Conference Gifts: Putting Together a Delegate Kit, from Bag to Pen
A practical guide to assembling a conference delegate kit: bags, notebooks, pens, badge cards, indicative prices and lead times in Latvia.
In Latvia in 2026, conference gifts, or a delegate kit, typically cost 4–12 EUR per person excl. VAT: a bag from around 1.20 EUR, a notebook from 1.50 EUR, a pen from 0.45 EUR, a badge with card from 0.60 EUR, and a programme booklet from 0.35 EUR at a print run of 300 pcs. Production time with logo printing is usually 5–10 business days after artwork approval, so it's worth preparing your artwork early. In this guide, we explain what to include in the kit, how to choose a bag, and where you can sensibly save money.
What a conference delegate actually uses
Based on feedback from event organisers, delegates typically take three things home: a bag, a pen and a notebook. Everything else — brochures, discount coupons, small plastic items — is often left behind in the hall. That's why we recommend building the kit on a 3+1 principle: three practical items plus one element tied to the event's theme (for example, a seed packet for a sustainability forum, or a cable organiser for an IT conference).
Standard kit contents:
- a bag or folder (for carrying and storing the rest of the materials);
- an A5 or A6 notebook and a pen;
- a badge card with name and company, on a lanyard;
- the programme or agenda — an A5 booklet or folded A4 sheet;
- a sponsor sticker or card with a QR code linking to the presentations.
Choosing a bag: non-woven fabric, cotton, or a backpack
The bag sets the visual tone of the kit and also drives the budget. Non-woven conference bags are the lightest and cheapest option, cotton looks more upmarket and lasts longer, while a backpack suits high-level events and VIP guests.
The most frequently ordered options from our catalogue for conferences are:
- Zeus large non-woven conference bag, 6 l — 11 colours, screen printing or DTF transfer; the classic budget option.
- Zeus GRS recycled non-woven conference bag, 6 l and EcoSeal GRS recycled non-woven conference bag, 6 l (polyester, 6 colours) — if your event has a sustainability message.
- Anchorage conference bag, 11 l — 5 colours, embroidery also available; fits A4 folders and a laptop.
- Florida conference bag, 7 l, Orlando conference bag, 3 l, and Detroit RPET conference bag, 4 l — compact options for seminars with a smaller volume of materials.
- Odessa 220 g/m² cotton bag, 13 l — dense cotton, 10 colours, durable for embroidery.
- Madras 140 g/m² cotton bag, 7 l and Carolina 100 g/m² cotton bag, 7 l — a wide colour range (14 and 15 colours).
- Chennai jute bag, 16 l — natural texture, screen printing or embroidery.
- Liberty non-woven bag with a sturdy bottom insert, 29 l — for exhibitions where delegates collect a lot of materials.
- Vault RFID 15" laptop backpack, 16 l — for speakers and partners, 3D embroidery available.
You can browse a wider range of bags in the tote bags and bags section.
Indicative prices for a kit
Prices are quoted excluding VAT and are indicative — the final amount depends on quantity, number of print colours and material.
| Item | 100 pcs | 300 pcs | 500 pcs |
|---|---|---|---|
| Non-woven conference bag with 1-colour print | from 2.40 EUR | from 1.70 EUR | from 1.20 EUR |
| Cotton bag 140–220 g/m² with screen printing | from 4.90 EUR | from 3.80 EUR | from 3.20 EUR |
| A5 notebook with logo | from 2.60 EUR | from 1.90 EUR | from 1.50 EUR |
| Pen with 1-colour print | from 0.75 EUR | from 0.55 EUR | from 0.45 EUR |
| Badge card 90×55 mm, double-sided print | from 0.90 EUR | from 0.70 EUR | from 0.60 EUR |
| A5 programme booklet, 8 pages | from 0.95 EUR | from 0.55 EUR | from 0.35 EUR |
| Kit total | from 8.50 EUR | from 6.20 EUR | from 4.90 EUR |
The biggest price drop happens between 100 and 300 pieces, as screen printing setup and plate costs are spread across a larger run. If you're planning two events during the year, it's more cost-effective to order one larger batch with a neutral, date-free design.
Printing technologies and number of colours
- Screen printing — most cost-effective from 100+ pieces, 1–3 colours, vivid results on cotton and non-woven fabric.
- DTF transfer — for full-colour logos, photos and gradients; no setup costs, so it also suits runs of 20–50 pcs.
- Embroidery — for dense cotton and backpacks; durable, but not suitable for fine details under 5 mm.
If your logo has more than three colours, DTF is almost always more cost-effective than screen printing. A single-colour, high-contrast logo on a bag usually works better than a full-colour image, which tends to lose its look after washing.
Printed materials: badges, programmes, stickers
The paper part of the kit is often left until the last minute, even though it directly affects how the event runs. We produce badge cards on 300 g/m² card with matte lamination so they survive two days in a pocket; names can be personalised or left blank for handwriting. For programme booklets, we use 130–170 g/m² paper, A5 format, with 8–16 pages.
Numbered table markers, stickers with a QR code on the presentation folder, and directional signs in the hallway are also useful. Business cards and badge cards can be ordered in the business cards and flyers section.
Timeline: when to start
| Action | Days before the event |
|---|---|
| Confirming kit contents and quote | 30–40 days |
| Submitting artwork (vector .ai/.eps/.pdf, CMYK) | 20–25 days |
| Approving the digital proof | 18 days |
| Production and printing | 5–10 business days |
| Assembling kits and delivery | 3–5 days |
The delegate list with names for badges needs to be submitted 5 business days before the event; for last-minute registrations, we prepare a reserve of 10–15% blank cards.
Frequently asked questions
What's the minimum print run for conference gifts?
We work with small print runs too — for DTF printing there's practically no minimum, while screen printing becomes cost-effective from 50 pieces. Below 50 pcs, the separate plate-setup cost increases the price per unit.
How long should I allow from order to delivery?
Usually 5–10 business days after artwork approval, depending on the product and quantity. We assess urgent jobs individually if the artwork is ready and the item is in stock.
In what format should I submit the logo?
Vector graphics in .ai, .eps or .pdf format, in CMYK or Pantone colours. If you only have a JPG or PNG, we'll redraw the logo in vector format — this takes 1 business day.
Can you assemble the kits into the bags?
Yes, we offer kitting — placing the notebook, pen, programme and sponsor materials inside the bag. The service costs roughly 0.25–0.50 EUR per kit, depending on the number of items.
Are there more sustainable options?
Yes — GRS-certified recycled-material bags, RPET models, jute bags and recycled-paper notebooks. A genuinely effective step is also to reduce the number of kits and offer them only to those who choose one at registration.
Can I order just part of the kit?
Yes. Many clients order only bags and badges, while choosing pens and notebooks separately from the promotional products catalogue to fit their budget.
Send us your number of delegates, event date and logo to info@attaprint.lv or message us on WhatsApp at +371 25776699 — project manager Madara will prepare a quote within one business day, with several bag and budget options.
FAQ
What's the minimum print run for conference gifts?
We work with small print runs too — for DTF printing there's practically no minimum, while screen printing becomes cost-effective from 50 pieces. Below 50 pcs, the separate plate-setup cost increases the price per unit.
How long should I allow from order to delivery?
Usually 5–10 business days, depending on the product and quantity. For urgent jobs, by arrangement, we can complete production in 3 business days if the artwork is ready and the item is in stock.
In what format should I submit the logo?
Vector graphics in .ai, .eps or .pdf format, in CMYK or Pantone colours. If you only have a JPG or PNG, we'll redraw the logo in vector format — this takes roughly one business day.
Can you assemble the kits into the bags?
Yes, we carry out kitting at our facility at Kandavas iela 29A — placing the notebook, pen, programme and sponsor materials inside the bag. The service costs approximately 0.25–0.50 EUR per kit, depending on the number of items.
Are there more sustainable options?
Yes — GRS-certified recycled-material conference bags, RPET models, jute bags and recycled-paper notebooks. It also helps in practice to hand out kits only to delegates who select one at registration.
Can I order just part of the kit?
Yes. Many clients order only bags and badge cards, while choosing pens and notebooks separately from the promotional products section to fit their budget.
