Walk past the hotel bins on the last day of any big conference and you’ll see the same thing: leaflets, cheap pens and novelty items, all carrying a logo someone paid to print. The items that survive the trip home are the useful ones.
Dubai’s event season is busy right now, with shows like Big 5 Global at Dubai World Trade Centre from 23 to 26 November. If you’re hosting a conference or sponsoring a session, here’s how we’d plan the gifts.
Start with three questions
- Will they use it after the event? If it only makes sense on the day, it won’t last.
- Will it fit in a suitcase? Dubai events draw overseas visitors, and anything heavy, bulky or fragile often gets left behind.
- Will your name stay visible? A logo on a notebook or bag is seen every time it comes out. A logo on a wrapper is seen once.
If an item fails two of these, skip it and put the money into something better.
Give each group the right gift
Most organisers need two or three tiers. Giving everyone the same item either overspends on delegates or underwhelms your speakers.
Delegates: practical and easy to carry
Everyone should get the same simple set at registration. A conference kit usually includes a badge, lanyard, notebook, pen, programme and bag, handed over in one go. If you want to add one extra item, make it something people will reach for on the day, such as a power bank or charging cable.
Speakers and VIPs: personal and well presented
This is where the budget should go. An event gift set might combine a PU notebook, an executive pen and a wireless charger in a custom gift box. Add the person’s name and a short printed thank-you card, and it feels chosen rather than bulk-ordered. For keynote speakers or award moments on stage, consider crystal awards, but check they can travel home safely.
Sponsors and partners: a proper thank you
Sponsors paid for the event, so treat them like clients. A boxed conference gift set with a note from your CEO does more than another tote bag. Send it to their office after the event if they won’t want to carry it.
Your own team
Staff and volunteers often get forgotten. A well-made polo or cap for the event, and a thank-you card afterwards, costs little and is noticed.
The bag matters more than you think
The conference bag is the giveaway most likely to keep working after the event. A good one goes on to the airport, the gym and the supermarket with your logo on show.
- Non-woven totes suit large expos where numbers are high.
- Canvas or cotton totes suit mid-size events and feel more reusable.
- Laptop or document bags work well as a step up for senior delegates and speakers.
Keep sponsor logos together on one side, so the bag looks like something people would want to carry.
Giveaways for your exhibition stand
A stand has a different problem: you don’t know who will walk past. Keep a low-cost item on the counter for everyone, such as pens or keychains, and hold back something better for real conversations. A USB drive loaded with your company profile, or a branded mug posted after the show, gives a good lead a reason to remember you. For the stand itself, see our exhibition printing page.
What usually gets left behind
- Heavy or breakable items that overseas guests can’t pack easily.
- Anything printed with the event date, except items meant for the day. Put the year on the lanyard and badge, and keep it off the notebook.
- Logos that are too large. A smaller, neater logo gets used in public far more often.
- Too many small extras. Five forgettable items cost more than one good one.
Making the budget go further
- Set a budget per person, by tier. It makes decisions faster and makes quotes easy to compare.
- Sell lanyard sponsorship. Every delegate wears one in every photo, so it’s a popular sponsor package that can help cover the cost of lanyards and badges.
- Use one supplier for the whole kit. It keeps your branding consistent and saves you coordinating several vendors.
- Order a few extras. Late registrations and walk-ins always happen.
When to order
Work backwards from the day before your event, because that’s when you want everything at the venue. As a rough plan:
- Four weeks before: confirm guest numbers by tier, set the budget and send your logo as a vector file (AI, PDF or SVG).
- Three weeks before: choose items, get your quote and approve the proofs. Allow more time for gift boxes, personalised sets and anything imported.
- One week before: confirm final numbers, sponsor inserts and who will receive the delivery at the venue.
- The day before: kits arrive boxed and ready for registration. Send late names for badges as close to this as you can, and keep a few blank badges at the desk.
Every order is different, so we confirm the delivery date with your quote, before you approve anything. Left it late? Tell us the date anyway. Items like flyers, brochures and certificates can often be turned around quickly through our same day printing service, and mugs are usually ready in 1–2 days.
Packing and delivery
We can fill each bag and pack each set, then deliver them boxed and ready to hand out, so your team isn’t stuffing bags the night before. Delivery is free anywhere in Dubai, including hotels and event venues. We also deliver to the rest of the UAE, so ask about this if your event is outside Dubai, or if gifts need to go to individual addresses. It’s also worth checking your venue’s delivery rules early, as many have set times and access requirements during event build-up.
Frequently asked questions
What are good conference giveaways in Dubai?
Useful items that travel well: a reusable bag, a notebook and pen, a power bank or charging cable, and a branded bottle. Keep the premium sets for speakers and VIPs.
What should a delegate kit include?
Usually a badge, lanyard, notebook, pen, programme and bag, with room for sponsor inserts. We can assemble the kits so they are ready to hand out.
Can you add each guest’s name to a conference gift?
Yes. Names or personal messages can go on the items or on the printed card in each set.
Can you deliver conference gifts to the venue?
Yes. Delivery is free anywhere in Dubai, including hotels and event venues. We also deliver to the rest of the UAE, so ask about this when you request your quote.
How much do conference gifts cost?
It depends on the items, branding, packaging and quantity. Send your guest numbers and budget per person, and we reply with options and a clear quote.
Get a quote for your event
Send us your event date, guest numbers for each group and a rough budget per person, and we’ll suggest a mix that fits. Request a quote, or browse all our corporate gifts. Exhibiting as well? Read our exhibition printing guide and exhibition printing checklist. Planning for the end of the year too? See our year-end corporate gifts ideas.
