National Roaming Conference

The Challenge

A B2B conference series running the same programmed event across five cities over six weeks required consistent brand presentation at every stop. Coffee cups were part of the delegate experience at every venue. Every conference needed cups on site the day before opening, ready to serve from breakfast onwards.

The client had previously worked with three separate suppliers in each city and had experienced the predictable problems. Inconsistent branding, colour variation between print runs, late deliveries in two of the five cities the previous year, and no single point of accountability when something went wrong.

For the current year, the client wanted one supplier for all five events, consistent branding, and delivery accountability held with one team.

The Solution

Cups Galore built a staged delivery program aligned to the conference schedule.

• Single production run for all five events, printed together to guarantee colour and finish consistency across the series
• Stock held in Cups Galore's warehousing pending each city's delivery date
• Delivered to each venue two days before opening, coordinated with the client's national events lead
• One point of contact from Cups Galore across all five deliveries
• Buffer stock retained for any last-minute delegate number changes

The Outcome

• All five conferences opened on schedule with cups on site as required
• Zero brand or colour variation reported between events, verified by the client's marketing team at each stop
• Client's national events lead spent no time on cup logistics after the initial brief and sign-off
• Buffer stock used at two of the five events for higher-than-forecast attendance without needing to reorder

What the client said

"Lead times on repeat orders are predictable. That lets us hold less stock on site and free up storage."

– Operations Lead

"The team helped us right size our order. We were about to over order by 30 percent and they flagged it."

– Purchasing Officer

"Customer service is responsive. Emails answered same day, and when there was a query on artwork we had a proof back within hours."

– Marketing Coordinator