Promotional Products Buyer's Guide

Working with a distributor

Updated: September 2008

According to the Promotional Products Association International, there are over 20,000 promotional product distributors in the U.S., representing over 3,500 manufacturers. This means there are plenty of specialty vendors that can set you up with almost any type of promotional item you can imagine.

You'll almost always purchase from a distributor. Most distributors work with multiple manufacturers to offer a range of products that will appeal to any client. They can also help you plan your campaign, from product ideas to distribution. Manufacturers, in most cases, don't sell directly to the public.

Although you may be choosing a distributor for one specific project, chances are that if you're satisfied with the work they do, you'll go back to them for future projects. Therefore, it's a good idea to run your evaluation as though you are choosing a long-term partner for your business. Some key considerations:

Turnaround time. The vendor should be responsive throughout the process of creating your items. They should deliver your items when they're promised. And you may want to ask what capabilities they have for rushing a job if necessary.

Professional service. Customer service reps should be well trained and able to offer assistance and advice as you organize your promotion.

Product quality. While the distributors don't actually make the products, they should guarantee the quality of the items and the imprinting.

Location generally doesn't make much difference: email and overnight shipping will let you work with a distributor halfway across the country if they provide the best service and a good price.

Once you choose a vendor
It can help your decision to get a sample of the product you're considering before you finalize your order. Often, distributors will send you a sample of smaller items for free; they may charge you for more expensive items or shipping costs, but the small price is usually worth the chance to examine the item before you commit to a large order.

Once you place the order and send your artwork, the distributor will work with the manufacturer to create your items. Depending on the size of your order, you may get a pre-production sample of the item with your logo, allowing you to give the go-ahead before full production starts. If possible – even if you have to pay a little extra – it's generally a good idea to get a pre-production sample, especially if you're new to promotional products. It may be jarring to see your logo drastically reduced on something tiny like a pen or key chain.

For smaller orders and for some types of items, you may simply get a picture of the item via fax or email, or a swatch of cloth (a "sewout") in the mail showing how your logo looks when translated into fabric and thread.

You'll often have a choice of shipping options, including drop shipping to a trade show or other third-party location. Again, be sure to talk to the distributor in advance if you have specific shipping requirements.

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