Deliver events merchandise on deadline, every time
Events and exhibition merchandise suppliers face immovable deadlines and last-minute changes. Zigaflow keeps your quoting, production and delivery on track when the pressure is on.
The operations platform for events merchandise suppliers
Events merchandise is unforgiving. A trade show has a fixed date, and if your order is late, your client has nothing to give away. Every job is a project with a hard deadline.
Zigaflow gives you visibility across every active job - what has been ordered, what is in production and what is at risk - so you can intervene early rather than apologise late.
- Most UK exhibition merchandise suppliers manage 50-200 active orders simultaneously across trade shows, conferences, and corporate events.
- Lead times are typically 2-6 weeks, with rush orders for last-minute event bookings creating frequent production bottlenecks.
- Orders commonly combine printed, embroidered, and branded items from multiple suppliers, requiring complex multi-line purchase coordination.
- Clients frequently request artwork proofs, sample approvals, and last-minute quantity changes, causing version control and margin erosion issues.
- Many suppliers rely on spreadsheets and email chains, losing track of artwork sign-offs, deadlines, and supplier confirmations across concurrent jobs.
Up and running in four simple steps
Enquiry Capture and Brief Intake
Enquiries arrive via website forms, phone, email, or exhibition industry portals such as BPMA directories, referencing event dates, product types, quantities, and branding requirements. Each enquiry is logged as a lead with key details including event date, delivery deadline, product categories, and estimated budget captured at the point of contact.
Quote and Proof Submission
Quotes are built line by line covering product unit costs, print or embroidery setup charges, carriage, and any rush premiums, with margin applied per line before sending a branded proposal to the client. Artwork proofs and product visuals are attached to the quote record so clients can approve specifications and quantities before the order is confirmed in writing.
Order and Production Management
Confirmed orders are broken into supplier purchase orders for each decorated or printed product, with artwork files, print specifications, and delivery addresses attached to each PO sent to the relevant decorator or manufacturer. Job progress is tracked against the event date, with milestone alerts for proof approval, production completion, and despatch to the exhibition venue or client warehouse.
Invoicing and Accounts Sync
Sales invoices are raised on despatch or at agreed billing milestones, with deposit invoices issued at order confirmation for high-value or bespoke merchandise jobs. Invoice data, payments received, and supplier purchase costs sync to accounting software such as Xero or QuickBooks, giving a clear view of job profitability per event or client account.
Want to map out the exact workflow for your business?
Build your workflow free →The problems we solve
Built specifically for your industry - Zigaflow tackles the operational headaches that generic software ignores.
Last-minute changes derail jobs
Clients change quantities, swap product choices or request new artwork days before an event. Tracking changes across email threads puts jobs at risk.
All client communications and job changes are logged against the order in Zigaflow, with revised supplier orders issued immediately.
Works with your existing tools
Guides written
for your sector
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Explore →Ready to grow your Exhibition & Events Merchandise business?
Join hundreds of businesses already using Zigaflow to streamline their operations.