Digital vs. Physical Event Stationery: Which Is Right for You?

As someone who makes and sells both digital templates and physical stationery, I get asked this question all the time. When I first started Bluefin Works, I only offered physical stationery. But so many people requested digital options, and since it allowed me to offer more items this way, I eventually added templates to my shop too. However, I’m often thinking about which version is the most beneficial.

After working in the events industry and experiencing both sides as a designer, I want to share what I’ve learned so you can make the best choice for your situation by walking through you some factors worth considering.

Cost

When customers see a $15 digital template versus $75 for physical place cards, I totally get why the choice seems obvious. But it’s worth looking at the full picture.

Digital templates may require additional investments:

• Quality printer that handles card stock (can be a significant investment)
• Professional card stock ($0.25-0.75 per sheet)
• Paper trimmer ($30-150)
• Scoring tool, corner punching tools, etc.
• Professional ink cartridges (more expensive than regular ink)
• Print shop services (costs can add up quickly for larger quantities)

Physical stationery includes everything – professional printing, premium card stock, and finishing – in one price. Shipping costs or rush fees might be also added, but It’s nice to know the cost upfront and not be surprised with more things you might need later on.

Time

Digital templates involve:

• Template customization (inputting names, adjusting spacing)
• Home printing and cutting (this often takes longer than expected – sometimes several hours)
• Troubleshooting and reprints (plan for extra time in case things don’t go perfectly)
• Print shop coordination (usually quick and straightforward)

Physical stationery involves:

• Ordering process with some back-and-forth
• Planning for processing time (especially with popular vendors)
• Waiting for delivery

The key with physical orders is timing – you’ll need final guest counts while allowing enough time for production and shipping.

Design Possibilities

Digital templates offer:

• Flat printing
• Basic rectangular shapes
• Standard finishes
• Customizable text and colors

Physical stationery can include:

• Die-cut shapes and custom silhouettes
• Letterpress, foiling, and embossing
• Unique materials and textures
• Premium finishes

I’m a little biased, but truly, a unique place card made specially for each guest really makes a difference in the experience of your guests. I’ve been told time and time again that guests loved taking home the die cut place cards I designed because they were unique and so cute. The creative possibilities are so much broader with professional production.

When Digital Works Best

Digital templates are perfect when:

• You have a smaller, intimate event
• You enjoy crafting and have time
• You’re comfortable with design software
• Budget is the primary concern
• You want a handmade aesthetic
• You need something last-minute

When Physical Makes Sense

Physical stationery is ideal when:

• You want consistent professional results
• Time is more valuable than cost savings
• You have a larger guest count
• You prefer unique shapes or premium finishes
• You’d rather focus energy on other event details
• Your event calls for formal, polished pieces

My Honest Take

Both options have their place! If you choose digital, budget extra time and money beyond the template cost, and test everything well in advance. If you go with physical stationery, remember you’re investing in professional quality and peace of mind.

The most important thing? Choose the option that lets you actually enjoy your event planning process. Your guests will remember how your celebration made them feel, not whether your stationery was DIY or professionally made.