How Many Giveaways to Order for a Trade Show & Where to Buy: The Bulk Buyer’s Guide

You’ve booked your booth. You’ve designed your display. Now comes the question that keeps trade show first-timers up at night: how many giveaways should you actually order? Order too few, and you’ll run out by lunch on day one. Order too many, and you’re stuck storing boxes of branded stress balls in your office closet for the next three years.

At Custom Ink, we’ve helped thousands of businesses prepare for trade shows, conferences, and expos over the years, and we’ve handled it all. Calculating the right quantity isn’t complicated once you understand the math. And finding a reliable source for bulk promotional items is easier than you might think.

This guide will walk you through exactly how many giveaways to order, what to budget, and how to buy affordable trade show swag that actually makes an impression. Once you’ve got a handle on the parameters, download our free trade show giveaway calculator to determine exactly what you need and how much it will cost.

In This Article

• The Trade Show Giveaway Quantity Calculator
• Budget Planning for Bulk Promotional Items
• Which Promotional Items Should Be Bought in Bulk
• Where to Buy Promotional Items in Bulk
• Popular Bulk Giveaways for Trade Shows
• How to Order Bulk Trade Show Swag
• Frequently Asked Questions

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The Trade Show Giveaway Quantity Calculator

The anxiety around ordering the right quantity is real. We hear it from customers all the time: “What if I order 500 and only 100 people stop by? What if I order 200 and run out in two hours?” The solution is a simple formula that takes the guesswork out of the equation.

The Basic Formula

Start with the total number of expected attendees at the trade show. This number is usually published by the event organizer, or you can ask directly. According to research from the Center for Exhibition Industry Research (CEIR), approximately 16-20% of attendees will show interest in any given exhibitor’s booth. For a conservative estimate, plan for about 15-20% of total attendees to visit your booth.

For a show with 2,000 attendees, that means roughly 300-400 people could reasonably stop by your booth. But not everyone who walks past will engage deeply enough to warrant a giveaway. A more targeted approach accounts for three tiers of engagement:

• Casual passersby (60-70% of booth visitors): These folks grab a quick giveaway and keep moving. Low-cost items like pens, stickers, or candy work perfectly here.
• Interested prospects (20-30% of booth visitors): They stop for a conversation, take your brochure, and might scan their badge. Mid-tier items like can coolers or tote bags reward their engagement.
• Qualified leads (5-10% of booth visitors): These are the gold. They schedule demos, exchange business cards, and show real buying intent. Premium items like quality custom t-shirts or tech accessories make sense here.

Running the Numbers: A Real Example for Buying Giveaways in Bulk

Consider a regional industry conference with 1,500 attendees. Using our formula:

1. Estimate booth visitors: 1,500 × 20% = 300 visitors
2. Add a buffer (15%): 300 × 1.15 = 345 potential giveaways needed
3. Break down by tier:
   • Low-cost giveaways: 345 × 65% = ~225 items (pens, mints, stickers)
   • Mid-tier giveaways: 345 × 25% = ~85 items (koozies, bags)
   • Premium giveaways: 345 × 10% = ~35 items (t-shirts, power banks)

This tiered approach means you’re not handing a $15 t-shirt to someone who glanced at your booth for two seconds, but you do have something special for the prospect who spent 20 minutes in a serious conversation with your sales team. (Download our free trade show giveaway calculator)

• Pro tip: Add 10-15% extra to your estimates for post-show follow-ups. Mailing a branded item with a thank-you note keeps your company top of mind after the event ends.
• Budget tip: If you’re attending multiple shows in a year, order higher quantities upfront. The per-unit cost drops significantly with larger orders, and most promotional items don’t expire.
• Don’t forget: Factor in items for your own staff. Your team of five needs shirts too, and having extras on hand for last-minute additions or replacements saves stress.

“Annual academic mini-conference that’s organized entirely by an interdisciplinary group of graduate students from UC Berkeley and Stanford. These can-coolers kept our beverages cold and our hands warm while also sparking conversation and excitement about Microbiology during the post-symposium rooftop reception!”

— Christopher Gee, Microbiology Student Group

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Budget Planning for Bulk Promotional Items

Understanding costs upfront prevents sticker shock and helps you allocate your trade show budget wisely. The average cost of trade show displays and swag varies widely depending on your goals, but we can break down what to expect at each price tier.

Cost Per Item by Category

Promotional product pricing depends on the item type, customization complexity, and order quantity. According to the Advertising Specialty Institute (ASI), promotional products deliver one of the lowest costs per impression of any advertising medium, often as low as 1/10 of a cent per impression. That’s because recipients keep useful items for months or even years, generating ongoing brand exposure.

• Budget tier ($0.50-$2 per item): Pens, stickers, buttons, mints, and small magnets. Perfect for high-volume giveaways where you need hundreds of items.
• Mid-range tier ($2-$8 per item): Can coolers, tote bags, sunglasses, basic drinkware, and lanyards. These offer good perceived value without breaking the budget.
• Premium tier ($8-$25+ per item): Custom t-shirts, quality water bottles, power banks, Bluetooth speakers, and premium bags. Reserve these for qualified leads and VIP contacts.

Sample Budget Breakdown

For a booth expecting 400 visitors using the tiered approach:

• 260 budget items at $1.00 each = $260
• 100 mid-tier items at $4.00 each = $400
• 40 premium items at $18.00 each = $720
• Total promotional product budget: approximately $1,380

This approach ensures you have plenty of items for high-traffic moments while reserving your best trade show giveaways for the prospects most likely to convert.

• Budget tip: Bulk discounts can reduce per-unit costs by 20-40% compared to smaller orders. Our pricing automatically adjusts as you increase quantities in the cart.
• Shipping note: We include free standard shipping on all orders, so factor that savings into your budget. Many competitors charge separately for shipping, which can add significant costs to bulk orders.

“We are a small team from a tech startup and this was our first trade show. We looked like a cohesive team and got a lot of traction at the show.”

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Which Promotional Items Should Be Bought in Bulk

Not everything belongs in a bulk order. Some products deliver excellent value at higher quantities, while others work better in limited runs. After years of helping businesses stock their trade show booths, we’ve seen clear patterns in what works.

Best for High-Volume Bulk Orders

These items offer the best per-unit economics at scale:

• Drinkware: Can coolers and basic tumblers are trade show staples. They’re lightweight, easy to distribute, and get used repeatedly. ASI research shows drinkware generates an average of 1,400 impressions over its lifetime.
• Tote bags: Attendees use them to carry materials around the show floor, providing walking advertisements for your brand. They also get reused for shopping and everyday errands long after the show ends.
• Pens and writing instruments: The workhorse of promotional products. Inexpensive per unit, useful to everyone, and easy to distribute quickly during busy periods.
• Stickers and buttons: Perfect for younger audiences or creative industries. Minimal cost at high volumes with strong brand visibility.

Better for Limited Quantities

These items make more sense as targeted giveaways for qualified leads:

• Apparel: T-shirts, polos, and hoodies are popular but require size variety. They work best as premium giveaways for engaged prospects or as team uniforms rather than mass giveaways.
• Tech accessories: Power banks, USB drives, and wireless chargers have higher perceived value. Reserve them for leads who complete product demos or schedule follow-up meetings.
• Premium drinkware: Quality stainless steel tumblers or branded bottles work as high-value giveaways for VIP contacts and serious prospects.

• Strategy tip: Use premium items as incentives for specific actions. “Complete our product demo and receive a free power bank” drives engagement better than just handing items out freely.
• Storage consideration: High-volume bulk items should be easy to store. Flat-packed items like koozies and tote bags take up far less space than bulky tech gadgets.

Where to Buy Promotional Items in Bulk

Finding the best suppliers for custom conference swag requires balancing price, quality, and reliability. The cheapest option isn’t always the best value, especially when late delivery or poor print quality can damage your brand image at a major event.

What to Look For in a Supplier

• Transparent pricing: Avoid suppliers with hidden fees for setup, artwork, or shipping. Your quoted price should be your final price.
• Guaranteed delivery dates: Trade shows don’t wait. Make sure your supplier can meet your deadline with time to spare.
• Quality samples: Order samples before committing to large quantities. The $20 spent on samples can save thousands on a disappointing bulk order.
• Design support: Even if you have a logo file, expert eyes can catch issues that affect print quality before production begins.
• No or low minimums: Flexibility matters, especially for premium items where you only need a few dozen units.

Why Customers Choose Custom Ink for Their Trade Show Giveaways

Custom Ink has been helping businesses create custom promotional products for over two decades. Thousands of companies have trusted us with their trade show swag, corporate gifts, and employee apparel. A few things set us apart:

• Free standard shipping on all orders eliminates one of the biggest surprise costs in promotional product ordering. Your quoted price is your final price.
• Our Design Lab makes it easy to upload your logo, see exactly how it will look on different products, and make adjustments in real time. No design skills required, but our team of Inkers is available if you want expert help.
• Bulk discounts kick in automatically as you increase quantities. Add items to your cart and watch the per-unit price drop. For very large orders, contact our team directly for custom quotes.
• Real people answer the phone seven days a week. Whether you have questions about product selection, design adjustments, or delivery timing, you can talk to someone who can actually help.

“We had our CustomInk shirts made to wear to the Shanghai CBME (China Baby and Maternity Expo). CustomInk turned our order over fast and we looked AWESOME! Great teamwork!”

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Featured Products for Your Trade Show Booth

These are some of the most popular promotional products for trade show giveaways, based on what our customers order most and what generates the best results.

20 oz. Himalayan Stainless Steel Tumbler

• Double-wall vacuum insulation
• Keeps drinks cold or hot for hours
• Premium quality for qualified leads
• High perceived value, daily use

Full Color iLive 5K 5,000 mAh Power Bank

• 5,000 mAh capacity charges most phones
• Full-color imprint area for logo
• Tech-forward premium giveaway
• Perfect for VIP prospects

Corporate Promo Stick Pen

• Budget-friendly for high-volume orders
• Smooth black ink writing
• Multiple colors available
• Classic trade show staple

Design Templates to Get You Started

Not sure how to design your trade show giveaways? Our Design Lab includes thousands of templates you can customize with your company name and logo. Here are a few professional starting points:

Browse more logo design templates to find the perfect starting point for your trade show promotional products.

How to Order Bulk Trade Show Swag

Ordering promotional products for your trade show doesn’t have to be complicated. Follow these steps to get your bulk order placed and delivered on time.

1. Calculate your quantities using the formula above. Estimate booth visitors, break down into tiers, and add your buffer.
2. Choose your products from our promotional products catalog. Consider a mix of price points for different engagement levels.
3. Upload your logo to our Design Lab. You can also start with a template or work with our design team.
4. Preview your design on each product. Make sure colors look right and your logo is properly sized.
5. Select quantities and sizes for each item. Watch the per-unit price drop as you increase quantities.
6. Choose your delivery date. Standard shipping is free and arrives within two weeks. Rush options are available for faster turnaround.
7. Review and place your order. Our team checks every design before printing and will contact you if we spot any issues.

• Timing tip: Order at least three weeks before your event to allow for standard shipping plus a buffer for any issues. Four to six weeks is even better for larger orders.
• Don’t forget: Have your logo file ready in a high-resolution format. Vector files (AI, EPS, PDF) work best, but we can also work with high-resolution PNG or JPG files.
• Need help? Call us at 800-293-4232 or start a live chat. Our team can help with product recommendations, design questions, and bulk order quotes.

Trade shows represent a significant marketing investment. Making sure you have the right promotional products in the right quantities ensures that investment pays off. With proper planning, bulk ordering becomes straightforward and cost-effective.

Ready to start planning your trade show giveaways? Explore our full selection of drinkware, bags, t-shirts, and promotional products. If you need help calculating quantities or choosing products for your specific event, our team is here to help.

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Frequently Asked Questions

Q: How many promotional items should I order for a trade show?

Plan for 15-20% of total show attendees to visit your booth, then add a 10-15% buffer. For a 2,000-attendee show, that means approximately 350-450 giveaway items. Consider tiering your giveaways with high-volume budget items for casual visitors and premium items reserved for qualified leads.

Q: Are there minimum order requirements for bulk promotional items?

Many of our promotional products have no minimum order requirements. Some items do have minimums, which are clearly displayed on each product page. You can filter by “no minimum” when browsing to find products that work for smaller quantities.

Q: How far in advance should I order trade show giveaways?

We recommend ordering at least three weeks before your event for standard shipping. Four to six weeks provides a comfortable buffer for large orders or if you need time for design revisions. Rush options are available and can get your order to you in as few as three days for an additional charge. View our delivery options for details.

Q: Are bulk discounts available for promotional products?

Yes, per-unit prices drop as quantities increase. Bulk discounts typically become meaningful starting around 50-100 units per item. Add items to your cart in our Design Lab and adjust quantities to see how pricing changes. For very large orders, contact our team for custom quotes.

Q: What are the most cost-effective promotional items for trade shows?

Pens, can coolers, and tote bags offer excellent value at higher quantities. These items provide low cost-per-impression because recipients keep and use them repeatedly. According to ASI research, promotional products can deliver cost-per-impressions as low as 1/10 of a cent.

Q: Can I mix different products in one order for trade show swag?

Yes, you can include multiple product types in a single order. This makes it easy to order your tiered giveaways together. Each product can have the same logo or different designs based on your needs.

Q: Can I get help designing my promotional products?

Absolutely. Our design experts (we call them Inkers) are available to help you create the perfect design at no extra cost. You can also use our Design Lab templates and clipart library to build designs on your own. Call us at 800-293-4232 or start a live chat for design assistance.

Q: What’s the average cost of trade show promotional items?

Costs vary widely by product type. Budget items like pens and stickers run $0.50-$2 per item. Mid-range products like koozies and tote bags typically cost $2-$8 each. Premium items like custom t-shirts and tech accessories range from $8-$25+ per item. Quantities significantly affect pricing, with bulk orders reducing per-unit costs by 30% or more.

Q: Is shipping included in the price for bulk promotional items?

We include free standard shipping on all orders. The price you see in your cart is the price you pay. No hidden fees for shipping, setup, or artwork. Rush shipping is available for an additional charge if you need faster delivery.

Q: What file format do I need for my company logo on promotional products?

Vector files (AI, EPS, SVG, or PDF) work best for printing. High-resolution PNG or JPG files (300 DPI or higher) also work well. Our design team reviews every order and will contact you if your artwork needs adjustment for optimal print quality.