20 caps, 200 bags. How did we keep up with a merch plan that kept changing?
- Best for 🙋
- Event managers who need to decide items and quantities for both merch for sale and giveaways
- Quantity & lead time ⏱️
- 6 types, 470 pcs · 50 apparel pieces for sale, 420 event giveaways · Scheduled around the conference preparation timeline
- Key points 📌
- ① Coordinating changes to items, colors and quantities
② 20 caps made by adding embroidery to ready-made caps
③ A second tarpaulin bag sample made to check quality
💡 For this project, we made 20 caps by adding embroidery to ready-made caps. Minimum order quantity and production time vary by product and finishing method, so please check them before ordering.
While you prepare an event, the merch plan you started with can change. Apparel you plan to sell and items you hand out on site need different quantities, and you may change your mind after seeing a sample. While preparing their conference, ORIGIN X also dropped the coach jacket from the lineup and adjusted the T-shirt colors and quantities.
In this Making Note, we go through the questions that came up along the way, one at a time: how the labels and packaging for the retail apparel were prepared, how the 20 caps were made, and why the tarpaulin bag sample was made again.
| Category | Item | Quantity |
|---|---|---|
| Apparel for sale | White T-shirt | 30 pcs |
| Apparel for sale | Double-knit hoodie | 20 pcs |
| Event giveaway | Embroidered cap | 20 pcs |
| Event giveaway | Acrylic keyring | 100 pcs |
| Event giveaway | Pin badge | 100 pcs |
| Event giveaway | Tarpaulin bag | 200 pcs |
| Total | 6 types | 470 pcs |
Merch to sell and merch to give away: how should you prepare each?
First, we separated the items to sell from the items to hand out at the event, then set the quantity and finishing for each. ORIGIN X prepared 30 white T-shirts and 20 double-knit hoodies for sale. Both items came with a main label and a care label, and each piece was packed individually in an OPP bag.
The giveaway merch consisted of 20 caps, 100 each of acrylic keyrings and pin badges, and 200 tarpaulin bags, since each item needed a different quantity. Sorting items by purpose like this makes it easy to see how many of each to make and how far labeling and packaging need to go.
What if you want to change items or colors after seeing a sample?
Seeing a sample can lead you to choices that differ from the original plan. ORIGIN X made a coach jacket sample and then left it out of the final lineup. For the T-shirts, they first considered black only, then added white, and adjusted the quantities several times. Each time, O-SEAN checked the production status and coordinated the changes.
Whether a change is possible depends on the item and the production stage. If you tell us exactly which items, colors or quantities you want to change, we can check what is possible at the current stage. The ORIGIN X manager also said it helped that we closely kept track of progress while their requests changed several times.
We only need 20 caps. Can you make them in a small quantity?
ORIGIN X was also concerned about the minimum order quantity for caps, because ordering more than they needed would strain the budget. O-SEAN suggested adding printing or embroidery to ready-made products, and this time we made 20 caps by embroidering ready-made caps.
The black caps were embroidered in white with the phrase ‘TAKE WHAT’S YOURS’. The manager was pleased that using ready-made caps kept the project within budget. If you are considering a small run, start by checking whether customizing a ready-made product suits the quantity and design you have in mind.
Worried about bag quality? Can you check a sample again?
ORIGIN X prepared 200 tarpaulin bags as event giveaways, with 2-color screen printing. During production, we made one more sample to check the quality. The manager said it was good to be able to see and check the actual product in person.
If photos or specifications alone are not enough to judge quality, talk with us about a sample check. ORIGIN X went through the process of having a sample made again and checking it. Below is a staged image showing the surface texture, handles and sides of the tarpaulin bag.
“When things were hectic with conference preparation, they kept a really close eye on progress. Even with so many changes during production, they made it easy for us to keep going. I especially appreciated that when the cap MOQ was too high and we wanted to reduce it, they helped us stay within budget by printing and embroidering ready-made caps. They also ran a second sample so we could check with our own eyes that the quality was right. I’m very grateful that they led the schedule all the way from contract to payment.”
Manager, ORIGIN X
Six types of merch, 470 pieces, matched to the quantities and budget needed
ORIGIN X produced 50 apparel pieces for sale and 420 event giveaways, a total of 470 pieces across six types. Items and quantities changed during preparation, but by using ready-made caps and checking the tarpaulin bag sample again, the lineup came together as needed. The order also received a 10% discount from our newsletter subscription event.
O-SEAN shared production progress and also guided the schedule needed for the contract and payment. The manager left a review saying they could prepare with ease even as the plan changed several times. Below are staged shots of the finished merch in everyday use.
Lots of merch in mind. Can it fit within your budget?
ORIGIN X made the 20 caps they needed by embroidering ready-made caps. Before increasing your order to meet a minimum quantity,
check whether there is another way to make the quantity you actually need.
Caps,
apparel and keyrings each need different quantities. O-SEAN will help you find products and finishing methods that fit your budget and purpose. From whether a small run is possible to labels and packaging,
talk to us about what your event needs.
