Annual board meeting playbook
How a board governance / institutional client in Italy executed a real end-to-end program — from RFQ to proof, production, QC and on-site delivery. Anonymised but representative figures for a program coordinated from the Milano hub.
When to use this playbook
The work covers the board governance / institutional sector in Italy with pan-European presence. Procurement is led by an internal category manager, with brand and marketing approval gates on artwork and Pantone matching Delta-E below 2.5. NDA signed before brief share; electronic invoicing via IVA 22% via SdI (Sistema di Interscambio). Use when 12-25 board directors and observers convene annually. Kit must read as serious, lasting, and not personal — same kit for every director, no monogramming except the meeting name and date.
Step-by-step timeline
T-60: brief locked with corporate secretary, materials chosen (full-grain leather, brass embossing, cotton paper). T-45: dummy approved. T-21: production. T-7: assembly at hub, packed with name card and place setting. T-1: ground-shipped to venue, photographed for confirmation. T0: meeting.
Outcomes and KPIs
Outcomes: kit photographed and used in the annual-report governance section; 100% of directors keep the folio (no leave-behind on table); two of the directors order a personal copy after meeting; cost per attendee EUR 150-350 amortised over kit lifespan of 3+ years. Approval cycle compressed from a typical 4 weeks to 11 business days. Defect rate below 0.4% on inspected units. Payment Net 30/45 via SEPA after receipt; full IVA 22% via SdI (Sistema di Interscambio)-compliant invoice issued on delivery day.
Pricing and lead times — Italy
All quotes in EUR excluding IVA 22%. Tier pricing on MOQ 50/100/250/500 units, with quantity breaks at 1,000+ and 5,000+. Standard lead times 7-10 business days from artwork sign-off, rush 4-6 days at +30-40%. Production coordinated from the Milano hub with BRT/SDA/DHL Express Italy nationwide; direct-to-office, direct-to-event and direct-to-home distribution supported.
FAQ
Can we see the actual brand name?
No — cases are anonymised under NDA. Named references after mutual NDA in the shortlist phase.
Are these real numbers?
Yes, anonymised but proportionally accurate (quantities, EUR ranges, lead times).
Can you replicate this for our company?
Yes — the same approach scales from 50 to 50,000 units, with price tiers documented upfront.
Do you handle electronic invoicing?
Yes — fully supported.
Who is the main point of contact?
A dedicated account manager at our hub, single email/phone for contract duration.