conference materials: last minute doesn’t have to mean second rate

Ken Smale

Business Development Director

conference materials: last minute doesn’t have to mean second rate

Is your organisation gearing up for its annual conference? While some of you may be looking forward to putting your feet up on a sunlit beach, others are busy making plans for their annual gathering of staff and stakeholders. Autumn is traditionally the time when organisations choose to do this.


As technology makes remote and mobile working a reality, enabling even small businesses to work internationally and globally, the annual conference takes on an even more important role within an organisation. While tools like VOIP and video conferencing offer a cost-effective solution for day-to-day communications, when it comes to building relationships, sharing ideas and knowledge, no technology can ever be as effective as getting people together in the same physical space.

With Oxford at the centre of the academic world, and the Thames Valley home to hundreds of businesses at the leading-edge of science and technology, it’s not surprising that here at Holywell, we’re used to being called on to support a wide range of meetings and conferences. We work directly with clients, as well as with professional conference and event organisers, delivering all the printed collateral an event may call for.

It’s never too late to look great

At Holywell we appreciate that the nature of conferences means that many details are not finalised until very late in the day – possibly even just hours before the event starts.

  • Delegates may drop out or be added in at the last moment making it impossible to produce badges, personalised itineraries, welcome packs or seating plans until guests are practically en-route.
  • Speakers can be finalising material just hours ahead of presenting, giving organisers precious little time to create high-quality handouts for delegates.

These are typical challenges, which might, on the face of it, leave no option but to produce inferior material at the last minute. Not, though, if Holywell has anything to do with it. Using our digital press and finishing facilities, we can produce professional-quality delegate materials right up to the very last moment.

One partner – all your conference print

Organising any conference will consume time, energy and budget, and much of this will be down to having to coordinate a wide range of suppliers. Working with Holywell gives you a single point of contact for many of your conference needs, saving you time and money.

Design and artwork
From a conference logo to table menus and everything in between, our creative studio can design all the collateral you need for your event. By combining creative and production processes under one roof and working closely together, you’reassured of the best value and highest quality.

Virus Bulletin 2019 conference logo

Print and production
A conference will call for a wide range of printed materials – often requiring different printing techniques and finishes. We can co-ordinate all elements to ensure complete consistency and reliable quality throughout.

New York Review of Books Foundation - Inequality, Immigration and the Politics of Populism

Typical print requirements we’re frequently asked to provide include:

  • Pre-event promotional communications and invitations
  • Event programmes
  • Conference proceedings/delegate packs
  • Set graphics
  • Signage
  • Delegate badges
  • Lanyards
  • Table plans
  • Menus
  • Gifts / giveaways, including:
    • T-shirts
    • Pens
    • Bags
    • Mugs

Middle East Centre 60 Years Conference Bags

If you’re planning a conference and want to find out more about how we can support you, please call 01865 242098 or contact us using the button below.

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