How to coordinate merch with a PR agency — workflows and approvals
A practical workflow for working with PR agencies on merch — approval gates, brand-guideline transmission, RACI matrix and timeline alignment with media calendars.
Step-by-step
Phase 1 — brief alignment — share brand guidelines (logo files, Pantone, fonts, voice) with the PR agency and the merch supplier in a single shared folder. Phase 2 — approval gate — agency approves design concepts before strike-off; client signs off strike-offs; merch supplier locks production after both sign-offs. Phase 3 — timeline alignment — align production lead time with the PR agency's media calendar — embargo dates, press-event dates, influencer-drop dates. Phase 4 — RACI — define who is Responsible, Accountable, Consulted and Informed on each step (brief, design, strike-off, production, QC, shipping, event distribution). Phase 5 — post-event — debrief, leftover inventory handling, post-campaign retention.
Common pitfalls and best practice
Common pain point: PR agencies and merch suppliers operate on different timelines — PR runs week-by-week, merch runs 12-week production cycles. Solution: assign a single project lead on the client side who owns timeline harmonisation. Use a shared Gantt chart. Hold a weekly 15-minute alignment call until 4 weeks before the event, then daily until launch.
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.