TOTE BAG BAR · PATCH BAR · HAT BAR · LIVE ENGRAVING
Live personalization
at your NYC event.
PrintAWorld runs staffed personalization stations at brand events in New York City: a tote bag bar, a patch bar and a hat bar, with heat presses beside our live laser engraving station. One vendor, one crew and one certificate of insurance cover every station. Live personalization stations run from $4,900 for 100 guests over 3 hours to $14,500 for 500 guests with a tote bar and live engraving. The activation starts at $2,500, plus $18–$24 per guest with the items included. Minimum 100 guests.
01 / THE STATIONS
Totes, patches, hats
and live engraving.
Pick one station or run several side by side. Guests choose one item each, and the crew personalizes it while they wait.
Tote bag bar40–50 totes an hour per pressGuests pick a canvas tote and a design from a menu of up to 6, or up to 2 patches, and we heat-press it on the spot.See the tote bag bar 
Patch bar2 patches on a tote includedGuests choose patches from a tray of stock or custom designs, and we press them onto a tote or a hat.See the patch bar 
Hat bar30–40 hats an hour per pressGuests pick a hat and a patch for the front, pressed on at the station.See the hat bar 
Live engraving40–50 engraved items an hour per stationNames engraved on tags or keychains at an enclosed laser station beside the presses.See live engraving - Leather patch hats and luggage tags
- Leather patches engraved on site, then pressed onto the hat, with leather luggage tags engraved at the same bar. Personalized luggage tags
- At a trade show booth
- A station puts a line at your booth and gives your team a minute with each visitor. 300 guests over 2 show days is $14,000, items included. We also build the booth centerpiece. Trade show displays
- One vendor, one crew, one COI
- Every station is run by the crew that runs our live engraving events. One quote, one crew and one certificate of insurance cover them all.
02 / WHAT IT COSTS
Prices for
100 to 500 guests.
Each total is the activation plus a per-guest rate with the items included. Minimum 100 guests.
| Event | Guests | Total | Per guest, all in |
|---|---|---|---|
| Office party, tote bag bar, 3 hours | 100 | $4,900 | $49 |
| Launch party, tote or hat bar, 5 hours | 150 | $6,800 | $45 |
| Brand activation, 5 hours | 250 | $8,500 | $34 |
| Conference evening, 5 hours | 300 | $9,500 | $32 |
| Brand launch, tote bar plus live engraving, 5 hours | 500 | $14,500 | $29 |
| Trade show booth, 2 show days | 300 | $14,000 | $47 |
Totals are the activation plus the per-guest rate, before tax.
03 / THE ACTIVATION
A flat price
by event length.
| On-site time | Crew and presses | Activation |
|---|---|---|
| Up to 3 hours | 2 crew, 1 press | $2,500 |
| Up to 5 hours | 3 crew, 2 presses | $3,500 |
| Full day, up to 8 hours | 3–4 crew, 2–3 presses | $4,500 |
| Each additional day | Same crew | $3,500 |
The activation covers the crew, the presses, setup and teardown, a menu of up to 6 designs, the display and a certificate of insurance. Add a live engraving station for $2,000 per day.
04 / PER GUEST
The rate drops
as guests go up.
| Guaranteed guests | Per guest |
|---|---|
| 100–149 | $24 |
| 150–249 | $22 |
| 250–399 | $20 |
| 400 or more | $18 |
Each guest chooses one item: a tote, a hat, or an engraved tag or keychain when the engraving station is added. The rate covers the item, the personalization and the extra stock. Minimum 100 guests.
05 / ADD-ONS
Extra hours, presses
and custom patches.
| Add-on | Price |
|---|---|
| Live engraving station beside the presses | +$2,000 per day |
| Extra hour on site | $500 per hour |
| Extra press with an operator | $750 per day |
| Third patch on a tote | +$3 per guest |
| Premium totes or hats | +$6 to +$12 per guest |
| Extra designs beyond 6 | $75 per design |
| Custom patches from your artwork | $150 setup per design, plus the patches |
| You supply the blanks | $12 per guest, press only |
| Rush, booked under 10 business days | +30% |
Custom patches need 4 weeks; the stock patch menu and printed transfers are the short-notice options.
06 / AT A GLANCE
Throughput, space
and the terms.
- Throughput
- 40–50 totes an hour per press; 30–40 hats an hour per press; 40–50 engraved items an hour per station. Two presses and one engraving station serve about 130 guests an hour.
- Minimum
- 100 guests. Smaller events are billed at the 100-guest minimum.
- Lead time
- Four or more weeks ahead is comfortable. Custom patches from your artwork need 4 weeks; on shorter notice guests choose from the stock patch menu. Booked under 10 business days, rush pricing is +30%.
- Space and power
- Two 6 ft tables and two standard 20-amp outlets. A live engraving station adds a table-sized spot and one standard outlet.
- Insurance
- A certificate of insurance naming your agency or venue is included in the activation.
- Deposit and balance
- A 50% deposit books the date and orders the blanks. The balance is due 7 days before the event.
- Guest count
- The guaranteed guest count locks 10 business days before. Leftover items stay with you.
- Where
- We run stations in New York City. Events outside the city are quoted case by case.
07 / THE PIECES
What guests
take home.
08 / HOW IT’S MADE
From your brief
to the event day.
4+ weeksahead is comfortable
- 01
Send the date and venue, the guest count, the hours, the stations and your logo.
- 02
We send a written quote and lay out up to 6 designs for your approval.
- 03
The deposit books the date, and we order the totes, hats, patches and tags.
- 04
The guest count locks, and we test every design in the studio.
- 05
On event day the crew sets up, runs the stations and clears them after.
- 06
Leftover items stay with you.
Tote bag bar · Patch bar · Hat bar · On-site laser engraving · Personalized luggage tags · Trade show displays · Live event personalization ideas
What clients wrote to us.
Our clients rarely leave online reviews, so these are from the emails they sent us after their projects, quoted as written.
“They look amazing! Thanks so much Vince and Jerry for making this happen. Really appreciate the timeliness and will definitely be reaching out for more projects in the future!”
“The cards look great! Thank you again for your partnership and we’ll be sure to keep you in mind for future printing needs.”
“I received the delivery - thanks so much! I love the one that is matte.”
Who does on-site personalization for brand events in NYC?
PrintAWorld, a studio in Brooklyn and Queens, runs live tote bag, patch and hat bars and live laser engraving at events in New York City. We bring the items, the presses, a menu of up to 6 designs and the crew, and one certificate of insurance covers every station. Events outside the city are quoted case by case.
How much does a personalization bar cost for 100, 300 or 500 guests?
At PrintAWorld, a personalization bar for 100 guests over 3 hours is $4,900; 300 guests over 5 hours is $9,500; 500 guests is $13,500 for a full day at the presses, or $14,500 over 5 hours with a live engraving station sharing the line. Each total is the activation (from $2,500) plus $18–$24 per guest with the items included, before tax.
What is included in the price?
The activation covers the crew, the presses, setup and teardown, a menu of up to 6 designs, the display and a certificate of insurance. The per-guest rate covers each guest’s item, the personalization and the extra stock. Leftover items stay with you.
How many guests can you serve per hour?
40–50 totes an hour per press, and 30–40 hats an hour per press. A live engraving station adds 40–50 engraved items an hour per station. Two presses and one engraving station serve about 130 guests an hour. For long lines, add an extra press with an operator at $750 per day.
What is the minimum number of guests?
100 guests. Smaller events are billed at the 100-guest minimum.
How far ahead should we book, and how long do custom patches take?
Four or more weeks ahead is comfortable. Custom patches from your artwork need 4 weeks; on shorter notice guests choose from the stock patch menu. Booked under 10 business days, rush pricing is +30%. Custom patches are $150 setup per design, plus the patches.
How much space and power do the stations need?
Two 6 ft tables and two standard 20-amp outlets. A live engraving station adds a table-sized spot and one standard outlet. We bring everything else and clear the stations after the event.
Do you provide a certificate of insurance (COI)?
Yes. We carry general liability insurance and can provide a certificate of insurance (COI) naming your agency or venue. Send the venue’s requirements with your brief.
Do you travel outside New York City?
We run stations in New York City. Events outside the city are quoted case by case.
What deposit do you need?
A 50% deposit books the date and orders the blanks. The balance is due 7 days before the event. The guaranteed guest count locks 10 business days before.
Can we supply our own totes or hats?
Yes. We press blanks you supply at $12 per guest, press only. We do not personalize items guests bring from home.
Do you do live embroidery?
No. We do not do live embroidery. Names go on totes in pressed letters, or on a leather patch or tag with laser engraving.
10 / START WITH THE DATE
Planning a
personalization bar?
Tell us about the event, how many guests, how long it runs and which stations you want. We’ll send a written quote and a plan for the design menu.
What to send
- The date and venue
- The guest count and hours
- The stations you want
- Your logo and art