Exhibition Promotional Products and Stand: Spring Season Guide
The spring exhibition season starts in March. When to order stand printing materials and exhibition promotional products, roughly how much it costs, and what the deadlines are.
The spring exhibition season in Latvia starts in the first half of March and continues until the end of May, so right now, in mid-February, is the ideal time to order both stand printing materials and promotional products with your logo. In practice, stickers, banners and posters are produced within 2–5 business days, while promotional products with printing from the catalogue take 5–10 business days after artwork approval, which is why orders should be placed at least 3–4 weeks before the event. If your event is in early March, the order needs to be confirmed this week or next.
Why February is the decisive month
The exhibition season peaks in March and April, and at the same time, the print production queue fills up with other spring-season orders — new café menus, school graduation materials, sports club gear. An order submitted in February goes through at the normal turnaround, whereas an urgent job submitted in March often requires a surcharge and isn't always possible.
The second reason is proofing. More than half of orders need at least one file correction — missing bleeds, text not converted to outlines, colours in RGB instead of CMYK. Each round of corrections takes a business day, and that needs to be factored into the schedule.
Stand printing material set
The minimum set to work with for a small 2x3 m stand:
- Roll-up banner stand 850x2000 mm — the main backdrop. The cassette is reusable, with only the print insert changing, so if you already had a roll-up from a previous season, a new print is often all you need.
- PVC banner with eyelets — a counter front or wall element. Standard thickness 440 g/m², full-colour printing.
- Photo banner or textile backdrop — if the stand is used for photos and you need a matte, non-reflective surface.
- Posters A2–A0 for price lists, promotions, QR codes. More on formats — on the posters page.
- Stickers — floor navigation, product labelling, stickers for gift bags. With contour cutting, you can cut out the shape of a logo.
- Flyers, brochures, business cards — business cards are most often the item that runs out, since they're used up faster than planned.
Practical tip: calculate flyers at roughly 30–40% of the expected number of visitors who will approach your stand, not the total number of exhibition visitors. Business cards — at least 100 pcs for each person working at the stand.
Approximate prices and timelines
| Product | Quantity | Price from (excl. VAT) | Turnaround |
|---|---|---|---|
| Roll-up banner stand 850x2000 with cassette | 1 pc | ~95 EUR | 3–5 business days |
| PVC banner with eyelets | 1 m² | from ~14 EUR/m² | 2–4 business days |
| Poster A1, 200 g paper | 10 pcs | from ~9 EUR/pc | 2–4 business days |
| Business cards 350 g, double-sided | 100 pcs | ~25 EUR | 3–5 business days |
| Flyers A5, 130 g | 500 pcs | ~55 EUR | 3–5 business days |
| Stickers with contour cutting | 100 pcs | ~0.35 EUR/pc | 2–5 business days |
| Pen, 1-colour printing | 250 pcs | ~0.45 EUR/pc | 5–10 business days |
| Notebook A5 with logo | 100 pcs | ~1.80 EUR/pc | 5–10 business days |
| Tote bag, 1-colour screen printing | 100 pcs | ~1.60 EUR/pc | 5–10 business days |
| Water bottle 500 ml with logo | 50 pcs | ~4.50 EUR/pc | 5–10 business days |
| Thermal mug 350 ml | 50 pcs | ~7.50 EUR/pc | 5–10 business days |
| T-shirt with DTF printing | 20 pcs | ~8 EUR/pc | 5–10 business days |
Prices are indicative and exclude VAT. The exact amount depends on quantity, material, the number of print colours and the number of print locations — for example, two-colour screen printing on a bag costs more than single-colour, but increasing the run from 100 to 500 pieces typically brings the price per piece down by 25–40%.
Gifts: the three-tier principle
There's no point giving everyone at an exhibition the same thing. A three-tier split works well:
- Mass tier (0.40–2 EUR/pc) — pens, notebooks, stickers, sweets with printed wrapping. Budget for 150–400 pcs for a two-day exhibition. These go to anyone who approaches the stand.
- Conversation tier (3–8 EUR/pc) — tote bags, 500 ml water bottles, small tech gifts. 50–100 pcs for those who leave their contact details or scan a QR code.
- Partnership tier (8–25 EUR/pc) — thermal bottles, thermal mugs, umbrellas, printed apparel. 10–30 pcs for existing and potential partners with whom there's a genuine conversation.
Umbrellas and 500 ml bottles work well for the spring season — March and April in Latvia are rainy, and a gift someone uses that very day sticks in their memory. You can browse the full range in the promotional products catalogue, but we've listed water bottles and thermal bottles separately, to make it easier to compare volumes and materials.
Plan the stand team's apparel separately — matching polo shirts or sweatshirts with an embroidered logo. Embroidery looks more solid than printing and holds up to washing, but it takes 7–10 business days, since an embroidery programme needs to be prepared first.
Timeline: counting back from the exhibition date
| When | What to do |
|---|---|
| 5–6 weeks before | Stand plan, gift selection, print runs, budget |
| 4 weeks before | Artwork preparation and quote approval |
| 3 weeks before | Order and artwork approval for promotional products with logo |
| 2 weeks before | Order printing jobs: roll-up stand, banners, posters, flyers |
| 1 week before | Receive, check, pack into boxes, spare prints |
| 2 days before | Check stand assembly, distribute business cards to the team |
Files: what to prepare before getting in touch
For an accurate quote right from the start, it helps to have: logo in vector format (.ai, .eps or .pdf), colours in CMYK or Pantone codes, stand dimensions and desired product quantities. If you only have a .jpg or .png file, let us know — the logo can be redrawn in vector, which usually takes one business day.
In large-format printing, artwork is prepared at a scale of 1:1 or 1:10 with 3–5 mm bleeds, and important text is best kept at least 50 mm from the banner edges, since the cassette partially covers the bottom of a roll-up stand. Other print jobs — business cards and flyers — require 3 mm bleeds and text converted to outlines.
Frequently asked questions
How far in advance of an exhibition should I order promotional products with a logo?
Allow 3–4 weeks. The printing and assembly itself takes 5–10 business days after artwork approval; before that, you need 1–2 days for artwork sign-off and some time to decide on the model and quantity. If you have less time, choose products that are already in stock and a simpler single-colour print.
Is it possible to order just one roll-up stand or a few mugs?
Yes, we also work with single pieces. There's no set minimum run for digital and large-format printing, and mugs and T-shirts can also be produced as single units. For larger quantities, the price per piece drops significantly, so one roll-up stand will be proportionally more expensive than three.
How many gifts do I need for a two-day exhibition?
In practice: 200–400 low-cost gifts (pens, notebooks), 50–100 mid-tier products and 10–30 higher-value gifts for partners. The exact number depends on the size of the exhibition — a small industry exhibition with 500 visitors needs about half of the above.
Are urgent jobs possible if the exhibition is in a week?
It depends on the product. Posters, stickers, flyers and banners can often be produced in 2–3 business days by arrangement. Shortening the turnaround for promotional products with a logo is harder, since printing is done in batches, so always call and ask about the specific product.
How can I cut costs without losing quality?
Combine print runs for the whole season — if you have two or three exhibitions in spring, flyers and printed products prepared in one order will cost 20–35% less than three separate orders. Another way is to stick with single-colour printing and reuse roll-up cassettes, changing only the print insert.
Send us your exhibition date, stand dimensions and approximate visitor numbers to info@attaprint.lv or WhatsApp +371 25776699 — we'll prepare a quote with options and timelines within one business day. If you'd rather talk it through, give us a call — our project manager Madara will help you plan the whole set.
FAQ
How far in advance of an exhibition should I order promotional products with a logo?
Allow 3–4 weeks. Printing and assembly takes 5–10 business days; before that, you need 1–2 days for artwork sign-off and time to decide on the model and quantity. If you have less time, choose products that are in stock and a simple single-colour print.
Is it possible to order just one roll-up stand or a few mugs?
Yes, we also work with single pieces. There's no set minimum run for digital and large-format printing, and mugs and T-shirts can also be produced as single units. For larger quantities the price per piece drops, so one roll-up stand will be proportionally more expensive than three.
How many gifts do I need for a two-day exhibition?
Roughly: 200–400 low-cost gifts (pens, notebooks), 50–100 mid-tier products and 10–30 higher-value gifts for partners. A small industry exhibition with around 500 visitors needs about half of the above.
Are urgent jobs possible if the exhibition is in a week?
It depends on the product. Posters, stickers, flyers and banners can often be produced in 1–3 business days by arrangement. Shortening the turnaround for promotional products with a logo is harder, since printing is done in batches, so call and ask about the specific product.
How can I cut exhibition material costs?
Combine print runs for the whole season — if you have two or three exhibitions in spring, one combined order costs 20–35% less than three separate ones. Single-colour printing and reusing roll-up cassettes, changing only the print insert, also helps.
