Promotional+Items+&+Gifts

MACUL CONFERENCE // PROMOTIONAL ITEMS & GIFTS // // TIMELINE // NOTE: Board President and Executive Director will be coordinating gifts.

If you have sponsorship money, work with sponsor on design.
 * August: ** Estimated budget to treasurer
 * September: ** Ask the board for suggestions/or give suggestions to Board. Determine budget for gifts. Will there be money from vendors?

If ordering non-American made bags, allow a longer lead time (at least 4 months). Logo, design, sponsorships, etc. will need to be completed by late September. Finalize the amount in the budget allotted for bags, etc.
 * October: ** Present samples to the board


 * November: ** Finalize what will be ordered and the quantity. Include Board Members and others.

Work with MACUL Booth Coordinator for promotional gifts to be sold. Order these items. Ask President if s/he wants you to order Board Gifts…some do, some don’t. If yes, get idea of price and item they want. Have gifts mailed directly to their address. Give vendor the mailing address for delivery (usually to someone in the area where the conference is held). Janet Karpus has this info.
 * December: ** Place order with vendor; need to get final number of featured speakers and volunteers from the Board to order featured speaker and volunteer gifts.
 * January: ** Touch base with vendor to verify numbers, delivery dates. Usually featured speaker items are sent directly to location of person ordering so they do not get lost. Large items (bags, mugs, etc.) get sent directly to the conference site).

Open sample boxes to make sure the order is correct and complete
 * February: ** Delivery of products

Detroit has early registration at the Marriot Hotel and conference is in Cobo Hall. Note: In 2010 MACUL worked with for Sally Brush for conference bags, and used Lands End for gifts.
 * March: ** Arrange for the boxes to be delivered to the Speakers Center at the conference from delivery point. Check to see that the product is as ordered. Keep broken or damaged items so that they can be deducted from the bill. Invoices will be sent when the products are sent…The gifts coordinator needs to sign off on them.