From directional signs and wayfinding signage to highlighting sponsors or key event activation areas, event signage plays a crucial role in shaping the attendee experience and amplifying branding and messaging at events. While it may not be the first thing on your to-do list, it’s usually the first thing attendees and sponsors notice. Great graphics can make attendees feel welcome from the moment they enter the host hotel or event city, while missing or unclear signage can derail even the most well-planned event before it has even begun.
That’s why your graphics vendor isn’t just fulfilling an order; they’re a key player in helping you pull off a smooth, successful event. Selecting the right signage and graphics partner is just as essential as choosing the perfect venue or AV provider for your event. Each decision plays a critical role in delivering a cohesive and successful attendee experience. In this blog, we’ll walk through some essential factors to consider when selecting a graphics partner.
Basics
When sourcing graphics, your first questions are usually: What do I need? How much will it cost? How fast can I get it? A reliable vendor should make these answers easy by being upfront about available material options, pricing, and production timelines. This type of out-of-the-gate transparency helps you and your team make informed decisions and get the ball rolling without any unnecessary back-and-forth.
Materials: Look for vendors who offer a range of materials. Ideally, this should be everything from budget-friendly disposable options to premium materials built to last. The more options you have at your disposal, the easier it is to find graphics that fit your budget and durability, reusability, or sustainability needs. Check to see which materials, if any, are backed up by a warranty for added security to your investment.
Pricing: Look for clear, upfront pricing that includes more than just the base cost of the product. Ask whether the vendor charges extra for setup fees, design proofs, revision rounds, or last-minute edits. These hidden fees can add up quickly, especially when juggling tight deadlines or tight budgets. Getting a full picture of the pricing structure upfront helps you stay within your price range and avoid any unwelcome budget-busting surprises when the invoice shows up.
Lead times: Timelines matter, especially when event details are constantly shifting. A dependable vendor should clearly communicate what’s realistically achievable within your schedule and be honest about what isn’t. If a sponsor is added late or the event timeline changes, can they expedite production? Do they offer rush options or flexible shipping methods to help you stay on track and ensure your deadline is hit? Flexibility and responsiveness from a vendor can make all the difference in planning crunch time.
Vendor Expertise
Finding a good graphics partner means selecting a vendor who understands more than just what looks good on a sign or banner. Vendors should know what’s allowed and what works best for your venue and goals, as well as helping pair you with the best versions of products to best suit your event’s and venue layout’s unique needs. Attention to these kinds of details separates a transactional vendor from a true event partner.
Knowledge: Are they familiar with local regulations, permit requirements, or venue-specific restrictions? Employing a proactive approach when selecting what type of graphics you’ll be using can save you from some last-minute headaches on-site. For example finding out your venue doesn’t allow foamcore or wall decals using adhesive and you would’ve been better off a cardboard substrate or static clings instead.
Compliance: Can they flag safety issues like blocking exits, using fire-retardant materials, or ensuring that outdoor signage is properly anchored to ensure no wind-related mishaps disrupt your event? Vendors should also be able to provide safety and material documentation on their products if prompted, in case your venue needs to vet particular visuals before giving them the green light.
Strategy: Look for your vendors who offer suggestions that truly align with your event goals, like recommending the ideal banner size for a keynote backdrop based on stage size, or adding QR codes to tabletop signage to boost engagement. The right partner doesn’t just take orders; they think strategically. Ask if they’re able to review floor plans and make tailored product recommendations or locate high-traffic areas for the biggest visual impact. For example, wayfinding or agenda signage you planned as a series of bulky retractables might work better as wall or floor decals that are lightweight, cost-effective, and more immersive for attendees. A vendor who’s both creative and collaborative can help transform your graphics from basic signage into a more interactive part of the event experience.
Resources: Having a partner who is well-versed not just in their product line, but also in what’s trending in the general event industry, can make all the difference when it comes to making a big impact with visuals at an event. Whether you’re trying to wow attendees with an immersive brand experience, boost sponsor visibility, or align your graphics with broader themes like sustainability or wellness, a knowledgeable vendor can bring fresh, informed ideas to the table. Check to see if they have resources like blog pages or vision and inspo boards as evidence they’re taking an active role in what's trending in the event world and can extend this knowledge to your event.
Creative Support & Revisions
Great signage starts with great design, but not every event team has an in-house designer on standby. Choosing a vendor who offers creative support can be a game-changer, especially when you're juggling a packed planning schedule. Whether you need help catching design errors, matching your brand’s unique PMS color, resizing files, or enhancing your layout for large-scale prints, having a partner who doesn’t require fully print-ready art can save you valuable design time, and that’s time you can reinvest in other, more pressing, parts of your planning.
Design Assistance: Look for vendors equipped to offer assistance on basic design elements like resizing, positioning, and layout adjustments to ensure your graphics look polished at scale. From small tweaks and finishing touches on print-ready files to full-scale design work using assets or directions you provide, this extra layer of design support helps your visuals stay clean, legible, and on-brand.
Proofing: Approving digital proofs before anything goes to print gives you a chance to catch typos, color issues, or layout misalignments. Prioritizing vendors who incorporate proofs as part of their standard procedure (especially those who don’t charge for the service) helps you avoid costly reprints and last-minute surprises.
Revisions: Work directly with a team that welcomes your feedback and is willing to collaborate on the design until it’s just right. It’s always a good idea to ask upfront if revisions are included and whether there are any fees for making tweaks before things head to print.
Issue Resolution
Event planners know better than anyone that even the most carefully executed plans can sometimes run into issues. Whether it’s signage that arrives damaged or doesn’t arrive at all, accidents can happen, especially with so many moving parts and partners involved, from shipping carriers to hotel staff doing their best to keep things running smoothly. In these moments, what matters most is having a responsive vendor who doesn’t just react, but jumps in with proactive, creative solutions to help you course-correct quickly. The right partner won’t leave you scrambling, they’ll be right there with you, finding a fix.
Responsive Communication: Vendors who stay calm, flexible, and focused, especially when things go sideways, help you do the same. When you’re dealing with tight timelines, a vendor who answers quickly, whether it’s by phone, email, or text, can be the difference between a small hiccup and a full-blown crisis. Look for vendors who are easy to reach, hold flexible hours, and are quick to update you on next steps.
Proactive Problem Solving: Events move fast, and so do the best partners. A great vendor doesn’t wait to be asked; they jump in with ideas, workarounds, and solutions before you even have to ask. From reprinting graphics locally to coordinating with carriers to locate and deliver missing and delayed packages, they’re thinking ahead to get things back on track fast.
Reliable Recovery: So you found a vendor who is quick to respond to issues and great at coming up with solutions, but how reliable is the follow-through? Can they reprint signage quickly? Will they coordinate with local partners to get graphics produced on-site if needed? How do they handle shipping mishaps, especially when the carrier is at fault? Look for a vendor who’s not just responsive, but resourceful and ready to put in the work when it comes to problem-solving.
Reputation & Reliability
A vendor might check all the boxes on paper, but real-world performance is what truly sets them apart. The best partners are consistently dependable, no matter the size of the job or the complexity of the request. Here's how to dig a little deeper and find out who you’re really working with:
Reviews: In today’s digital age, it’s never been easier to see what others are saying about prospective vendors. Browse reviews on Google, Yelp, or industry-specific platforms. Look for common threads in the feedback, like praise for clear communication, fast turnarounds, or helpful troubleshooting. Patterns speak louder than isolated comments and are a great way to find a partner whose strengths consistently align with what matters most to your brand.
Referrals: As important as digital reviews are, word-of-mouth still matters! A referral from a fellow planner or vendor is a strong endorsement, but don’t stop there. Ask about specific experiences, especially during challenging moments. How did the vendor respond when things didn’t go as planned? Don’t forget to check out digital referral sources like industry association newsletters, planner forums, or relevant LinkedIn groups. These referrals can offer real-time insights and trusted recommendations from peers who’ve been in your shoes.
Consistency: Consistency shouldn’t just be limited to customer service best practices. A great vendor doesn’t just shine on big, high-visibility, or high-budget jobs, they bring the same energy and care to smaller orders and tight-deadline requests. If you’ve used your vendor previously, take note of how your second and even third or fourth orders go. Do they bring the attention to detail to your single podium sign job as they did to your big annual tradeshow booth project? Consistency across projects is a key marker of true reliability.
Logistics & Location
Where your vendor is located doesn’t just affect shipping costs, it can actually shape your entire experience, especially when deadlines are tight or unexpected needs arise. Sometimes, paying a little more for a vendor who’s geographically closer can pay off big in peace of mind, flexibility, and fast solutions.
Proximity & Responsiveness: A vendor located near your event venue might offer advantages like reduced shipping costs, faster transit times, or quicker turnaround on last-minute changes. In some situations, they may even be able to assist with hand-delivery or on-site support during setup. That said, a well-coordinated vendor (regardless of location) can often provide creative solutions to meet tight timelines and evolving needs.
On-Site Support: For larger graphics, exhibits, or outdoor installs, it’s worth asking if your vendor offers installation services or has trusted local partners. Whether it’s a team familiar with your venue, willingness to coordinate with your venue’s own installation team, or taking installation into account during the product selection process to mitigate much of the installation overhead (like using decals instead of modular fabric displays to achieve the same visual effect), having setup support can streamline logistics and reduce the risk of delays.
Cost vs. Convenience: Sometimes, the lower upfront shipping costs of a local vendor come with trade-offs, like longer lead times or steeper rush production fees. Other times, a more familiar or responsive partner might be worth a slightly higher cost if they consistently deliver under pressure, regardless of the distance to the venue. The best choice balances value with reliability, and that balance may look different depending on your event’s timeline and complexity.
Value Alignment
If your event has sustainability goals, a good vendor can be your biggest ally in helping you reach them! Even seemingly small design choices can have a big environmental impact when scaled across an entire event. Choosing a partner who understands this and offers options to match your brand’s values helps to ensure your signage strategy supports your values and your brand.
Sustainable Material Options: Just as a good vendor will have options for reusable or disposable graphics, they’ll have eco-friendly alternatives to traditional event staples as well. Ask about recyclable, biodegradable, PVC-free materials and substrates made from post-consumer waste that can reduce your footprint without sacrificing your visual impact. Environmentally responsible printing goes beyond signage materials, too! Look for vendors who use water-based or UV-curable inks that meet third-party certifications like Greenguard Inks, which help ensure safer indoor air quality and lower emissions.
Reusable Signage Systems: While eco-friendly materials are great for reducing your event’s overall footprint, graphics you can reuse across multiple events are even better. Does your vendor offer solutions like interchangeable graphics, modular displays, or magnetic overlays to help you extend the versatility and, by extension, the lifespan of your signage? Reusable solutions reduce waste and often can save money long-term by letting you refresh messaging without replacing the hardware every time.
Let's Get Printing!
Choosing the right graphics vendor is about more than who can print your signs the fastest, it’s about finding a reliable, knowledgeable partner who is just as invested in the success of your event as you are. By asking the right questions up front, you can avoid last-minute stress and ensure your signage arrives on time and ready to make an eye-catching impact. We've also created a convenient checklist for you to help streamline the selection process that you can download here! Vendors who check these boxes—clear communication, flexibility, product knowledge, and aligned values—tend to have staying power in the industry (did we mention we’ve been serving planners for over 30 years?). From materials to messaging, the right vendor helps you bring your vision to life, not just as a printer, but as a partner!