01 · Event guide
Decide what happens after the handout
A conference bottle carried all day, a wedding gift placed at a table and a staff-event giveaway have different requirements. Describe the recipient’s journey: where they receive it, whether they will refill it at the venue and how they will carry it home. Choose packaging and capacity around that journey.
02 · Event guide
Set the deadline before choosing customisation
Separate the event date from the date stock must arrive for inspection, packing and distribution. Ask the supplier to confirm sample approval, artwork approval, production and delivery milestones for the exact order. Keep a simpler alternative in the brief if custom work cannot meet the schedule. Do not assume an advertised production time includes transport or your own approval delays.
03 · Event guide
Approve the complete design
Supply the logo in the format requested by the supplier and specify the print area, orientation, colours and any individual names. Check a proof at the intended size, including small lettering and dates. Confirm whether the proof is digital or a physical production sample and what differences may remain. Assign one person to approve the final version so conflicting feedback does not reach production.
04 · Event guide
Build the budget around a handed-out bottle
Budget for the bottle, decoration, setup, packaging, delivery and any preparation at the venue. Compare quotes using the same scope. A lower bottle price can be offset by separate gift boxes, individual name sorting or urgent delivery. Request an itemised quotation and record which costs change if the quantity or artwork changes.
05 · Event guide
Plan quantities and distribution
Use confirmed recipients as the starting point, then separately count crew, speakers, sponsors and an agreed contingency. For example, 300 delegates plus 20 crew and 10 spare units gives 330 bottles. This is a planning example, not a standard allowance. Personalised items need an approved name list and a packing order that matches the registration or seating plan.
06 · Event guide
Check the order before event day
On arrival, check the quantity, bottle model, logo placement, names and packaging against the approved order. Inspect representative units and follow the agreed process for faults. Keep the delivery record and photographs. Store stock where the venue team can access it, and nominate the person responsible for shortages before guests arrive.
07 · Event guide
Choose a design people can keep using
Consider whether a discreet logo or a reusable design is more useful than a large date-specific print. If the bottle is intended for use during the event, confirm venue refill arrangements and communicate care instructions. Ask about a plain-stock fallback for late additions. For print and engraving options, continue to the custom bottle guide.
Turn your brief into a quote
Share your quantity, specification, delivery location and required date. We provide sourcing help; availability, pricing and timing need confirmation for your order.