How to plan Q4 merch — calendar, budgets and rush mitigation
A 12-week Q4 planning template used by procurement and brand teams — exactly which weeks to lock spec, place orders, run strike-offs and arrange pre-Christmas delivery.
Step-by-step
Weeks 1-2 (early October) — lock specifications: brief, item list, quantities, budget cap. Send RFP to 3 suppliers minimum. Weeks 3-4 — receive and compare quotes; negotiate volume discounts and rush surcharges. Week 5 — place orders, sign-off artwork, request strike-offs. Week 6 — approve strike-offs (3-day window). Weeks 7-10 — production (10-15 working days standard). Week 11 — QC inspection, ship to event venue or warehouse. Week 12 (mid-December) — final delivery, leftover return policy, post-event debrief.
Common pitfalls and best practice
Q4 lead times double from October onward — book early. Black Friday week (last week of November) and the week before Christmas (Week 51) are the busiest for courier networks; book pre-Christmas delivery slots no later than Week 47. January-launch merch (new-year kick-off events, sales-kickoff meetings) should be ordered in early November to clear customs and printing queues before the December production-pause.
Portugal-specific notes
For Portugal, 23% VAT is added via the country's mandatory B2B e-invoice channel (IVA 23% via Portal das Finanças (AT)). Our Lisbon production hub serves the whole country with same-day delivery in the capital and next-day nationwide via local courier networks. Strike-off samples are billable separately and credited 100% against the production order on qualifying volumes within 60 days. EU reverse-charge applies for clients with valid EU VAT IDs outside Portugal.
FAQ
How much advance notice do you need?
Standard lead time is 10-15 working days from sign-off. Rush production possible at +35% with 7-10 day delivery.
Who in my team should own this?
Procurement lead for budget and contracts, brand manager for design and approvals, project owner for timeline coordination.
Do you provide playbooks or templates?
Yes — request our procurement template pack with RFP forms, RACI matrices and approval-gate checklists.
VAT and invoicing?
23% VAT via IVA 23% via Portal das Finanças (AT). EU reverse-charge for valid VAT IDs.
Multi-country rollouts?
Yes — single contract, country-level fulfilment from Lisbon and partner hubs across the EU.