The short answer to how early to order printing for an event is earlier than you think. The longer answer is that it depends less on the calendar and more on the order you tackle things in, and on how quickly your side of the job moves.
Rather than a one-size-fits-all countdown, here is the order we suggest, plus the habits that keep a job moving when you are working to a date. Each product page shows an estimated turnaround based on our production lead times. Use those to plan backwards from your event, and allow extra time for design and proof rounds.
How early to order printing: work back from the event
Start with the event date and count backwards, not forwards from today. For each item, add up three things:
Design time, if the artwork is not ready.
At least one round of proof changes.
The estimated turnaround shown on the product page, plus pickup or delivery.
The items with the most design work and the most people involved go first. That usually lands in the order below.
Rule of thumb: if you are not sure when to order, order now. Every bit of extra lead time gives you more room for proofing, revisions and getting it to the venue.
First: large format signs and banners
Banners, large corflute boards, pull-up banners and anything that needs design work go at the top of the list. They need time for design, proofing, revisions and production. If you are ordering fabric banners or anything with custom finishing, start earlier again.
Measure where each sign or banner will go before you brief it. Our guide on what size sign or banner you need helps.
Next: apparel and merchandise
Event tees, volunteer shirts and crew gear need sizes collected, artwork finalised and production time. Collecting sizes alone takes longer than anyone expects, because people are slow to reply. Order a few spares in the common sizes for late additions; our guide on how many shirts to order for a team covers the numbers.
Quick tip: set a firm cut-off for shirt sizes and send one reminder. Anyone who misses it gets a spare from the common sizes. That single rule stops the whole apparel order from stalling.
Then: programs, flyers and small print
Programs, flyers, postcards, business cards and stickers. Small-format print is usually quicker to make, but you still want room for proofing and for the inevitable changes to times, names or sponsor logos. Do not leave it until the final stretch.
After that: small signs and the finishing touches
Corflute directional signs, table numbers, counter displays and QR code stands are simple to make but often the last things people think of. Get them ordered while there is still a comfortable buffer.
What happens if we order at the last minute?
Anything ordered close to the event limits your options: fewer materials and finishes to choose from, less room for design and proof rounds, and a bigger chance something gets missed. If you are short on time, keep late additions simple.
The simplest jobs, when the artwork is print ready, are things like:
Corflute signs from finished artwork.
A standard vinyl banner with eyelets.
Cut vinyl lettering in one colour, when you know the text, colour and size.
Die-cut stickers in a small run.
Window decals, as long as you have sent the exact glass sizes.
Jobs that need a little more time include anything that needs design, business cards (the proof round is usually where the time goes), and apparel, which depends on quantity, garment availability and whether sizes are sorted.
How do we keep a print job moving?
The biggest delay on most jobs is not production. It is proofing and revisions. If your files are ready and you approve the proof promptly, you take the biggest delay out of it. A few habits help:
Send print-ready files (a PDF with bleed, or vector logos) rather than screenshots. See how to prepare files for printing.
Include sizes, quantities and the date you need it by in your first message.
Have one person approve proofs, not a committee.
Check the estimated turnaround on each product page before you commit to a date.
Before you order: for anything that goes on a wall or window, measure it yourself and send the width and height in millimetres with a photo. A missing size is the most common reason a simple job stalls.
Common questions
How early should we order printing for an event?
As early as you can. Work back from the event date, allowing for design, at least one proof round and the estimated turnaround shown on each product page. Large signs, banners and apparel go first.
What is the quickest thing to order close to an event?
Simple jobs from print-ready artwork, like corflute signs, a standard vinyl banner, one-colour cut lettering or small sticker runs. Anything that needs design takes longer.
Why do print jobs get delayed?
Usually because of proofing and revisions, missing sizes or files that are not print ready. Having one person approve proofs quickly helps most.
Can you tell us if our date is realistic?
Yes. Send your files and your date, or email info@bendigographics.com, and we will tell you honestly whether it is achievable and what to simplify if it is tight.
Planning an event?
Write down your event date, where each sign will go (with measurements), how many of each item you need and who signs off proofs. Then see what works for markets, festivals and fundraisers on our signs and banners page, where every product is priced live with its estimated turnaround. Our realistic printing timeline has more on what affects lead times.
