A one-stop guide to sourcing customized event and event products

A one-stop guide to sourcing customized event and event products

From inquiry to delivery: Make every purchase clear and controllable

Applicable to: Event organizers, event planning companies, corporate procurement, gift vendors, overseas distributors

Business scope: Complete sets of materials for marathon/road running events, corporate sports meets, commercial event merchandise, and custom holiday gifts

Delivery capabilities: Design → prototyping → mass production → international logistics → door-to-door delivery

1. What can we offer you?

We are a one-stop supplier specializing in customized event and event materials, serving four major scenarios: sports events, corporate events, brand promotion, and holiday gifts. Clients do not need to coordinate separately with printing factories, hardware factories, garment manufacturers, and freight forwarders—from a single logo to a complete package of materials, all coordinated by us in a unified manner.

Core Product List:

One-stop solutions mean:

• A docking window responsible for synchronizing the progress of      all materials

• A consolidated packing list reduces delivery fragmentation

• One international transportation trip reduces logistics costs

• A set of quality inspection standards, with a unified quality      control approach

2. Sales Matchmaking Process: Complete procurement through 7 steps

Many clients, when working with for the first time, worry the most: "The money has been paid, but where has the item gone?" — We break down the sales process into seven clear nodes, each with written confirmation and progress feedback.

Step 1: Requirements Communication (0.5–1 working day)

Customers provide the following information via email, WhatsApp, WeChat, or official website form, and we will reply within 12 hours:

• Event name and schedule: Decide the      schedule for the project

• Procurement categories and quantities: Starting quantities are generally 50 pieces, with some      products starting at 10 pieces

• Design files: AI/EPS/PDF vector      files are preferred; If you don't have a design draft, we can type it for      free

• Delivery location: country, city,      whether door-to-door delivery is required

• Budget range (optional): Makes it      easier for us to recommend cost-effective solutions

Step 2: Proposal and Quotation (1 working day)

We issue a formal quotation based on your needs, including:

• Item unit price, mold fee (such as medal mold making), and      sample fee

• Delivery time details: sample days, bulk cargo days,      transportation days

• Shipping options: sea freight / air freight / international      express delivery, quoted separately

• Payment terms: Usually 30% deposit + 70% paid before shipment

Quotation validity: 15 days; recalculation will occur if exchange rate fluctuations exceed 3%.

Step 3: Design Confirmation (1–2 working days)

• Design draft: We review process feasibility (color quantity,      size, suitability for printing/die casting)

• No design draft: Provides 2–3 free layout plans, with      renderings provided after client confirmation

• Key reminder: Process limitations such as printing color      differences, metal etching depth, and number of embroidery needles will be      explained at this step to avoid large quantities not meeting expectations

Step 4: Contract signing and deposit (1 working day)

• Proforma invoice (PI) or sales contract stamped by both parties      for confirmation

• After payment is received, production is officially scheduled.      The deposit arrival date = the start date of the construction period

• Supports T/T wire transfer, PayPal (small sample forms),      Western Union, L/C letters of credit (bulk orders)

Step 5: Sample Confirmation (5–7 working days)

This is the most critical quality control step that must never be skipped:

• Photos are taken before samples are sent to confirm color and      craftsmanship

• International express samples are usually delivered via      DHL/FedEx, and arrive at the customer within 3–5 days

• Sample fees can be refunded after bulk order confirmation

• After the customer confirms the sample (in writing or by email,      replying "approved"), mass production will begin

Step 6: Bulk production (7–25 working days, depending on category)

• Medals / Metal category: 15–20 working days

• Printed materials (bibs / banners): 7–10 working days

• Apparel category: 15–20 working days

• Gift combination category: 10–15 working days

• During production, we provide: photos of raw materials,      mid-production photos, and finished product photos

Step 7: Shipping and delivery

• Shipment will be arranged after the final payment is received

• Provided: packing list, invoice, bill of lading/waybill,      quality inspection report

• The entire logistics tracking number is synchronized with the      customer

3. Production Process Flow: How do we control quality?

3.1 Typical Procedures for Medal/Metal Products

Design Drafts → 3D Modeling → Silicone Mold Opening → Die-Casting Zinc Alloy → Trimming and Sanding →

Polishing → Electroplating (gold/silver/antique bronze) → Dotting/baking paint → Optional glue →

Wear webbing→ fully inspect → packaging

• Standard medal sizes: diameter 50mm / 60mm / 70mm / 80mm,      thickness 3–5mm

• The single weight is about 60–120g, adjusted according to      customer requirements

• Webbing can be printed in two or four colors, with widths of      25mm/32mm

3.2 Bib/Flag Printing Process

Fabric cutting→ Digital sublimation/screen printing → Edge stitching → Pin/chronograph hole →

Color check each sheet individually→ Bundle and package

• Bib material: 75D/100D polyester, water-repellent,      tear-resistant

• Printing accuracy: sublimation up to 1440dpi, color retention

• Optional processes: vent holes, tear lines, timing chip      attachment points

3.3 Gift Merchandise

• Canvas bag: 12 ounces canvas,      silk-screen or heat transfer printing, stitched reinforcement

• Insulated cup: 304/316 stainless      steel, laser-engraved or heat-printed logo

• Keychains / fridge magnets: metal      die-cast + enamel, or acrylic UV printing

3.4 Quality Inspection Standards (AQL 2.5)

• 外观：无划痕、无色差（ΔE≤3）、无漏漆、无毛刺

• Dimensions: Tolerance ±2mm

• Packaging: Individual OPP bags, outer box made of five-layer      corrugated cardboard, clear box labels

• Samples are kept for each batch to facilitate subsequent order      comparison

4. Shipping and Logistics: Delivering goods safely to you

4.1 Comparison of the Three Mainstream Transportation Methods

4.2 Packaging Standards

• Inner packaging: Individual OPP pouch + card paper protection      (medal category)

• Medium packaging: divided by SKU with a list of contents      included

• Outer carton: five-layer corrugated, gross weight controlled      under 15kg for easy handling

• Fragile items: pearl cotton + foam edges

• Holiday gift orders: Gift boxes and greeting card placement can      be customized according to customer requirements

4.3 Customs Clearance and Tax Tips

• We provide commercial invoices and packing lists

• US/European customers: It is recommended to confirm whether an      IOSS/EORI number is required

• Customs duties are borne by the recipient (DDU terms); If DDP      is required for door-to-door customs clearance and tax delivery (DDP),      calculations will be calculated separately at the time of quotation

• Certificates of origin (CO/Form A/Form E) can be processed on      your behalf, with certification issued within 1–3 working days

4.4 Traceability

• Waybill number provided within 24 hours after shipment

• Sea freight requires a scanned copy of the bill of lading

• Proactive email notifications for key milestones (arrival at      port / customs clearance completion / delivery).

5. Christmas Special: Fast Track for Holiday Stockpiling

Christmas is the biggest purchasing season for European and American customers in the second half of the year. Based on past experience, goods arriving at the port in mid-November coincide with the Christmas sales peak; any later would be too late to be stocked. Below is a special plan we have developed for holiday orders

5.1 Time-Backward Tables (Taking Major Ports in Europe and America as Examples)

⚠️ Important reminder: October and November each year are peak shipping seasons, with tight spaces, rising freight rates, and port congestion. It's better to place orders two weeks in advance rather than miss the deadline

5.2 Popular custom products for the Christmas season

5.3 Rapid delivery of three-tier solutions

Option A: In stock + logo printing (fastest 7 days)

• We always keep some solid Christmas products in stock (white      socks, blank canvas bags, glossy thermoses).

• Customers only need to provide the logo, and we print or      engrave it directly on the stock

• Suitable for last-minute restocking and urgent orders, with      quantities of 50–500 pieces

• For shipping, we recommend courier delivery, which can reach      customers in 7–12 days overall

Option B: Standard model color change / lettering change (15 days)

• Choose from the Christmas product templates we already have

• Only change the color, text, and logo—no need to remold

• Saves mold opening fees and sample time

• Suitable for customers with certain quantity requirements      (300–2000 pieces) who don't want to wait for the full cycle

Option C: Fully customized (25–35 days, including shipping)

• Newly designed Christmas medals, gift boxes, and sets

• Suitable for large-scale events, brand clients, and chain      retailers

• Placing an order now still allows for warehouse arrival before      mid-December, but design confirmation must be      made as soon as possible

5.4 Special Christmas Stocking Service

• Consolidated Shipments: Multiple      customers' Christmas goods are consolidated into one container, reducing      shipping costs for individual customers

• Overseas Warehouse Dropshipping:      Joint warehouses in the USA/Europe, where customers send goods to overseas      warehouses in advance, and during Christmas, one item is dropped to the      end consumer

• Holiday packaging: Free Christmas      color packaging suggestions are provided, including pine branches, pine      cones, greeting cards, and other decorative elements

• Delayed shipping: Production is now      and temporarily stored in our warehouse. Customers specify the date before      shipping, avoiding arriving too early and occupying inventory

6. Suggestions for first-time cooperation with new clients

1. Try ordering first: It is      recommended to start your first order with a sample or small batch (50–100      pieces) to verify quality and communication efficiency

2.       Reserve a buffer: For first-time collaborations, it is recommended to allow 3–5 days longer than usual for possible sample modifications

3.       Document preparation: Prepare the AI vector logo, Pantone color code (if strict color matching requirements apply), and a description of product use

4.       Communication Rhythm: We default to formal confirmation via email, WhatsApp / WeChat for daily progress synchronization; Important confirmations are subject to email

5.       Order turnover advantage: We keep confirmed samples and molds for 12 months; next time we reorder directly, we produce mass production directly, saving time and costs on sample making

7. Contact us

Whether it's a full set of materials for a thousand-person marathon or 500 custom thermos cups urgently restocked before Christmas, we have a corresponding solution.

• 官网：https://www.shsandi.com/

• Inquiry Email: Get the latest      contact email via the official website contact form

• Working hours: Monday to Saturday,      9:00–18:00 (Beijing Time).

• Response time: Inquiry response      within 12 hours, quotation issued within 1 working day

The Christmas season is tight, so we welcome you to contact us early to secure production lines and space.