How to Prepare for a Trade Show: An 8-Week Plan and Printing Deadlines

To work out how to prepare for a trade show without last-minute stress or rush fees, count backwards from the show date: branded promotional products from our catalogue need to be ordered at least 5 weeks ahead (production takes 4–7 business days plus 2–3 days delivery, 6–10 business days in total), while our in-house printing — stickers, posters, business cards, banners and roll-up stands — takes 1–3 business days, so you can order these 3 weeks before the event. Keep the final week as a buffer: for artwork corrections, checks, and anything you might have forgotten.\n\nBelow is the exact schedule we use when working with companies preparing for Kipsala and other industry trade shows in Riga.\n\n## The 8-week plan in a table\n\n| Weeks before the show | Tasks | What to decide |\n|---|---|---|\n| 8 | Goals, budget, stand location and size, person in charge | Expected visitor numbers, how much material you'll need |\n| 6 | Stand design, materials list, logo files sorted in vector format | Wall graphics, number of roll-up stands, type of giveaways |\n| 5 | Order branded promotional products (6–10 business days) | Models, quantities, number of print colours |\n| 4 | Approve artwork for products, order team clothing | Size breakdown, print positions |\n| 3 | Order roll-up stands, banners, posters, business cards, catalogues, stickers (1–3 business days) | Print runs, paper thickness, laminating |\n| 2 | Receive clothing and promotional products, check quality | Enough sizes, printing matches artwork |\n| 1 | Everything received and packed, floor stickers and assembly plan | Who transports it to the stand, who assembles it |\n| 0 | Assembly, spare materials in your bag | — |\n\n## 5 weeks: branded promotional products\n\nThis is the longest stage, so start here first. Promotional products from our catalogue — over 2,000 items — take 4–7 business days to produce depending on quantity, plus 2–3 days delivery. The most popular items for trade shows: pens, notebooks, tote bags, sports bottles, thermal mugs, and lanyards for accreditation cards.\n\nOnce you've added items to a request on our website, we'll send you a quote online and as a PDF within one business day, including product photos, prices, print position, set-up fee, and lead time for each item. On request, we can also prepare a 3D preview with your logo, so you know exactly what the finished product will look like.\n\nIf you're planning gift sets or socks with a woven-in logo (minimum 100 pairs), allow for an extra week — these aren't standard printing jobs.\n\n## 4 weeks: team clothing\n\nOrder T-shirts, polo shirts and hoodies at the same time as your promotional products, since you'll need time to collect sizes from your team. Standard print positions: left chest 110×90 mm, front and back up to 280×210 mm, sleeve 80×60 mm, embroidery up to 90×90 mm.\n\n| Printing method | Price from | Set-up fee | Best for |\n|---|---|---|---|\n| Screen printing, 1 colour, 1 position | EUR 3.50/pc, from 50 pcs EUR 2.50, from 100 pcs EUR 1.90, from 250 pcs EUR 1.50 | EUR 35.00 | Large runs, simple logos |\n| DTF transfer up to A4 | EUR 6.00/pc, from 20 pcs EUR 5.00, from 50 pcs EUR 4.20 | EUR 0 | Small quantities, full-colour images |\n| Embroidery up to 10,000 stitches | EUR 5.50/pc, from 20 pcs EUR 4.50, from 50 pcs EUR 3.80 | EUR 25.00 | Polo shirts, jackets, caps |\n\nPrices are excl. VAT and exclude the garment cost; the exact calculation depends on quantity, number of colours, and number of print positions. More details in the clothing printing section; models — T-shirts and polo shirts.\n\n## 3 weeks: stand graphics and printed materials\n\nAt this stage our own production facility on Kandavas iela takes over, with a lead time of 1–3 business days. Indicative prices excl. VAT:\n\n| Item | Price |\n|---|---|\n| Printed PVC banner | EUR 14.40/m² |\n| Printed 3 mm Komatex (stand panels) | EUR 25.60/m² |\n| Neobond aluminium composite, UV printing | EUR 64.00/m² |\n| Printed stickers with contour cutting | EUR 24.00/m² |\n| Floor stickers (printing + cutting + floor laminate) | EUR 40.00/m² |\n| Transparent stickers for glass surfaces | EUR 48.00/m² |\n| Poster A2, 200 gsm | EUR 6.00, from 10 pcs EUR 4.50, from 50 pcs EUR 3.20 |\n| Poster A1, 200 gsm | EUR 9.00, from 10 pcs EUR 7.00, from 50 pcs EUR 5.50 |\n| Business cards 90×55 mm, 300 gsm, 100 pcs | EUR 25.00, from 3 sets EUR 22.00 |\n| Catalogue A4, 8 pages, 170 gsm | EUR 3.50/pc, from 100 pcs EUR 2.40, from 250 pcs EUR 1.90 (+EUR 15 set-up) |\n| Catalogue A5, 8 pages, 170 gsm | EUR 2.20/pc, from 100 pcs EUR 1.50, from 250 pcs EUR 1.20 (+EUR 15 set-up) |\n| Sticker installation / removal | EUR 24.00/m² |\n| Banner stand rental | EUR 48.00/day |\n| Delivery with partner courier in Riga | EUR 16.00/trip |\n\nFor roll-up and beach flags, see banners and stands; for posters — posters; for the full sticker range — stickers.\n\n### What's often forgotten\n\n- Floor stickers with arrows pointing to the stand, and transparent stickers on glass.\n- Business cards for every team member, not just the sales manager.\n- A price list or short catalogue to hand to interested visitors.\n- A spare set of stickers in case something gets damaged during assembly.\n\n## Files and artwork approval\n\nSend vector files (.ai, .eps, .pdf, .svg) with CMYK colours; raster images should be 300 dpi. If you only have a JPG from a presentation, let us know straight away — redrawing a logo takes time and affects the lead time. We approve artwork by email; the turnaround to finished products is counted from the approval date, not the order date.\n\nWe can take on urgent jobs by arrangement, but print capacity is usually fully booked during trade show week, so a week's buffer is cheaper than any rush job.\n\n## Frequently asked questions\n\nHow long does it take to receive branded promotional products?\n\nUsually 6–10 business days: production takes 4–7 business days depending on quantity and printing method, plus 2–3 days delivery. That's why your order should be confirmed at least 5 weeks before the show.\n\nCan I order just a few pieces?\n\nYes. Digital printing and mug printing work from 1 piece, and DTF printing on clothing also works from 1 piece. Socks with a woven-in logo start from 100 pairs, and paper bags with a logo start from 100 pcs. Larger quantities bring the price per piece down.\n\nWhat's the latest I can order roll-up stands and banners?\n\nTechnically, 1–3 business days plus delivery is enough, but plan for 3 weeks ahead to leave time for artwork corrections. A banner stand can also be rented — EUR 48.00 per day.\n\nHow much does a basic stand set-up cost?\n\nOne 2×1 m PVC banner costs around EUR 29, a couple of 3 mm Komatex panels at 1 m² each cost around EUR 51, 100 business cards EUR 25, and 250 A5 catalogues around EUR 315 including set-up. All prices are excl. VAT and indicative; we provide an exact figure in a quote.\n\nDo you help with installation?\n\nWe carry out sticker installation and removal for EUR 24.00/m². Delivery with our partner courier in Riga is EUR 16.00 per trip.\n\nWhat format should I send my logo in?\n\nIn vector format: .ai, .eps, .pdf or .svg, CMYK. Raster images need to be 300 dpi at actual size. If you're not sure, just send what you have — we'll tell you whether it will work.\n\nSend us your trade show date and materials list at info@attaprint.lv, call +371 25776699, or message us on WhatsApp at the same number — we'll prepare a quote with prices, print positions, and lead times for each item within one business day. Contact details and address: see Contacts.