Promotional products: what to know

What the job involves, what changes the price, and what to ask a pro.

What promotional products is

A promotional products supplier customizes items such as pens, bags, shirts and drinkware with your logo, so you can give them away at events or to customers. Businesses use promotional products to stay in front of customers and staff, reward loyal clients and give visitors something to remember.

Signs you need it

  • You are hosting an event, trade show or open house and want a useful item to give visitors
  • You want to thank loyal customers or staff with an item that carries your name
  • You need a bulk order of the same item for a team, a conference or a new hire kit
  • Your current giveaways are not being used, and you want items people keep and use
  • You need items to match a campaign, such as a seasonal product or a themed event

What the pro does

  • Learn the purpose of the giveaway, the audience, the budget limits and the deadline
  • Suggest product options that fit the audience and the use, and show samples
  • Confirm the logo, the colors, the placement and the quantity for each item
  • Send a proof showing the logo on the actual item and the decoration method
  • Produce the order, checking the decoration and the quantity before shipping
  • Deliver the items on time, with a count and a list of any issues found

What changes the price

Every job is different, so we do not publish prices. These are the things that move the quote up or down.

  • The product chosen, since materials and features change the price of each item
  • The quantity ordered, and whether the order is a single batch or several smaller runs
  • The decoration method, such as printing, embroidery, engraving or heat transfer, and the number of colors
  • Whether the logo or artwork needs to be designed or adjusted
  • Whether samples or a pre production sample are needed before the run
  • Whether the items must be packed or assembled into kits for distribution

What a written quote should spell out

  • The product, the quantity, the color and the decoration method for each item
  • The proof and sample stage, and what you approve before production
  • The delivery method, the delivery date and who pays for shipping
  • The minimum quantity required, if any, and the reorder terms
  • How defects and wrong items are handled, and by when they must be reported

Questions to ask before you hire

  • Can I see samples of this item with my logo on it before I order?
  • What is the decoration method, and how many colors can it handle?
  • What is the minimum order, and can I order a smaller run?
  • How long will production and shipping take, and what can delay it?
  • Are the items made in a way that meets the safety rules for the products I plan to give away?
  • How do you handle a defective item, and what is your deadline for reporting one?

Red flags

  • Starts production without a sample or proof you have approved
  • Will not show the decoration quality on a sample item
  • Quotes a low item price and adds surprise fees later
  • Promises that the item will be delivered by a date it does not control

What you can do yourself

For a small giveaway, you can buy plain items in bulk and add a sticker or a stamp with your logo, or print a label and attach it. Hire a promotional products supplier for custom decoration on many items, for a consistent look across a set or for products that must carry your logo in a specific method.

Licenses and permits

No license is usually required to buy or supply promotional products. Ask instead for samples, references and a written proof process; some products, such as children's items, food containers or products with safety requirements, have rules set by government agencies, so check those rules before you give the items away.

Promotional products questions

Which items do people actually keep?

Items people use often, such as a bag, a water bottle or a notebook, tend to last longer than single use items. Choose the item that fits the audience and the use, and ask the supplier for samples.

Do children's items have special rules?

Yes. Products for children often have safety rules set by government agencies. Ask the supplier whether the item meets those rules, and check with the agency that covers children's products.

Should I order extra items?

Many clients order a few extra for damage, late requests and reorders. Ask the supplier how extra items are charged and whether the same decoration can be matched later.

Pro reviewers

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