Choose a vendor by matching its model to your program. Online print shops are fast for simple, small orders. Merchandise platforms suit recurring kits and gifting with software for recipients. Full service distributors suit large, multi-location or custom programs where sourcing, decoration across partners, kitting and shipping need one accountable contact. Whatever the type, ask for a written proof, a firm in-hands date, clear per-unit pricing and a remake policy before you sign.
The three vendor types
| Vendor type | Strengths | Watch for | Best fit |
|---|---|---|---|
| Online print shop | Instant pricing, easy ordering | Limited product range, little help on complex programs | Simple apparel orders, small teams |
| Merchandise platform | Software for kits, gifting and recipient address collection | Platform fees, catalog limits | Recurring onboarding and gifting programs |
| Full service distributor | Sources from many suppliers, manages decoration, kitting and shipping across partners | Quality varies by distributor, so ask for process and references | Large, multi-location and custom programs |
Questions to ask any vendor
- Can you show me a mockup and a written proof before production?
- What is the firm in-hands date, and what happens if it is missed?
- What is the per-unit price at my quantity, and what setup, art and shipping charges apply?
- How will you handle a 5,000 or 10,000 piece run: one decoration partner or several, and how do you keep them consistent?
- Who is my single point of contact?
- Can you ship to many addresses and give me tracking?
- What is your remake or refund policy for errors?
- What payment terms do you offer?
- Can you provide country of origin and product safety information on request?
- Can you provide references for a similar program?
Signs a vendor can handle a large program
They ask about your size mix, locations and deadline before quoting. They name backup blank styles in case of stock shortages. They explain how production will be split and proofed. They put the in-hands date in writing.
What procurement will ask for
Most corporate and public buyers ask for a W-9, company details, references, payment terms, and often proof of insurance and sourcing information. See our vendor information page.
Frequently asked questions
- What is the difference between a promotional products distributor and a print shop?
- A print shop decorates items itself and usually offers a limited product range. A distributor sources products from many suppliers and manages decoration and delivery through production partners, which suits larger and more varied programs.
- How far ahead should I order merchandise for a company-wide event?
- Allow time for a mockup, proof, production and shipping. For large runs, start the conversation as early as possible so blanks and production can be scheduled. Your vendor should give a firm in-hands date with the quote.