HAT BAR · EVENTS AND CONFERENCES · NEW YORK CITY
A hat bar for your event,
pressed while guests wait.
PrintAWorld runs staffed hat bars at events and conferences in New York City. Guests pick an unstructured dad hat and one patch from the menu, and our crew heat-presses the patch on while they wait, 30–40 hats an hour per press. A hat bar is $4,900 for 100 guests over 3 hours, $8,500 for 250 guests over 5 hours and $13,500 for 500 guests over a full day. That is an activation from $2,500 plus $18–$24 per guest, with the hats and patches included. Minimum 100 guests.
01 / HOW THE HAT BAR WORKS
Pick a hat, pick a patch,
wear it home.
We bring the hats, the patches, the presses and the crew. One patch per hat is included, and each press makes 30–40 hats an hour per press.
- Guests pick a hat
- Unstructured dad hats in several colors, set out on a display at the bar.
- They pick a patch
- One patch from a menu of up to 6 designs: stock patches, patches made from your artwork, or both.
- We press it on
- The crew places the patch where the guest wants it and heat-presses it onto the hat.
- They wear it home
- The hat is ready in minutes. Leftover hats and patches stay with you.
02 / PATCH OPTIONS
Stock patches, your patches
or engraved leather.
Every menu can mix the options. Lead time depends on the patches.
- Stock patch menu
- Choose up to 6 designs from our stock patches. This is the short-notice option.
- Custom patches from your artwork
- Patches made from your logo or event art. They need 4 weeks and cost $150 to set up per design, plus the patches.
- Leather patches engraved on site
- Real or faux leather patches with a heat-activated backing. We laser-engrave each one on site with the guest’s name or your logo, then press it onto the hat. Circles, rectangles or your logo’s outline. This runs with the live engraving station beside the presses, $2,000 per day. Leather patch hats
- Names in pressed letters
- Add a name in pressed letters beside the patch. Quoted with the event.
03 / THE PRICE
What a hat bar costs,
by event length and guests.
| 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.
- Per guest
- $18–$24 per guest, lower as the guaranteed count grows. It covers the hat, one patch and the extra stock.
- Supplying your own blank hats
- If your brand supplies the blank hats, the rate is $12 per guest, press only. We do not personalize guests’ own hats.
- Premium hats
- +$6 to +$12 per guest.
- Rush
- Booked under 10 business days: +30%.
04 / PER GUEST
The per-guest rate,
hats included.
| 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 / EXAMPLE TOTALS
A hat bar for 100,
250 or 500 guests.
| Event | Guests | Total | Per guest, all in |
|---|---|---|---|
| Office party or launch, 3 hours | 100 | $4,900 | $49 |
| Brand activation, 5 hours | 250 | $8,500 | $34 |
| Conference, full day | 500 | $13,500 | $27 |
Totals are the activation plus the per-guest rate, before tax.
06 / ADD-ONS
Add-ons for
the hat bar.
| 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 |
| 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% |
| Names in pressed letters | Quoted with the event |
Custom patches need 4 weeks; the stock patch menu is the short-notice option.
07 / THE STATION
Hats, patches
and the presses.
08 / AT A GLANCE
Space, power
and the paperwork.
- Hats per hour
- 30–40 hats an hour per press. We size the crew and presses to your guest count and hours.
- Minimum
- 100 guests. The guaranteed guest count locks 10 business days before.
- Space and power
- Two 6 ft tables and two standard 20-amp outlets.
- Insurance
- A certificate of insurance (COI) naming your venue or agency 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.
- Where
- We run stations in New York City. Events outside the city are quoted case by case.
09 / PAIR IT WITH
More stations
beside the hat bar.
- Tote bag bar
- Guests choose a canvas tote and a design, pressed on site. Tote bag bar
- Patch bar
- Guests pick patches and we press them onto a canvas tote. Patch bar
- Live engraving
- A laser engraving station beside the presses, $2,000 per day. Live engraving at events
- Luggage tags
- Leather luggage tags, cardholders and keychains engraved with each guest’s name. Personalized luggage tags
10 / HOW IT’S MADE
From your date
to a line at the hat bar.
4 weeksfor custom patches; stock patches sooner
- 01
Send the date, venue, hours, guest count and your logo.
- 02
We send the patch menu, hat colors and a written quote.
- 03
A 50% deposit books the date and orders the blanks.
- 04
The guaranteed guest count locks 10 business days before. The balance is due 7 days before the event.
- 05
We set up the presses and display, and press hats through the event.
- 06
We pack up. Leftover items stay with you.
Live event personalization · Tote bag bar · Patch bar · Live engraving at events · Leather patch hats · Live event personalization ideas
Who runs hat bars for events in New York?
PrintAWorld runs staffed hat bars at events, launches and conferences in New York City. We bring the hats, the patches, the heat presses and the crew, and we can add a tote bag bar, a patch bar or live laser engraving beside it. We run stations in New York City. Events outside the city are quoted case by case.
How much does a hat bar cost for 100, 250 or 500 guests?
A hat bar is $4,900 for 100 guests over 3 hours, $8,500 for 250 guests over 5 hours and $13,500 for 500 guests over a full day. That is $49, $34 and $27 per guest, all in, before tax. The activation runs $2,500–$4,500 by event length, plus $18–$24 per guest with the hat and one patch included.
What do guests choose?
A hat color and one patch from a menu of up to 6 designs. With the engraving station added, they can choose a leather patch engraved with their name instead. Names in pressed letters are an add-on, quoted with the event.
How many hats can you make an hour?
30–40 hats an hour per press. A 3-hour event runs one press; longer events and bigger guest lists get a second or third press.
What patches can we offer, and how much notice do you need?
Stock patches are the short-notice option. Custom patches from your artwork need 4 weeks and cost $150 to set up per design, plus the patches. Leather patches are engraved on site with the live engraving station. Booked under 10 business days, rush is +30%.
Do you supply the hats?
Yes. Unstructured dad hats in several colors are included in the per-guest rate. If your brand supplies the blank hats, the rate is $12 per guest, press only. We do not personalize guests’ own hats.
Is there a minimum number of guests?
Yes, 100 guests. The rate drops as the guaranteed count grows, to $18 per guest at 400 or more guests.
How much space and power does a hat bar need?
Two 6 ft tables and two standard 20-amp outlets, plus room for the guest line and the hat display.
Do you provide a certificate of insurance (COI)?
Yes. A certificate of insurance (COI) naming your venue or agency is included in the activation. Send the venue’s requirements with your brief.
How do deposits and payment work?
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.
Is this embroidery?
No. The patches are made ahead of the event and heat-pressed on site. We do not embroider at events.
12 / PLAN YOUR HAT BAR
How many guests
are coming?
Send the date, venue, hours and guest count. We’ll reply with the patch menu, hat colors and a written quote.
What to send
- Event date, hours and venue
- Guaranteed guest count
- Your logo or patch ideas
- Stock, custom or engraved leather patches