Start with the people and the occasion
Describe who will receive the products, why you are giving them and how they will be distributed. A booth handout, a staff kit and a client gift can require different quantities, packaging and delivery arrangements.
- Name the audience and occasion.
- Include product links or item numbers if you already have a shortlist.
- Identify who will approve the product choice and artwork.
Make the product request specific
Give a working quantity and preferred product color. If alternatives are acceptable, describe them as alternatives rather than letting each quote assume a different product or quantity.
- Record quantities by product and color, including any reserve quantity.
- Describe the requested decoration method, logo colors and imprint location.
- State whether artwork is ready, needs revision or is not yet available.
- List packaging or assembly requests separately; a request does not confirm that the service is available.
Use a clear budget and delivery basis
Say whether your budget is per piece or for the total order. Ask each quote to identify decoration, setup, packaging, freight and any other charges so you can compare the same scope.
Give the destination and the date the products must be in hand. A shipping date or event date alone may not describe your receiving needs. Ask for the complete schedule, including any artwork or sample approvals, before relying on it.
Keep open questions visible
A concise brief can contain unknowns. Label them and assign someone to confirm them. Do not turn a requested color, production date or packaging arrangement into an assumed commitment.
- Product or shortlist; quantity and color.
- Decoration location and artwork status.
- Budget basis and required inclusions.
- Destination, in-hand date and receiving requirements.
- Product, artwork and budget approvers.
- Open questions and acceptable alternatives.
Continue planning
- Plan trade show giveaway quantities and distribution
- Choose the right artwork or sample check
- Compare quantity pricing on the same basis
Availability, costs, decoration and delivery arrangements require confirmation for the selected product and order.