Digital or hard copy delegate packs, what is your preference
The question of online versus printed delegate packs came up recently following an email from a disappointed delegate, who indicated they may not attend future conferences unless a hard-copy pack is provided.
For context, the digital delegate pack was emailed the day before the event, giving delegates time to download it to a device or print it if they wished.
Printed delegate packs are now relatively rare in this sector, although until around 12 months ago we produced them regularly as an added extra. At the same time, we also received feedback requesting that I stop producing printed packs due to sustainability concerns.
Sustainability is one of the RICS mandatory topics for 2026, and—like many people in the UK—the future of the planet is something we take seriously, particularly having seen our own road and driveway flood twice in the past month. Everyone contributes in different ways to reducing environmental impact, and minimising print is one of the ways I have chosen to do so.
- Around 12.5 million tonnes of paper and cardboard are used annually in the UK, with a significant portion resulting in waste.
- The average office worker uses approximately 10,000 sheets of A4 paper per year, of which about 6,800 sheets are considered wasted
- It is estimated that around 5 million tonnes of paper end up in UK landfill sites every year.
- Almost half of all paper documents are thrown away within 24 hours of being printed.
I will also be honest and say that moving away from printed packs saves time, stress, and cost (as well as a fair amount of chasing speakers). The cost of printing is approximately £7–£8 per delegate pack, and removing this expense allows me to keep conference prices as low as possible.
Unfortunately, my long-standing printer has recently gone out of business. They were exceptionally flexible and able to turn jobs around within 48 hours, which allowed speakers more time to submit presentations. I am actively sourcing an alternative, as I fully appreciate that some delegates value having a shelf full of past conference packs to refer back to.
Hard Copy vs Digital Delegate Packs
Below is an overview of the advantages and disadvantages of each format.
Hard Copy Delegate Packs
Advantages
- Tangible and professional: Creates a premium feel and is useful during networking conversations.
- Reduced screen time: No device fatigue and fewer distractions from phones.
- Immediate access: No need for Wi-Fi, apps, or devices.
- Easy reference: Particularly helpful during a full conference day.
- Audience preference: Often favoured by those who prefer paper or where connectivity is unreliable.
Disadvantages
- Cost: Printing, materials, and delivery.
- Sustainability impact: Paper use, printing footprint, and transport.
- Inflexibility: Difficult to update if programmes or speakers change at short notice.
Digital Delegate Packs
Advantages
- Dynamic and updateable: Changes can be made instantly.
- Accessibility: Easier to zoom in on slides and data.
- Lower cost: No printing or distribution.
- Environmentally friendly
- Interactive: Links to videos, maps, surveys, and additional resources.
- Convenience: Always accessible on a phone or tablet.
Disadvantages
- Device and connectivity dependent
- Less traditional feel: May seem less formal for some events.
- Learning curve: Not everyone enjoys QR codes or digital navigation.
We have to take into account the argument that hard-copy packs suit an older demographic, although we have no wish to imply that our delegates are anything other than highly capable and tech-savvy.
That said, the reality is that most conferences are attended predominantly by middle-aged men. The average age of a chartered surveyor is around 55, with a significant proportion of the workforce approaching retirement. Current data suggests:
- 3% aged 18–24
- 27% aged 25–34
- 66% aged 35–64
- 4% aged 65+
This does suggest that printed packs may feel more comfortable and familiar for delegates over 50, who may:
- prefer paper agendas and maps,
- enjoy writing notes by hand,
- appreciate having something physical to refer to.
When deciding on the best approach, I continue to weigh up the following:
- Budget – do costs need to be kept down?
- Audience preference – will most delegates happily use digital materials?
- Flexibility – is the programme likely to change?
- Sustainability – is reducing waste a priority?
Having written all of this, I appear to have partially talked myself back into producing hard-copy delegate packs, albeit in a reduced and more sustainable format. I already print on recycled paper, double-sided, and have removed plastic covers, and this is an approach I would continue to refine.
Alison Plenderleith Feb 2026