1. Plan Early

When I do graphic design for conference event materials, my clients often ask me to make a schedule. Some of the materials (call for topics, save-the-date postcards) need to be mailed well ahead of the conference, so we like to start early, as much as 9 months ahead.

2. Allow Time to Proofread
My schedules are based  on starting with the in-hand date, and working backwards, allowing for the printer’s usual 10 business days to print. I like to have 3 rounds of proofs. I base the amount of time needed for a project on previous experience. Most of the materials need 2-3 months to do, depending on the complexity, and number of pages. Proofs take time! On my end, I use a proofreader, to make sure all the client’s corrections and changes are done before I send the project back to the client. On the client’s side, I try to make a schedule that allows the client sufficient time to thoroughly proofread and make corrections and changes.

3. Pick a Graphic Designer You Can Trust
I have a style that is corporate,  that works with the clients’ logos, their style, look and feel. I try to appeal to a wide audience. I like to do logos, charts, graphs and info graphics, so that the images tell the story.

I do a lot of my work over the internet, so I don’t meet my clients face-to-face. I think it’s great to be able to connect and collaborate this way. A designer needs to be attentive to the clients, especially the first time working together. Everyone, I think, feels a little insecure about their projects being delivered correct, in good condition for the printer, and on time for their event.

It’s kind of hard to toot my own horn, so I’ll just add some testimonials from my event planning clients:

Keith Johnston, PlannerWire | i3
“We were in a pinch and needed someone that could help with a program book for one of our biggest client conferences. Caren was able to step in and get the job done with minimal input, taking every edit and change in stride. In the months since then, she has become one of our most valuable assets helping us create amazing conference programs, banners, and web graphics. Caren is a talented professional that is quick, concise and gets it done with a smile.”

Ann Fixler, Policy Analyst, Center on Sanctions and Illicit Finance, FDD & Director of Public Affairs, TDG
“Caren is detail-oriented, professional, and very easy to work with. My company worked with Caren on a marketing materials for a conference, and her work product was excellent and she was very easy to work with via email and file sharing programs. She was very responsive, turned work around quickly, and helped us meet our deadlines. I would recommend Caren to other organizations.”