Promotional Merchandise - Managing an Exhibition and Events Order

Confirm the event date, venue, delivery address, and latest acceptable delivery date in writing. Record all three dates in the job record.

Issue order confirmation with full product spec per line and explicit proof approval deadlines calculated back from each supplier's production start date.

Raise separate POs per supplier with event date and required pre-event delivery date stated prominently. Obtain written production schedule acknowledgment.

Send artwork brief to each supplier with PMS colour references, imprint dimensions, and artwork file. Set firm proof receipt deadline and communicate customer approval deadline in writing.

Chase proof approval proactively before the customer deadline. Written sign-off required before production is authorized - no exceptions.

Contact each supplier at the midpoint of the production window. If any delivery risk is identified, notify the customer immediately with options.

Confirm each supplier has despatched on the pre-advised day. Obtain tracking references for every shipment and record in the job record.

Count every item against the delivery note and PO before signing. Check decoration quality against approved proof. Raise the invoice the same day goods are confirmed accepted.

We assumed the customer had approved the proof because we hadn't heard back - production started, and then they came back with changes that had already gone into 500 units.

Goods arrived at the venue missing an entire size run because nobody counted the delivery before signing - the supplier had short-shipped and we had nothing to replace them with before the event opened.

The supplier told us about a production delay the day before they were meant to despatch - we had no mid-production check built in and found out too late to do anything useful.

How far in advance should an exhibition merchandise order be confirmed?

Allow the full production lead time plus five to seven working days for proof approval and pre-despatch checks. For screen-printed or embroidered items, production typically runs 7 to 14 working days after proof approval. An event on a Friday in week 6 requires a confirmed order and approved artwork by the end of week 3 at the latest - work backwards from the event date, not forwards from today.

Who covers the cost of expedited freight when a supplier delays on an event order?

If the delay was caused by the supplier missing their own production schedule, the expedited freight cost should be recovered from the supplier. If the delay was caused by late customer artwork or proof approval, the cost should be passed to the customer. Neither case should be absorbed as an overhead - document the cause in writing at the time so there is a clear record when the cost discussion happens.

What should be checked when event merchandise arrives?

Count every unit against the delivery note and purchase order before signing. For apparel, check the size run unit by unit - not just total quantity. Pull a sample from each product line and compare the decoration against the approved proof: PMS colour, imprint position, artwork version, and decoration method. For hard goods, check imprint quality on a sample before accepting the full delivery. Any discrepancy should be photographed and reported to the supplier in writing the same day.