Three audiences, three kits
Most event merchandise goes wrong because one kit is expected to serve everyone. Plan three: an attendee kit that is cheap, useful and easy to hand over at registration; a speaker and VIP gift that is premium and personal; and staff and volunteer wear that identifies your team on the day.
| Audience | Typical kit | Per head | Notes |
|---|---|---|---|
| Attendees | Tote or jute bag, notebook, pen, bottle or sipper, lanyard | ₹150–500 | One kit per registered attendee + 10% |
| Speakers and VIPs | Boxed gift: engraved pen, leather journal, insulated bottle, wireless charger or speaker | ₹1,000–3,000 | Personalised with the name; handed over, not left on a chair |
| Staff and volunteers | Polo or t-shirt in the event colour, cap, ID lanyard | ₹300–700 | Size list needed 3 weeks before the event |
How many to order
- Attendee kits: registered count plus 10% for walk-ins, press and last-minute additions; round up to the next bulk tier if you are close (250 or 500), the unit price drops.
- Speaker gifts: confirmed speakers plus five spares for panel changes.
- Staff wear: two per person for a two-day event (people sweat, spill and swap shifts).
- Leftover attendee kits become onboarding-kit fillers or the next event's stock, so over-ordering by 10% is cheaper than running out.
The T-minus timeline
If the event is inside four weeks, order unbranded stock items now and brand only the bag or the t-shirt; a printed bag makes a kit look branded even when the items inside are plain.
| When | What |
|---|---|
| T-6 weeks | Lock the event logo, colours and the three kit lists; request quotes |
| T-5 weeks | Confirm the order; share artwork (vector logo, Pantone codes) and staff size split |
| T-4 weeks | Approve digital proofs (sent within 24 hours of order confirmation) |
| T-4 to T-2 weeks | Production and branding: 7–14 working days |
| T-1 week | Delivery to the venue or your office; count and check one carton of each item |
| T-2 days | Pack attendee kits; separate speaker gifts with name tags |
What works in an attendee kit
- A bag with a large print area — jute or canvas totes are the workhorse; a drawstring bag for sports and CSR events.
- A notebook and pen: used during the event, taken home after.
- A bottle or sipper: reduces plastic-bottle waste at the venue and is the item people keep.
- One thing specific to the event: a lanyard in the event colour, a printed agenda card, a sticker sheet.
- Skip the fifth item. A smaller, better kit beats a stuffed one.
Artwork and branding notes
- Send logos as vector files (AI, EPS, SVG or PDF); a JPEG screenshot prints blurry at bag size.
- One- or two-colour screen printing is cheapest on bags and t-shirts; full-colour digital print for gradients and photos.
- Event logos date quickly: put the year on the bag if you want it used only this year, leave it off if you want it carried next year.
- Logo application on Zyftt is ₹50 per piece, added at checkout; the digital proof shows placement and size before anything is printed.
Budget benchmark for a 300-person conference
| Line | Calculation | Amount |
|---|---|---|
| Attendee kits | 330 × ₹350 | ₹1,15,500 |
| Speaker gifts | 20 × ₹1,800 | ₹36,000 |
| Staff polos and caps | 30 × 2 × ₹450 | ₹27,000 |
| Logo application | included in the per-piece prices above | — |
| All-in | ≈ ₹1,78,500 (≈ ₹595 per attendee) |
Frequently asked questions
What is the minimum order for event merchandise?+
25 pieces per product on Zyftt; event orders usually sit well above that, and bulk tiers at 100, 250, 500 and 1,000 pieces reduce the unit price.
How early should we order conference kits?+
Five to six weeks before the event is comfortable: 24 hours for the proof, 7–14 working days for production, a week for delivery and packing.
Can kits be assembled for us?+
Yes — per-attendee kitting (bag packed with the items) is quoted on request through the enquiry form.
Can you deliver directly to the venue?+
Yes, pan-India. Standard delivery to one address is free; give the venue's receiving hours and a contact name with the order.
Shop the picks
MOQ 25 · Digital proof in 24 hours · GST invoice · Pan-India delivery