Timing is everything—especially when it comes to ordering promotional products. From custom apparel to branded water bottles, mugs, tote bags, or team uniforms, the time you place your order can make or break your campaign. Whether you’re planning for a school fundraiser, summer festival, holiday event, or annual conference, getting ahead of production timelines will save you money, stress, and last-minute compromises.
In this guide, we’ll break down the best times of year to order promotional products and why it matters so much. We’ll also share what to avoid, what to order, and how to stay organized so your products arrive on time and on point.
Why Timing Matters for Promo Orders
Most promotional products aren’t off-the-shelf. They need to be printed, embroidered, or customized, often in bulk. That means:
- Design and approval time
- Production time (which varies by product)
- Shipping and delivery buffer
And if you’re ordering during a peak season? Expect even longer lead times. By planning your order early, you ensure:
- Better product availability
- Lower shipping and rush fees
- Room for revisions or proofing
- Less stress before your event
So, when should you order? Let’s break it down by season.
Spring (March–May)
Best For:
- School apparel and graduation swag
- Spring sports team uniforms
- Outdoor volunteer or fundraising events
- Earth Day or awareness campaigns
Order By:
- Late January to early March
Spring is one of the busiest seasons for custom apparel and promo products. Schools are ordering year-end gear, sports teams are prepping uniforms, and companies are planning for community events. If you’re late to the game, you may be stuck with limited product choices or tight deadlines.
Plan ahead, especially if you’re ordering personalized items like custom jerseys, drawstring bags, or eco-conscious giveaways like seed packets or reusable water bottles.
Summer (June–August)
Best For:
- Summer camps and youth programs
- Company picnics or staff BBQs
- Event and festival swag
- Sports tournaments
Order By:
- April to early May
Summer is all about outdoor engagement. Lightweight t-shirts, hats, tanks, water bottles, and sunglasses are big hits during this time. Many companies also take advantage of summer to invest in branded apparel for internal team-building events or customer giveaways.
Since summer shipping delays are common due to increased demand and holidays, we recommend placing summer orders in the spring to ensure smooth delivery.
Fall (September–November)
Best For:
- Back-to-school promotions
- Corporate retreats and conferences
- Thanksgiving client gifts
- Fall sports and team gear
Order By:
- July to early September
Fall is a huge season for both education and business. Students return to school, companies gear up for Q4, and networking events hit full swing. It’s also the time when many businesses begin preparing their branded gifts for the holiday season.
Consider ordering long-sleeve tees, zip-ups, notebooks, or other practical items that work well for indoor or outdoor use. Keep in mind that printer lead times increase during this season, so early planning pays off.
Winter (December–February)
Best For:
- Holiday gifts and staff appreciation
- Cold-weather apparel (hoodies, toques, jackets)
- New Year promotions
- Internal brand refreshes
Order By:
- October to early November
The winter season is all about gifting and warmth. Holiday-themed promo products, branded drinkware, or cozy apparel items like fleece-lined hoodies and beanies are perfect for this time of year.
However, December is notorious for delays. Couriers get overwhelmed, and many suppliers operate on reduced schedules. If you’re planning to hand out items before the holidays, get your order in by late October.
Winter is also a great time to invest in internal branding. Consider upgrading staff uniforms, relaunching your swag program, or preparing for spring with a new promo strategy.
Events That Require Extra Planning
While seasonal timelines are a good guide, certain events require more prep time:
Trade Shows and Conferences
- These events often happen year-round. Order at least 6 weeks out to allow for booth kits, signage, and swag bags.
Product Launches or Brand Anniversaries
- You may need custom packaging, themed merchandise, or unique items that require longer production times.
Large-Scale Fundraisers
- When you’re ordering for 500+ attendees, leave extra room for sizing, proofs, and changes. A 2-month lead time is ideal.
Multi-Location Orders
- If you’re shipping to several offices or teams, allow time for coordination and distribution.
Common Mistakes to Avoid
Ordering promo products late is the most common (and costly) mistake, but there are others to watch for:
- Skipping the proof: Always approve a digital or physical proof.
- Not accounting for sizing: Especially with apparel, know your quantity breakdown by size.
- Ignoring shipping cutoffs: Delivery times vary by region, season, and courier.
- Underestimating demand: Order extras to avoid running out, especially for giveaways.
Planning Tools to Stay Organized
To make your planning easier, try:
- A simple spreadsheet for item tracking, quantities, and deadlines
- Calendar reminders 3 months before major events
- Vendor check-ins to confirm turnaround times
- Using trusted suppliers that provide clear timelines and support
We break down how to manage orders efficiently in our guide to promotional products. It’s a great resource if you’re planning your first large order.
Final Thoughts
Ordering promotional products is more than picking items with your logo—it’s about timing, relevance, and preparation. By aligning your orders with the seasons and planning early, you get access to better products, lower stress, and stronger brand impact.
If you’re wondering whether this effort is worth it, check out our breakdown on why promotional products still deliver results. Spoiler: they do—especially when delivered at the right time.
Need help planning your next promo campaign? At Drive Sportswear, we’ll guide you from concept to delivery—so your gear shows up on time, every time.
