How We Plan the Right Merchandise Quantities for Multi-Day Events?

Key Points

• Planning quantities for multi-day events starts with real attendance data and daily traffic patterns to match stock with actual demand.
• Managing distribution and choosing practical items helps reduce waste, and I suggest controlling release to avoid early shortages or excess stock.
• Cubic Promote helps clients refine quantities and adjust plans based on real event performance to minimise waste.

One of the main things our account managers help clients with is planning and deciding on the right quantities. When I plan merchandise for multi-day events, my goal is simple. Avoid waste. If you order too little, you might run out of merch. But if you order too much, you’re stuck with leftover stock. Over time, I’ve worked with a process that keeps things balanced. It’s practical and works well for bulk orders.

Why Waste Happens at Multi-Day Events?

By multi-day events, I mean anything lasting two days or more. This includes trade shows, conferences, expos, or festivals where attendance and behaviour change daily. Most waste happens because of planning gaps, not because of the products.

• Overestimating attendance
• Choosing the wrong item type
• Ignoring daily behaviour

Every day at an event is different. If you don’t manage stock for those changes, it can pile up quickly.

Step 1: Start with Real Attendance Data

We base everything on actual numbers, not assumptions.

• Past attendance data
• Daily traffic patterns
• Peak vs low periods

The first day usually has the most activity. Later days need closer stock control.

Step 2: Match Products to Event Behaviour

Some items work better on certain days than others.

• High-demand items early
• Practical items mid-event
• Easy-to-carry items at the end

We match products to how people move and interact at the event. This helps keep stock moving at a steady pace.

Step 3: Control Distribution

You need to manage stock carefully, not just give it out freely.

• Set limits per person.
• Guide distribution through staff
• Hold stock for later days.

If you don’t control distribution, popular items run out fast. This leaves gaps later in the event.

Step 4: Choose Items People Keep

Waste isn’t only about leftover stock. It also includes items people throw away.

• Low-quality items get discarded.
• Irrelevant items get ignored.
• Poor design reduces interest.

We choose items that people will actually use after the event.

Step 5: Plan Exit Strategy for Remaining Stock

We don’t see leftover stock as a failure. Instead, we plan for it.

• Use non-dated designs
• Keep branding flexible
• Avoid event-specific messaging

This way, we can reuse stock in future campaigns and reduce overall waste.

Step 6: Keep Product Selection Focused

A smaller, focused range of products works better over several days.

• Having fewer items means each product gets more attention.
• Easier stock tracking
• There’s also less risk that products won’t sell quickly.

Step 7: Adjust Based on Live Performance

Even the best plans sometimes need changes during the event.

• Monitor which items move fastest.
• Identify slow stock early.
• Shift distribution where needed

This step helps keep waste to a minimum throughout the event. If you skip it, early guesses can lead to problems later.

Keep Control Across the Whole Event

Multi-day events need more attention than single-day ones. Each day behaves differently, so you can’t treat it as one block. Our account managers are experts at helping clients finalise the quantities. But we don’t just estimate. We base it on:

• Real data from past events
• Products people actually want
• Controlled release of stock across each day

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About the Author

Irene Basco

Product Expert

Irene Basco is a Product Expert at Cubic Promote, with nearly two years of experience in the promotional products industry and a decade-long background in global financial services. Combining her financial acumen with expertise in promotional products, Irene helps businesses make data-driven decisions for their campaigns. As an expert communicator, she helps companies select the right branded products and branding techniques that align with their marketing and budget goals. Irene is also a regular contributor to our industry articles, sharing her insights on how to maximise the impact of promotional products. Her ability to understand client's marketing needs and provide them with the right merchandise has established her as a trusted authority in the industry in the business. Follow Irene on LinkedIn