Reunion Planner
Work backwards from the date
The single most common reason reunion merchandise arrives late is that the group started three weeks out. Here is the honest timeline. Find your event date, count backwards, and you will know today whether you are on schedule.
The countdown
| When | What has to happen | Who does it |
|---|---|---|
| 10 weeks out | Decide what you are making — tee, polo, hoodie, jacket, gifting set — and roughly how many. Send the brief to business@indipeepal.com. | Coordinator |
| 9 weeks out | Design sit-down. Crest, war cry or batch year, placement, garment colours. | Coordinator + our design team |
| 8 weeks out | First digital proofs out. Circulate to the group for comment. | Us → you |
| 7 weeks out | Artwork signed off in writing. Quotation and terms agreed; MOU or PO if over 100 pieces. | Both |
| 6 weeks out | Size collection sheet goes out to every member. This is the step that slips — chase it hard. | Coordinator |
| 5 weeks out | Size sheet closed. Physical sample dispatched on runs over 100 pieces. | Both |
| 4 weeks out | Sample approved. Production starts. Advance settled. | Both |
| 2 weeks out | Production complete, QC done, packed size-wise. | Us |
| 1 week out | Dispatched with tracking. Balance settled on dispatch. | Both |
| Event day | Boxes at the venue, or already at every member's door. | You |
If you have less time than that
6 weeks: comfortable for standard tees and polos with simple artwork. Skip the physical sample.
4 weeks: possible for tees and polos if artwork is print-ready on day one and the size sheet closes inside a week. Tell us the date up front so we can prioritise the run.
Under 3 weeks: honestly, only for simple single-colour prints on stock garments, and only if you accept there is no room for a reprint. Embroidered items and varsity jackets cannot be done in this window — they need 3–4 weeks of production alone.
The five things that actually cause delays
- The size sheet. Always. Give members a hard deadline and a single form, not a WhatsApp thread.
- Too many decision-makers on artwork. Nominate one person to give us the final word.
- Low-resolution crest artwork. Send whatever you have early — redrawing takes days, and it is better to start it in week 9 than week 4.
- Adding products late. Deciding in week 5 to add mugs and coasters resets the timeline for the whole order.
- Delivery split late in the day. Decide early: one address, or direct to each member. Switching costs a week.
What to send us to start
- Group name — unit, course, batch, club or company
- Event date and city
- Rough headcount and which garments
- Artwork, or a photo of whatever you have
- Delivery: one address or many
Send it to business@indipeepal.com or use the form on the Bulk & Group Orders page. Group runs start at 50 pieces per design.