Start With the Goal, Not the Gadget
A conference activation works when it serves a specific goal. Typical goals are brand visibility, sponsor value, attendee engagement during breaks, or a keepsake that keeps your event in people's homes and offices afterward. Pick one primary goal before you design anything, because it decides where the activation goes, how it is branded and how you measure success.
Place It Where People Already Are
A roaming photo magnet setup does not need a fixed station, so it can follow the energy of the day: registration, coffee breaks, networking receptions and the sponsor area. Put the display easel with finished magnets in a visible, high-traffic spot, because seeing other people's magnets is what makes delegates want their own. Avoid dead ends and loud areas where photographers cannot circulate.
Design for the Brand and the Delegate
Your magnet template should carry the event name, year, logo and a clear brand palette. Keep it clean: delegates should look good in the photo, not compete with the graphics. For multi-sponsor events, agree early on logo placement and approvals, because a proof reviewed by marketing, sponsors and the venue takes longer than one reviewed by a single contact. We provide a digital proof and revise until it is approved.
If your audience is bilingual, design the template in both languages. We can set text in English, French and 52+ other languages.
The Flow on the Day
- Setup before doors open: a short briefing with the event lead, a test print and a check of power and wifi if needed.
- Roaming windows: concentrate coverage at registration, break periods and the reception rather than spreading thin across sessions.
- Display: keep finished magnets visible on the easel and refresh them regularly.
- Close: finish with a final run during the closing reception, when guests are most relaxed.
Staffing and Scale
Coverage should match your audience. Our packages run from one photographer for 1 hour at $499 to two photographers for 5 hours at $1,999. A full Brand Activation, with custom frames, branded display and a digital gallery, starts from $1,499. For conferences above 500 attendees, we prepare a custom quote with multiple roaming teams, extended hours and a dedicated point of contact, based on your schedule and venue.
Measuring the Result
Agree before the event on what success looks like. Useful signals include the number of magnets printed, the number of delegates photographed relative to attendance, sponsor feedback and delegates posting or sharing photos. A digital gallery, available for $199 or included in Brand Activation and the Grand package, gives your marketing team a library of event photos to reuse. Check consent and privacy requirements before publishing delegate photos, including Quebec privacy rules.
A Pre-Event Checklist for Organisers
- Confirm the date, venue, load-in time and contact person.
- Share brand guidelines, logos and sponsor requirements.
- Approve the digital proof from every stakeholder.
- Agree on the roaming windows and where the display easel will stand.
- Plan how you will share the gallery or follow-up magnets afterward.
What Not to Do
Avoid placing the activation beside a loud stage, hiding the display behind sponsor banners or adding more than one logo block per magnet. Crowded templates make delegates look small. Do not wait until the final week to start approvals: multi-stakeholder proofs are the most common source of delays.
After the Event
For delegates who could not attend or for sponsors and speakers, we can ship branded magnets after the event. Bulk magnets are $4.50 each for 50 to 99, $3.25 each for 100 to 249 and $2.50 each for 250 to 499, with a custom quote above 500. A follow-up magnet with the event photo keeps your brand on a desk or fridge long after the conference ends.
Tell us your date and guest count and we reply within 24 hours with availability and an exact price.
See corporate solutions and pricing → · Request a corporate quote →Frequently Asked Questions
Do you handle conferences above 500 attendees?
Yes. For 500+ attendees we prepare a custom quote with multiple roaming teams and a dedicated coordinator.
Can sponsors have their logo on the magnets?
Yes, once logo placement and approvals are agreed. We send a proof for sign-off before printing.
How far ahead should we book?
As early as you can. Send an inquiry with your date and we reply within 24 hours; a $200 deposit secures your date.
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