Plan gifts backwards from the event date

An event deadline is a receiving deadline, not simply a dispatch date. Start with the day the goods must be available for packing or distribution. Identify the delivery location and the person who can receive cartons, then build the order schedule backwards with the supplier.

Complete the brief first

Gather quantities, product options, artwork, logo positions and packing requirements before requesting a firm plan. Missing decisions can move every later stage. Give one person responsibility for combining internal feedback and tell the supplier which approvals must pass through purchasing, marketing or the event team.

Allow time for proof review

Treat proof approval as a scheduled task with a named owner. Check the actual file, dimensions, colours, text and version rather than approving from a casual message. If colleagues need to review the design, include their review time and consolidate changes into one clear response.

Define what a sample approves

Ask whether a stock sample, decorated sample or pre-production sample is appropriate, and confirm its cost and schedule. Record which details it represents and which remain subject to the order specification. Decide who receives it and how comments will be captured before it is sent.

Separate production from transport

Ask for the assumptions behind the production plan and the estimated transport stage. Confirm what starts the schedule, such as final artwork approval or an agreed payment step. Discuss the effect of revisions, split destinations and venue receiving restrictions; avoid treating a shipment estimate as a guaranteed arrival date.

Keep a receiving buffer

Allow a practical interval for counting, checking and sorting the order before the event. Record carton labels and photograph any visible damage when receiving goods. If timing becomes tight, ask about feasible alternatives and their costs before approving a change. Keep the agreed plan accessible to everyone responsible for the handover.