Promotional Merchandise - University and Schools Order

Inquiry received from institution's marketing department, student union, or society. Logged with event, required products, quantities, deadline, and brand guidelines reference.

RFQs sent to suppliers for product options matching the brief. Sample requests submitted if physical approval is required before ordering.

Quote built with itemized products, decoration costs (setup fees and run charges), quantity breaks, and delivery. Two to three options presented at different price points.

Written quote acceptance received. Artwork brief requested - vector logo files and confirmed PMS colour references required before proceeding to proof.

Artwork proof prepared against the institution's brand guidelines. Submitted for approval, with time allowed for revision rounds across multiple stakeholders.

Written proof approval received. POs placed with suppliers, confirming decoration specifications, approved PMS colours, and required ship date.

Production tracked against confirmed ship date. Mid-point reminder set. Supplier chased if goods have not shipped on schedule.

Goods received. Quantities checked against POs. Decoration quality and PMS colour accuracy verified against approved proof before accepting delivery.

Invoice raised on confirmed delivery. Balance invoice sent with full product and decoration breakdown to the institution's accounts payable contact.

Multiple approval layers within the institution - marketing, brand compliance team, and student union committee - cause artwork delays that push delivery past the event deadline.

Distributor sends goods to print without confirmed written artwork approval and is asked to reprint at their own cost when the institution identifies a PMS colour discrepancy.

Order delivered to a central goods-in address instead of the specific building or department that needs it, creating last-minute logistics problems the day before the event.