Event merchandise has zero flexibility on delivery date, which makes timeline discipline more important than for almost any other order type.
Weeks 6–5: Brief and quote
Lock quantities, booth giveaway concept, and staff apparel sizing. Get a written quote and confirm production lead time against the event date with buffer for shipping delays.
Weeks 4–3: Sample approval
Physical pre-production samples should be approved no later than three weeks out — this is the last point where changes do not put the final delivery date at risk.
Weeks 2–0: Production and shipping
Build in at least 3–5 days of slack between projected delivery and the event load-in date. Live tracking on bulk shipments lets your team react if anything slips.