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Hosting a Community Event? Here’s Your Print Checklist

  • Glenn Pollack
  • May 12
  • 2 min read
Community event setup in park with signs saying "Volunteers Needed," "Community Event," and "Sign Up Here." Donation box on table.

Pulling off a successful community event takes more than great ideas and a good turnout—it takes clear communication, thoughtful planning, and the right printed materials. Whether you're organizing a town festival, a nonprofit fundraiser, or a local chamber mixer, custom print solutions help everything come together smoothly. From early promotion to event-day signage and post-event follow-up, this checklist covers what you need to get it done right.


Before the Event: Get the Word Out and Stay Organized

Building excitement and ensuring people show up starts with early outreach. These print materials help get the word out and keep planning on track:

  • Flyers and Posters: Eye-catching designs placed in local shops, schools, libraries, and rec centers build awareness fast.

  • Postcards and Mailers: Send personalized invitations or reminders to homes and businesses in your area.

  • Event Tickets: Printed tickets keep things organized and add a touch of professionalism.

  • Sponsor Signage: Give sponsors early recognition by printing banners, inserts, or signage featuring their logos.

  • Registration Forms: Use printed forms for vendors, volunteers, or participants to streamline sign-ups.


During the Event: Keep It Clear and Cohesive

Once the big day arrives, the right signage and materials make all the difference for guests, vendors, and volunteers. Here’s what to have on hand:

  • Banners: Make a great first impression with welcome banners and signs for entrances, main stages, or feature areas.

  • Directional Yard Signs: Guide guests to parking, restrooms, food areas, or key attractions.

  • Booth & Table Signage: Help vendors and partners stand out with custom signs, table runners, and name plates.

  • Name Tags and Badges: Easily identify staff, volunteers, speakers, and VIP guests.

  • Event Programs or Schedules: Keep attendees informed with printed handouts that map out activities and timings.

  • Raffle Tickets or Game Cards: Add excitement and support fundraising with fun printed materials.

  • Menus & Price Sheets: Make food service and shopping quick and easy with clear, attractive displays.


After the Event: Say Thanks and Keep the Momentum Going

Your job isn't done when the crowd clears. Keep connections strong and show appreciation with these follow-up print pieces:

  • Thank You Cards: A handwritten or printed note goes a long way in showing gratitude to sponsors, vendors, and volunteers.

  • Certificates of Appreciation: Frame-worthy and thoughtful, these are perfect for recognizing outstanding supporters.

  • Follow-Up Mailers: Let attendees know how things went, share photos or results, and invite them to future events.


Contact PGS Printing & Graphics

Great events leave lasting impressions, and the right print materials make it all possible. From pre-event marketing to on-site signage and everything in between, PGS Printing & Graphics works with municipalities, nonprofits, and local businesses across the New York metro area to bring events to life.


Call 516-599-0400 or email sales@pollack.com to get started. You can also request a quote or explore our full range of services on our contact page.

 
 
 

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