DigiTec merch coordination for participating companies and visiting delegations

Production briefing for DigiTec participating companies

Edition window

Annual technology exhibition, scheduled in the Yerevan IT and deep-tech calendar. The organiser confirms the exact opening days, build-up hours, demo-zone slots and breakdown window on the official DigiTec programme a few weeks before the edition.

Venue

Yerevan, Armenia. The specific halls, demo-zone addresses, build-up docks and the published load-in windows are released by the organiser on the official DigiTec programme; the receiving address, the permitted window, the named consignee and the fallback address are confirmed in writing by the buyer's current exhibitor, partner, investor or agency manual before the production release is locked.

Audience

Hardware and software product companies, outsourcing and outstaffing firms, hybrid engineering organisations, system integrators and value-added resellers, R&D and deep-tech teams, startup-support and investment actors, venture-capital and corporate-venture visitors, trade delegations, missions and chambers, technology press covering the South Caucasus and the wider EAEU region, and named VIP and speaker guests invited to the official programme

Operational calendar

Brief intake four to six weeks before the exhibition, production release two to three weeks before, build-up and on-site receiving on the organiser's published load-in windows, demo-zone handover and named-kit dispatch on the confirmed daily schedule, breakdown after the closing ceremony

Yerevan sits at the crossroads of the South Caucasus, the wider EAEU technology corridor and several regional partner networks, and the DigiTec edition is the moment when hardware and software product companies, outsourcing and outstaffing firms, system integrators, R&D and deep-tech teams, investor and venture-capital visitors, trade delegations, missions, chambers and technology press converge on the city for a few days of product demonstrations, scheduled one-on-one meetings, investor curated sessions, delegation roundtables and partner-track plenaries. For participating companies the issue is rarely whether to bring merch at all — it is whether the merch that lands at the booth or the demo zone matches the split between fast-handout visitors, qualified IT-lead and CISO conversations, investor curated meetings and the named delegation slots that produce the post-edition pipeline. The same applies to visiting delegations bringing a chamber welcome pack or an investor and partner kit for the after-hours programme.

A typical brief that lands on our desk for the DigiTec edition combines a booth-team outfit sized for the team rotating between the demo station, the meeting room and the floor — breathable polos and tees for the booth team, a light overshirt for the delegation leads walking between halls, a discreet branded layer for the investor-facing team — with a fast-handout giveaway stack for the open visitor audience: idea-led sticker sheets, screen-cleaning cloths, cable organisers, recycled-cotton tote bags, food-grade stainless bottles, recycled-paper notebooks with the participating company's mark and information packs sized for the open visitor footprint. The investor and partner meeting kit sits on top of that: a compact notebook with a pen set, a slim document wallet, a restrained tech accessory whose model and specifications have been tested against the buyer's brief, sealed packaging that respects donor reporting visibility where a fund is involved, and named cards for the investor, partner and reseller contacts the team has confirmed in advance. The technology press and media pack and the VIP, speaker and named-guest kit usually pull from the same component library but with the marking, packaging and labelling swapped for the audience.

The DigiTec calendar in Yerevan compresses the production cycle. Most participating companies lock the product list, quantities per audience and decoration method five to six weeks before the exhibition so there is time to approve a physical or production-grade sample against the AMD-denominated artwork, validate decoration-substrate compatibility (DTF or screen print for compatible textiles, embroidery for polos and caps, pad or UV print for specified hard-goods surfaces, laser engraving for tested metal, wood or coated items) and book the receiving window at the venue with the named consignee. Demo-zone operations add an extra layer: the electronic compatibility documentation, the model-level specifications for any tech accessory, the battery-and-power documentation required by the venue and the on-stand labelling are confirmed with the venue and the exhibition organisers well before the production release is locked. For visiting delegations, the receiving address is usually a Yerevan hotel concierge or a meeting room at the venue, with a backup address confirmed in writing in case the original window slips.

Production, AMD invoicing and Yerevan receiving

The DigiTec cycle rewards a tight production timeline. Most participating companies lock the product list, quantities per audience and decoration method (DTF or screen print for compatible textiles, embroidery for polos, caps and textile bags, pad or UV print for specified hard-goods surfaces, laser engraving for tested metal, wood or coated items) five to six weeks before the exhibition, with a physical or production-grade sample approved three to four weeks before to avoid a marking slip that costs a reprint and a demo-zone slot. For recurring items — recycled tote bags, stainless bottles, plain polos, recycled-paper notebooks, sticker sheets, screen-cleaning cloths — we hold reserved stock in the Yerevan and Tbilisi production hubs that can be produced and delivered in seven to ten working days; for items with bespoke marking (participating company's logo, country-of-origin mark, investor-visibility mark, exhibition-edition stamp) the window stretches to ten to fourteen working days.

Decoration-substrate compatibility is the gating layer for technology-event merchandise. Polos, tees, hoodies, caps, tote bags, notebooks and pens are sourced against the buyer-supplied artwork register, with the decoration method, the substrate, the colour count, the print area, the cure profile and a tested physical sample retained in the project specification. The brief review meeting identifies which product families take embroidery, which take DTF or screen print, which take pad or UV print on a specified surface, and which need a separate substrate test under Armenian labelling rules. Substitutions are documented with the reason for the change and the alternative evidence supplied by the supplier; the brief owner signs off in writing before production release. Electronic items — portable chargers, cables, earphones, USB drives — carry a model, a declared specification, an interface list, instructions, required compliance documentation, a test sample and a transport constraint in the project file before they enter the kit.

AMD is the working currency on the master invoice. For participating companies with an Armenian legal entity the invoice carries AMD and is reconciled against the buyer's local procurement policy; for visiting delegations, regional partner offices and investor-curated visitors we issue a master invoice in AMD and offer a USD or EUR reference quote so the buyer's regional procurement office can reconcile against its own ledger. Cross-border lines for delegations arriving with kit from Tbilisi, Istanbul or Moscow typically transit through the Zvartnots airport gateway or via the Bavra and Bagratashen land borders; the coordinator records the supplier country, the import timeline, the customs treatment under the Armenian regulatory framework and the documentation required for the destination. The buyer or its qualified adviser handles the customs paperwork; the coordinator does not draft the customs forms.

The receiving address is confirmed in the brief review and re-confirmed in writing a week before the exhibition. For companies delivering to the exhibition venue the named receiver, the load-in window, the dock access, the demo-zone access and the documentation set are checked against the organiser's published exhibition manual and the buyer's current stand-contractor instructions. For visiting delegations receiving at a Yerevan hotel concierge or at a meeting room, the named receiver and the backup address are recorded in the brief. The coordinator's responsibility ends when cartons are handed over to the named receiver under the confirmed receiving conditions; storage, replenishment, on-site distribution, demo-asset return and reverse logistics are planned in the brief but executed by the buyer's team or its contracted parties.

Frequently asked questions — DigiTec