How to plan event merch — a T-90 to T-day timeline
A working timeline for event marketers in Portugal planning merch for trade fairs, conferences, sponsorships and corporate hospitality — including Web Summit, BTL Lisboa, Concreta, Tektónica.
T-90 to T-60 days — strategy and budget
Three months before the event, lock down the audience, the merch goals (lead generation, brand awareness, VIP gifting) and the budget envelope. Decide on the merch mix: booth-staff apparel (polos, lanyards), giveaways (totes, pens, stickers), VIP gifts (premium notebooks, wood gift boxes), interactive activations (custom-printed items made on-site). Brief 2–3 suppliers in Portugal for comparative quotes.
T-60 to T-30 days — supplier selection and artwork
Select supplier, sign PO, send artwork. Approve digital mock-ups within 5 working days. Order strike-off samples for any new product or new colour combination — they take 5–7 working days. Lock in stand-drop logistics with the event venue: most Portugal convention centres require named courier, time-slot booking and exhibitor-pass references for delivery on setup days.
T-30 to T-7 days — production and pre-event delivery
Standard production runs 5–8 working days at our Lisboa hub. We send daily floor-progress photos for orders above €5,000. Dispatch is scheduled to land in Portugal 5–7 days before the event — early enough to inspect on arrival, late enough to avoid pre-event storage. IVA 23% is added on invoices issued via the Portal das Finanças with mandatory ATCUD code and QR code under the Autoridade Tributária e Aduaneira (AT) rules. Invoice is issued on dispatch day.
T-7 to T-day — staging and stand drop
For deliveries direct to Web Summit, BTL Lisboa, Concreta, Tektónica venues, we book the courier time slot on the official setup day (usually 1–2 days before the event opens) and coordinate with the exhibitor logistics team. Our default carrier CTT Expresso / DPD Portugal / DHL Express handles all major Portugal convention centres routinely. For multi-stand activations or city-wide sponsorships, we pre-stage stock at a third-party warehouse near the venue and dispatch on-demand.
On-site replenishment and post-event reverse logistics
For multi-day events where giveaway demand is unpredictable, we offer express replenishment from a local stock buffer (Lisboa or pre-staged near the venue). After the event, unused merch can be returned to Lisboa (we re-warehouse at €0.40/unit/month) or shipped to a designated archive address for use at the next event.
FAQ — event merch planning in Portugal
How early should I start for a major fair?
3 months for a custom premium gift programme, 6–8 weeks for standard giveaways with branded apparel, 3–4 weeks for top-up runs on existing artwork.
Can you handle on-site live-printing activations?
Yes — DTF, screen-print and embroidery can be set up at the stand as a brand experience. Quote on request; requires 6+ weeks planning.
What quantity should I order for a 3-day fair?
Roughly 25% of expected booth visitors for premium giveaways, 100% of expected scan-rate leads for branded notebooks/totes, plus 10% buffer.
Do you handle sponsorship-pack fulfilment?
Yes — for conference sponsorships we pick-pack-ship branded swag bags direct to attendee home addresses, with VIP tier upgrades.
What if the event date moves?
Production already scheduled holds for 30 days at no charge. Beyond that we re-quote at then-current prices.