round stickers with the campaign logo. These items can be ordered separately — see our sticker printing and posters pages; their typical turnaround is 2–5 business days. The whole set was delivered in a single batch, sorted into boxes according to distribution location, with labelling on each box — this saved the council's staff several hours of sorting.

Recommendations for other local councils and institutions

• Plan for a 10% buffer above the intended quantity — demand usually turns out higher than planned.
• Avoid including the year in the design if you plan to hand out the product again next year.
• Agree on a single point of contact for approvals. On this project, the artwork was approved by the head of the communications department, which shortened the approval process from a planned six days to four.
• If a campaign needs several products, order them together — colour matching and single delivery work out cheaper.

Frequently asked questions

What's the smallest reflector order you can take on?

We also work with small batches, but for promotional products with printing, an economically sensible minimum is usually 100–250 pieces, since the setup fee (EUR 25–40) has a significant effect on the unit price for small runs. For printed products such as stickers or business cards, we can take on orders of even a single piece.

Can you make a reflector in the shape of the council's coat of arms?

Yes, a custom shape is possible, but it requires a new die-cut tool and a longer production cycle — plan for 6–8 weeks and a minimum batch of 1,000 pieces. If the deadline is tight, it's more practical to use a standard shape with printing.

What files do you need?

Vector artwork in .ai, .eps or .pdf format, CMYK, with text converted to outlines. If you only have a .jpg or .png, let us know — we can redraw small logos, which usually takes 1–2 business days.

Does the price include delivery?

Delivery within Riga and to regional centres is calculated separately depending on the number of boxes and weight; for larger orders we often include it in the overall price. Orders can also be collected on-site at Kandavas iela 29A.

How far in advance should we plan before an event?

For campaigns with a batch over 1,000 pieces, allow six weeks. For smaller quantities with standard products, a realistic timeline is 2–3 weeks, including artwork approval.

If you're planning a similar campaign, send us the planned quantity, event date and budget to info@attaprint.lv or call +371 25776699 (also WhatsApp) — our project manager Madara will get in touch with you. We prepare quotes with 2–3 product options within one business day; contact details are also available on our contact page.