The live printing event checklist

Six weeks out (expos and travel dates) / three weeks out (local)

• Lock the date and get the quote confirmed — December and expo season book earliest
• Pick the station format for your event type — press, hat bar, embroidery, or a combination
• Convention center? Start power orders and load-in windows now, not later
• Out of region? Confirm the travel date so the flat fee and lodging get planned once

Two weeks out

• Approve the art menu — four to six designs is the sweet spot; more slows the line
• Confirm garment lineup and sizes; blanks get ordered against your headcount
• Send the venue contact — we handle the insurance certificate and power questions directly
• Decide on personalization (names, numbers, monograms) so files are prepped, not improvised

One week out

• Walk the placement: near the flow, not in it — lobby edges, bar-adjacent corners, booth front-thirds all work
• Confirm the dedicated 20-amp circuit (or generator drop for outdoor sites)
• Share the run-of-show; if there's a big moment, we'll schedule a print drop around it

Day of

• Crew arrives 60–90 minutes before doors; someone points at the spot and that's your whole job
• First test prints come off before guests arrive — you approve piece one
• During the event: nothing. The station is staffed; enjoy your own party
• Teardown is on us; leftover blanks are counted and handled per your preference