Anyone whose been to a professional conference has probably received a conference bag and registration packet full of advertising and promotional goodies, not even thinking about who packed those hundreds — or thousands — of bags and packets. Packing conference bags and registration packets can be a time-consuming task. Laying out a game plan and being organized ahead of time will help you get your materials ready for your conference and make the packing process easier.
Prepare a list of items going in your conference bag and registration packets three months before your event. Items to include in the conference bag are participant name tags, promotional items from your company, such as mugs with your company logo on them, and materials that your sponsors provide. Registration packets should include the participant's schedule, speaker biographies and conference program. Begin to collect these items and organize them in an area where you'll pack them.
Order promotional items about two months before the conference. Contact print shops in your area to see what kind of deals are available. Contact sponsors to solicit contributions to include in the conference bag.
Organize a bag-stuffing party three weeks before conference. Place the bags on a table, where the packer will grab one and walk down an assembly line of the items, placing them in the bag.
Repeat step three using the materials for the registration packets. Place a stack of two-pocket folders on a table for the packer to pick up. Lay all the items that will be placed in the folder (See Things You'll Need section) out on a long table. The packer walks down the assembly line placing the items in the registration packet.