Imagine you’re planning a big marketing push or a trade show appearance. You pick out the perfect branded items — pens, tote bags, shirts — and place an order. A week before the event, you log in to check delivery status and discover your products haven’t even been printed yet. Panic sets in. What went wrong? The answer is usually the same: production time was misunderstood.

This blog is written for companies, brands and marketing teams who are planning to order custom promotional items for events, employee gifts or giveaways. We will explain what turnaround time is, why it matters, how it is calculated and what you can do to ensure your products arrive on time. Our guidance draws on more than two decades of experience in the branded merch industry and incorporates best practices recommended by other suppliers and industry guides   .

Who We Are & Why Listen to Us

Promotional Product Inc. has been helping businesses across the United States and Canada bring their brands to life since 1997. Over the last 25 years we have supplied everything from corporate gifts and apparel to trade show giveaways and custom packaging. Our team works closely with suppliers, manages strict client deadlines and verifies every order detail. This commitment allows us to maintain a 99.99 percent on‑time delivery rate — a promise we extend to every customer. When you partner with us you get more than printed merchandise; you get a knowledgeable team that understands production schedules, rush orders and event deadlines, so your branded items arrive exactly when you need them.

What Is Production Time?

Production time is the time it takes to get your promotional item customzed and ready after your artwork is approved. This includes setting up machines for printing or engraving, imprinting your logo or design, checking items for quality, and finally packing them for shipping. It’s the step-by-step process that ensures your order is customized correctly before it reaches you.

The length of this phase varies based on the product and decoration method, but it does not include order processing, proof approval, shipping or weekends and holidays. In other words, lead time is the “hands‑on” portion of your order — the time technicians and machines spend making your items unique.

Extra Reading: Before placing an order, it helps to understand what promotional products are and how businesses use them. 

Typical Production Times by Method

Industry guidelines give rough benchmarks for different decoration methods. According to Hit Promotional Products, a major supplier, standard production on one‑color pad‑printed, laser engraved or silk‑screened items is approximately 3 – 5 business days after artwork sign-off. Multi‑color pad‑print, debossed and embroidered items take 7 – 10 business days, while full‑color process and transfer prints require 10 – 12 business days. Labelled items fall between 5 – 7 business days. These timelines are guidelines only and may change based on production capacity or special requests.

Why Does Production Time Matter?

Production time impacts nearly every aspect of your order. Here’s why:

Event Deadlines Don’t Move: Trade shows, conferences and product launches occur on fixed dates. If your custom items arrive late, the opportunity is lost. By accurately calculating production time and adding shipping days, you ensure your giveaways or branded merchandise are ready when attendees arrive.

Quality Takes Time: Custom printing or engraving involves precise setup and curing processes. For example, printed tumblers may need to be unbagged, printed, dried and then re‑bagged; this alone can add hours to a large order . Rushing these steps increases the risk of errors and may produce inferior results.

Tip: Factoring in company swag costs and tax benefits alongside production time can help budgeting.

The Promotional Product Order Timeline

A clear timeline helps demystify the ordering process and highlights when production time begins. Here is a step‑by‑step breakdown from placing your order through delivery:

Step 1: Place Your Order (Not Included)

You select products, quantities, colors and decoration methods, then submit your order details and payment. This stage covers order entry and billing — it does not count toward production time. If your organization requires purchase order approval or credit checks, allow extra days.

Step 2: Artwork Submission and Design Approval (Not Included)

You upload your logo or design file, usually in a vector format such as .AI or .EPS. The supplier prepares a digital proof showing how your artwork will appear on the product and emails it for your approval. Production does not begin until you sign off on the proof. Revisions or incorrect file formats will delay this step . Prompt approvals and correct artwork keep your timeline on track.

Step 3: Print or Customization (Included)

This is the production time itself. Machines are configured for printing, engraving or embroidery; your design is applied to each product; quality checks ensure accuracy; and items are packed for shipping. The time required depends on the product type, imprint method and order size. For example, simple one‑color prints may take 3 – 5 business days, while full‑color or embroidered orders may take 10 – 12 business days .

Step 4: Packaging, Shipping and Delivery (Not Included)

Once production is finished, products are carefully packaged to prevent damage and handed to the carrier. Shipping time is separate from production and varies by destination and service level. Standard ground shipping is typically 3 – 7 business days; expedited shipping options can shorten transit time but cost more. At Promotional Product Inc. we ship via UPS, FedEx or LTL freight for larger orders, and use USPS for smaller or military shipments . Orders can be sent directly to trade show venues, hotels or multiple addresses for convenience.

Rush Orders

Sometimes deadlines are non‑negotiable and standard production times won’t work. Rush production services accelerate the customization process. At Promotional Product Inc. and many other suppliers, rush orders are available on select items with a few important conditions:

1. Additional Cost – Rush production usually carries a surcharge. Because the factory must prioritize your order and adjust schedules, you pay a premium. However, this is often less expensive than upgrading to overnight shipping .
2. Limited Decoration Options – Rush service often restricts imprint methods to simpler, one‑color prints and standard quantities . Multi‑color designs, special inks or complex finishes may not be available.
3. Factory Authorization Required – Orders needing fewer than the normal production days must be clearly marked and approved by the factory. Without authorization, rush orders may be declined .
4. No Proofs – Some rush programs waive proof entirely to save time. You must be confident in your artwork files because there may be no opportunity to review a digital proof before printing .
5. Inventory Availability – Rush production applies only to items with sufficient inventory. Out‑of‑stock products cannot be rushed.

Rush production can be a lifesaver, but it’s always best to plan ahead and avoid the need for this service. If you must place a rush order, talk to your sales rep about eligible products, additional charges and exact turnaround times.

Common Mistakes to Avoid

Buyers new to logo products often make similar errors that lead to delays. Avoid these pitfalls:

1. Assuming Production Starts When You Order – Production begins only after you approve the proof and your payment and order confirmation are received .
2. Providing Low‑Quality or Incorrect Artwork – Blurry, pixelated logos or missing fonts will require redesign or adjustments. Submit vector artwork (.AI or .EPS) to prevent delays.
3. Ignoring Weekends and Holidays – Production time counts business days only. Holidays and weekends extend your timeline .
4. Ordering Too Late – Waiting until the week of your event leaves little room for proof revisions, production or shipping. Start the process at least a few weeks in advance, longer for complex or large orders.
5. Not Communicating Deadlines – If you don’t tell your supplier when you need your products, they won’t know to prioritize your order. Always provide an in‑hand date.

Checklist for On‑Time Delivery

Use this simple checklist to keep your order on track:

1. Confirm Product Production Time – Ask your distributor or supplier how many business days are needed for your chosen items and imprint methods. 
2. Submit Final Artwork Correctly – Provide vector artwork (.AI, .EPS) and specify pantone or CMYK colors if necessary.
3. Approve Proofs Quickly – Respond within 24 hours to avoid delays. Double‑check spelling, colors and positioning.
4. Discuss Rush Options Early – If you’re on a tight schedule, ask about rush production and any restrictions.
5. Add Shipping Time – Include ground or air shipping days plus extra time for remote locations or international deliveries.
6. Build in a Buffer – Allow 5 – 7 extra business days to accommodate proof revisions, busy seasons or unexpected delays .
7. Confirm Delivery Details – Provide complete addresses and contact names for each location; verify that someone will be available to receive the shipment.

Factors That Can Extend Production Time

Production schedules are influenced by more than just decoration method. The following factors can add days or even weeks to your timeline. Many of these were highlighted by industry experts :

Complexity of Design: Intricate artwork with many colors, gradients or small details requires longer setup and printing time. Personalization — such as adding individual names — introduces additional steps. Always consider the size of the imprint area and adjust your design accordingly .

Order Quantity: Larger orders take more time to produce simply because there are more pieces to decorate. A rush order for 100 tote bags may be feasible; a rush order for 5,000 shirts might not be. Plan bulk orders well in advance .

Manufacturing Process: Different production methods have different speeds. Screen printing, embroidery, laser engraving and digital printing all have unique setup and curing times . The availability of specialized equipment can also affect scheduling.

Raw Material Availability: Occasionally, popular items become temporarily unavailable due to supply shortages or high demand . Choosing widely stocked items or working closely with your distributor can mitigate this risk.

Supply Chain Issues: External factors such as shipping delays, customs clearance, trade tariffs or even weather events can slow down the arrival of blank goods . During busy seasons (holidays, back‑to‑school and trade show peaks) factories may operate at full capacity . Ordering early and building a buffer into your schedule helps you avoid these bottlenecks.

Approval Process: Multiple rounds of proof revisions add time. Quickly reviewing and approving proofs is one of the easiest ways to keep your order moving . If you anticipate needing several design adjustments, allow extra days before your event.

Shipping and Logistics: Shipping method and destination affect total delivery time. International shipments or deliveries to remote locations may require additional days . After production, items must be packaged, labelled and scheduled for pickup .

How We Ensure 99.99 % On‑Time Delivery

At Promotional Product Inc., on‑time delivery is not just a slogan — it’s a promise backed by systems and experience. Here’s how we deliver on that promise:

1. Accurate Order Entry – We double‑check artwork files, imprint colors, quantities and shipping details before submitting them to the factory. In fact, industry research shows that up to 79 percent of online orders require manual corrections due to missing information. Our team catches these issues early.
2. Proof Approval Workflow – We provide digital proofs within one business day of receiving artwork. Our system tracks approvals and sends reminders to prevent delays. We can also help adjust artwork or recommend alternative imprint methods.
3. Supplier Network – We maintain relationships with multiple manufacturers. If one factory is at capacity or cannot meet your deadline, we can source from another facility.
4. Rush Service Management – When rush production is necessary, we coordinate with the factory to secure authorization and confirm any restrictions. We will advise you if a different product or imprint method can meet your deadline more affordably. 
5. Option to Request No Proof – In certain cases, to help you meet your in-hand date, our team may recommend moving forward without a proof. Skipping the proofing step can save at least two to three business days and get your order into production faster. This option works best for repeat orders or when artwork has already been approved in the past.
6. Shipping Oversight – We select trusted carriers and monitor tracking numbers to ensure packages depart and arrive on schedule. For large orders, we may use LTL freight with protective packing to prevent damage. For smaller or military shipments we may use USPS. If a carrier experiences delays, we intervene to find alternate solutions.

 By managing each stage of the process, we achieve our goal of delivering 99.99 percent of orders on time.

Frequently Asked Questions

To wrap up, here are answers to common questions buyers ask when ordering custom promotional products:

What is the standard production time after artwork approval?

Standard production time ranges from 3 – 5 business days for single‑color imprints to 7 – 10 business days for multi‑color or embroidered items . Full‑color processes and transfer prints may take 10 – 12 business days . Always confirm with your supplier because timelines vary by product.

Does production start when I place the order?

No. Production begins only after your payment is received, your artwork is submitted in the correct format, and you approve the digital proof . Order entry and proof approval occur before production time.

Are weekends and holidays counted in production days?

No. Production time is measured in business days and excludes weekends and holidays.

Do you offer rush production options and what are the costs?

Yes. Rush production is available on many items for an additional fee. Costs depend on the product, quantity and required turnaround. Rush orders often limit imprint options to one color and standard quantities.

What is the shortest turnaround time available for my item?

With rush production, some items can be produced in as little as 1 – 3 business days after proof approval. Not all products qualify. Ask your sales rep which items are eligible.

Are there limits on product selection or customization methods when using rush service?

Yes. Rush service generally applies only to in‑stock items and simple one‑color imprints. Complex decorations, special inks or large quantities may not be eligible.

Does requesting a physical sample extend the ordertimeline?

Yes. Ordering physical samples or pre‑production prototypes adds time, especially if the factory is overseas. For tight deadlines, rely on digital proofs or pre‑approved mockups.

What happens if my artwork needs revisions — does that delay the order?

Each revision resets the approval stage. Production will not begin until the final proof is signed off. To avoid delays, ensure your artwork is correct before submission.

How does order size affect production time?

Larger orders take longer. A small run of 50 pens may finish in a few days; a bulk order of 5,000 tumblers may require several weeks. Plan ahead for large projects.

Do multi‑color or full‑color imprints take longer to produce?

Yes. Each additional color requires extra setup and curing time. Full‑color processes or digital transfers typically have longer time than single‑color imprints.

If I split my order into different imprint locations, will that extend production?

Yes. Multiple imprint locations (e.g., front and back prints) require additional setup and machine time, which adds days to your production schedule.

Do you offer expedited shipping if production finishes early?

Yes. If production is completed before your requested in‑hand date, we can ship using faster services such as 2‑day or overnight. Expedited shipping charges may apply.

Can production and shipping happen simultaneously through drop shipping?

Production and shipping cannot happen simultaneously, but we can drop‑ship finished items directly to event venues or multiple addresses. This avoids delays caused by re‑shipping from your office.

What happens if there are production delays — do you notify customers immediately?

Absolutely. If we encounter any delay in production, we notify you immediately and discuss options such as rush processing, alternate products or expedited shipping.

Do you guarantee on‑time delivery for event dates?

Yes. With an approved proof and confirmed in‑hand date, we guarantee your products will arrive on time. If an unexpected issue arises, we will work with you to provide a solution.

Are there seasonal busy periods that may extend timelines?

Yes. Peak seasons such as holiday gift programs (October–December), trade show seasons (January–February and September–October) and back‑to‑school periods create higher demand. During these times, production facilities  may run at full capacity. Order early and build extra buffer into your schedule.

Conclusion

Production time is the single most important factor in ensuring your custom order arrive when you need them. It starts only after your artwork is approved and covers the actual hands‑on process of printing, engraving or embroidering your items. Production time does not include order entry, proof approval, shipping or weekends and holidays.

By understanding what is included in production time, why it matters, and how to plan for it, you can avoid rush fees, reduce stress and make your events successful.

Whether you’re ordering pens for a company giveaway or custom jackets for a trade show, planning ahead and communicating clearly with your promotional products partner are key. 

Consider the complexity of your design, the size of your order, the production method and any seasonal factors. 

Always allow extra days for artwork revisions, proof approvals and shipping. If you need products quickly, ask about rush production and understand the limitations and costs involved. 

At Promotional Product Inc., we are committed to helping you get your promotional items on time, every time. Our experience, attention to detail and network of trusted suppliers allow us to handle everything from simple orders to complex, multi‑location projects. If you’re ready to place an order or have questions about production time, contact us today. We’ll make sure your brand looks its best and arrives when it matters most.