When to start?
Timing is everything—especially when it comes to ordering promotional products. Whether you’re planning a corporate golf tournament, an employee appreciation event, or your annual holiday party, getting your branded items on time can make or break the experience.
If you’ve ever found yourself scrambling to find polo shirts three days before an event or paid rush fees just to get mugs in time for the office party, you’re not alone. One of the biggest pain points I see with clients is not knowing when to start.
In this post, I’ll walk you through a month-by-month promotional product calendar to help you plan ahead, avoid last-minute stress, and take advantage of the full range of high-quality, custom options available to you.
Why Promo Timelines Matter
Promotional products take time. Even the simplest order goes through a process:
- Product selection
- Artwork prep and proofing
- Production (typically 5–10 business days)
- Shipping (anywhere from 1–7 days depending on location)
And during peak seasons, lead times increase. When you plan ahead, you:
- Avoid rush fees
- Get a wider selection of products
- Have time to fix or adjust proofs
- Receive your items in time for pre-event packing and distribution
Your Month-by-Month Promo Planning Guide
January – Start Strong
- Order for: Spring events, onboarding kits, Q1 team meetings
- Plan ahead for: Earth Day (April), National Admin Professionals Day (April)
January is a great time to refresh your internal team with updated swag or launch new initiatives with branded gear. It’s also the ideal moment to reflect on what worked last year and what could be improved.
February – Think Spring & Summer
- Order for: April/May client events, wellness campaigns
- Plan ahead for: National Nurses Week (May), Teacher Appreciation, conference season
With warmer weather coming, now’s the time to start sourcing drinkware, polos, and lightweight apparel.
March – Lock In Spring Orders
- Order for: Outdoor events, branded apparel for company outings
- Plan ahead for: Pride Month (June), summer staff programs, recruiting events
March is the last safe window to order for late spring or early summer campaigns.
April – Summer Swag Prep
- Order for: Golf outings, branded beach items, coolers
- Plan ahead for: Company picnics, team-building events, July 4th promos
This is your best chance to get creative with outdoor-friendly items.
May – Mid-Year Review & Reorder
- Order for: Restocks of popular items, summer onboarding kits
- Plan ahead for: Fall conferences, back-to-school promos
Many companies take time mid-year to evaluate what’s working. Use this month to restock your staples or elevate your approach for the second half of the year.
June – Fall Planning Starts Now
- Order for: Fall events, staff appreciation, new hires
- Plan ahead for: Labor Day, Q3 goals, company retreats
Items with embroidery or complex decoration methods need early lead times. Get ahead now.
July – Get a Jump on Holiday Orders
- Order for: Holiday gifts, winter apparel
- Plan ahead for: End-of-year campaigns, client gifting
Yes, July! The best holiday items sell out by October, and customization timelines grow longer every year. Ordering now means better selection and lower stress.
August – Finalize Holiday Gifts
- Order for: Employee appreciation kits, holiday party gear
- Plan ahead for: Thank-you gifts, branded year-end recaps
Many of my corporate clients finalize bulk gifting in August so we can start production before peak season hits.
September – Order for Q4 & Winter Events
- Order for: Warm apparel, tech gear, seasonal drinkware
- Plan ahead for: Thanksgiving events, client “thank you” boxes
By now, the busiest promo season is in full swing. Orders placed in September are still ahead of the crunch, but not for long.
October – Last Call for Holiday Gifting
- Order for: Rush gift sets, event signage, fast-turn promos
- Plan ahead for: Holiday party decor, last-minute giveaways
This is the “rush zone.” You can still pull off great gifts, but options may be limited and turnaround times tight.
November – Focus on Gratitude
- Order for: Staff appreciation, volunteer thank-yous, New Year’s swag
- Plan ahead for: Q1 kickoff kits, January team-building events
Gratitude-based gifting shines in November. If you missed holiday ordering earlier, I can still help you make an impact with thoughtful last-minute ideas.
December – Reflect and Prep
- Order for: Early Q1 projects, evergreen gifts
- Plan ahead for: Budget planning, new hire kits, client retention campaigns
December is a great time to review what worked, update your brand swag strategy, and start fresh for the new year.
Tips to Stay Ahead
- Have a promo calendar: Keep a simple tracker of key company events, appreciation dates, and gift-giving moments.
- Build a budget buffer: Planning ahead gives you room to choose higher-quality items and avoid rush fees.
- Reuse successful campaigns: Did employees love last year’s jackets? Let’s reorder with a fresh twist.
- Lean on me: You don’t have to remember all this. I’ll remind you when it’s time to start thinking ahead.
Final Thoughts
If promotional product ordering has ever felt last-minute, rushed, or stressful—it doesn’t have to be that way. With a little planning (and a partner who’s here to help), you can turn swag from an afterthought into a strategic tool that builds loyalty, pride, and brand awareness.
Let’s make your next event feel easy—and your next order feel right on time.
