# Event merchandise supplier timeline worksheet

Use one copy per event. This is an editable planning record, not a promise of delivery. Enter dates confirmed by the actual supplier, carrier and receiving site; identify whether each duration means working days or calendar days.

Event: ____________________  Event date and local time zone: ____________________

Merchandise owner: ____________________  Final in-hand deadline: ____________________

Receiving location and address: ________________________________________________

Receiving window, booking/reference and named contact: __________________________

## One line per item or shipment

| Item / variant | Quantity | Supplier and order ID | Artwork owner | Proof or sample approval deadline | Supplier production start / completion | Dispatch method and tracking | Estimated arrival | Receiving slot / contact | Count and condition accepted by | Exception / next decision |
| --- | ---: | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| Example: two-color tote, size standard | 200 | Replace with real supplier | Name | Date/time, time zone | Dates confirmed in writing | Carrier/service; tracking after dispatch | Date/time, source of estimate | Venue loading desk, named receiver | Name/date after inspection | Open until proof and slot confirmed |
| | | | | | | | | | | |
| | | | | | | | | | | |

## Work backward from the receiving deadline

1. Confirm when the venue or hotel can receive the shipment, where it must be delivered, whether storage is available, and who will sign for it. The event date is not always the latest acceptable arrival date.
2. Ask the carrier for the service and estimated transit time to that exact destination. Allow for any cross-border clearance questions through a qualified shipping or customs contact; do not assume a general delivery time.
3. Ask the merchandise supplier for production time **after** final proof or sample approval, stock confirmation, quantity lock and payment/PO acceptance. Obtain the production-complete and handoff-to-carrier dates in writing.
4. Schedule artwork preparation and review before the supplier's cutoff. Record who approves spelling, logos, colors, sizes, quantity and any sample. If changes restart production, record the new dates.
5. Compare the resulting approval deadline with today's date. If it has passed, ask for a revised product, quantity, production path or receiving plan before promising attendees an item.

## Change and handoff log

| Date and time | Change or exception | Evidence or supplier response | Decision and owner | New in-hand date | Attendee/sponsor communication needed? |
| --- | --- | --- | --- | --- | --- |
| | | | | | |
| | | | | | |

At receipt, count by item and variant, photograph any damage where appropriate, compare against the order, and record missing cartons or wrong sizes with the supplier. Keep the delivery receipt and exception owner with this worksheet. Move accepted stock to the event inventory and issue/return record; do not treat carrier “delivered” status as a completed quality check.