Virtual Event Fulfillment – Delivering the Perfect Swag Bag

Dec 2, 2020

It seems like almost every industry has shifted to accommodate online events. From zoom meetings to webinars, remote learning and business or marketing video conferencing, the pandemic has made us all become a bit more flexible when it comes to finding ways to present to big crowds from a distance. Putting together all types of events – large and small – whether in person or virtually, means a lot of blood, sweat, and maybe even some tears went into the planning. Starting with the big stuff like where and how, all the way down to the tiniest details, marketers and event coordinators and planners put a lot of hard work into creating the perfect experience for everyone involved. One of those details, and one that may be more impactful than some think in these unprecedented times, are the member gifts or welcome packages – the “swag bags” – your event gives to presenters and attendees.

Putting these packages together and sourcing all the items that go in them can be time consuming, and without the right networking and resources, can be costly. The good news is that by utilizing a service like ProList’s fulfillment division, virtual event fulfillment for your business or organization can be relatively easy and painless.

What is Event Swag? Creating the Most Impactful Experience

As is the case with any seminar, conference, or event where a few dozen to hundreds or even thousands of attendees congregate to learn and network, you’re going to need a plethora of event handouts, brochures, informational material, sponsor materials and probably much more. Because of this, it’s common for attendees to receive swag bags

with these items, plus other takeaways like branded promotional items and gifts, too. These items can be personalized or generic, and usually relate in some way to the messaging of the conference or organizing entity. Examples include pens, notebooks, keychains, USB drives, webcam covers, hand sanitizer and pretty much any other helpful and useful items that the organizers can brainstorm and come up with! These items are fabulous take-aways, that reinforce your brand, your event, and leave a resonating impact with anyone who attended.

Just because your event is virtual doesn’t mean you can’t have a real event swag bag delivered! Putting together a welcome kit that reinforces your brand image and leaves your guests and speakers feeling great is easy when your fulfillment options are all under one roof.

But do you really need swag bags for your attendees? Is the cost worth it? Is there an ROI on handing out gift bags full of goodies to people who have signed up for your virtual event? The short answer is yes; the data doesn’t lie.

Here are just a few of the benefits of sending out virtual event swag bags to the people attending your virtual event:

• Brand recognition – That’s right, brand recognition and awareness might just be the #1 reason to hand out event swag. For a reasonable cost, and by handing out useful and unique items to your guests, you’re cementing relationships and resonating with potential new customers, members, conference attendees, sponsors and more. It also gives your business, organization or event team the opportunity to select items that really define your brand and mission or cause, and that can help create long-lasting impressions on your target audience.
• Reciprocity – Handing out event swag can initiate what researchers call the reciprocity effect; a psychological social occurrence where attendees feel compelled to reciprocate in-kind to your gifts. By including functional, practical gifts in your event kits, guests can be inspired to become organic ambassadors. Word-of-mouth referrals are oftentimes the best leads and the most impactful marketing strategy to focus on.
• Targeted audiences – Sending out the same package to everyone may work for some, but utilizing a fulfillment service to package your swag kits means you can use your audience data to refine and target their industry, expertise, and skills to generate a truly personal experience. Getting to know your target audience and catering to their desires in the form of small virtual event swag bags can further your impact on what they already think of your brand.
• Sponsor awareness – Swag bags are a great way to give your sponsors the opportunity to get their brand in front of your attendees as well. By giving them the opportunity to contribute, you’re helping cement their brand into the minds of like-minded industry professionals, too.

Virtual Event Fulfillment – Everything Your Business Needs to Create Swag Bags, All in One Place

If you’ve decided you want to give your guests a swag kit decked out with functional fun items in conjunction with your print materials, you’re in luck. ProList’s virtual event fulfillment options make putting together the perfect welcome gift easy.

A good event kit fulfillment service should provide your business with the following:

• High-quality print material – Even if your event isn’t handing out swag bags, print material may be a necessity for your event. Mailing a printed welcome kit to attendees can assist your organization in creating a meaningful and impactful “value component” to your virtual effort. This could include pamphlets, brochures, informational packets, letters, and any other necessities required for your event to run without a hitch.
• Swag – Not sure what to include in your swag bags? ProList can help with that too. Sourcing the perfect product, branded or personalized, means we’ll find you pricing that meets your budget on items and products that really represent your brand and mission.
• Packaging – Some events send out the same unified package to everyone; however, if you would like to jazz it up with custom packaging that’s certainly an option. Or differentiate it between various groups – presenters, speakers, sponsors, and attendees etc. because each may require different kits based on your vision. If your business requires flexibility and a fully-customized personalization, entrusting your kits with a full service fulfillment warehouse means the entire package is under one roof. That also means creative packaging can be an option, based on your needs and wants.

Through a fulfillment center, sourcing products and swag for your welcome kits is easy. We’ll source a product that fits your budget, and brand or personalize it to really create an impactful bag of swag that resonates with your attendees.

• Shipping – In a world where conferences and big events are done in person, shipping and assembly might have been a bit be easier for event planners. Now, however, with virtual events taking precedence over in-person conferences, it’s important to know your welcome kits are in the hands of people who’ll construct them and get them delivered to anyone, anywhere, with your brand’s professionalism in mind.

If you’re planning a virtual event, and your business is ready to elevate your guest experience to the next level, enlisting in kit fulfilment services from ProList will be a game changer. Let our experienced staff help coordinate the perfect swag bag for you, to help make your conference or event even more memorable. Give us a call at 1-888-PROLIST, or head to our website to see how we can help.