An event merch ordering checklist for getting it in hand on time

Work backward from the in-hand date

Use the date the items must be physically in hand—not the event date—as the starting point. That allows room for proof review, production, delivery, and any packing or distribution you need to do before the event.

If the date is tight, say so immediately. A clear deadline lets the production team assess what is realistic before anyone invests time in the wrong plan.

Separate attendee, staff, and merchandise needs

A volunteer tee, a team uniform, and a retailable souvenir may be part of the same event but have different goals. Name the groups and expected quantities separately. It may make sense to use different garments, colors, or decoration approaches for each.

If pieces will be sold, consider the audience, price point, and size curve early. Those choices are part of the project, not an afterthought.

Get approvals organized

Events often involve multiple people approving artwork, names, sponsors, and quantities. Identify the person who can give the final yes. A consolidated approval path avoids last-minute edits that can compromise the timeline.