What International Companies Need to Know Before Ordering Event Merchandise in the U.S.
- Florida Custom Merch
- 2 days ago
- 4 min read
For international companies attending trade shows, conferences, or corporate events in the U.S., event merchandise can be a powerful tool to leave a lasting impression on clients, partners, and prospects. But ordering and distributing branded merchandise across borders comes with unique challenges. Here’s what companies need to know before placing an order.
1. Understand U.S. Lead Times and Event Schedules
Unlike some regions where last-minute orders are manageable, U.S. suppliers often require specific lead times—especially for custom-branded items. Products like embroidered apparel, printed tech gadgets, or eco-friendly promotional items typically take 3–6 weeks from approval to delivery. Rush orders are possible but can significantly increase costs.
Tip: Coordinate with your U.S.-based supplier early and confirm production and shipping timelines. If your event is in a high-traffic season (e.g., summer trade shows, holiday corporate events), plan even earlier.
2. Choose a Local U.S. Supplier
Shipping merchandise from overseas may seem convenient, but international logistics can introduce delays, customs complications, and extra costs. Partnering with a U.S.-based supplier can eliminate these hurdles. Benefits include:
Faster shipping directly to the event venue or nearby hotels
Easier communication with your supplier in the same time zone
Reduced risk of customs hold-ups or unexpected import fees
For example, many Florida-based suppliers can deliver directly to trade show venues in Miami, Orlando, or Tampa, saving valuable time and stress.
3. Factor in Customs and Import Regulations
Even if you source items from your home country, customs regulations may apply when bringing merchandise into the U.S. Some items—like electronics or items with certain chemicals—require compliance certifications. Avoid surprises by:
Checking U.S. Customs and Border Protection (CBP) requirements
Verifying item-specific regulations (e.g., FDA approval for edible giveaways)
Including customs clearance in your timeline and budget
Failing to comply can result in delayed shipments or additional fees, which may compromise your event strategy.
4. Quality and Branding Standards Matter
U.S. consumers and business clients are accustomed to high-quality branded merchandise. Poor-quality items can negatively impact your brand perception. Consider:
Material durability and comfort for apparel
Print clarity and color accuracy on promotional products
Eco-friendly or sustainable options that align with U.S. corporate culture
Request samples before bulk ordering. Many suppliers will provide them to ensure your branding looks perfect on the final product.
5. Understand U.S. Packaging and Shipping Options
U.S. events often expect merchandise to arrive pre-packaged and ready for distribution. This can include:
Individually bagged items
Bundled sets for VIP clients
Branded packaging that reinforces your company identity
Suppliers can assist with fulfillment services, so your merchandise arrives at the venue, hotel, or office ready to go. This minimizes the hassle of local handling and staff coordination.
6. Plan for Local Regulations and Venue Rules
Some venues have strict rules about onsite deliveries, distribution, or materials allowed. Check in advance:
Weight or size restrictions for boxes
Rules about onsite branding or signage
Deadlines for shipments to the venue’s loading dock
Knowing this ahead of time avoids delays and additional fees.
7. Factor in Taxes and Fees
International companies may encounter U.S. sales tax, import fees, or other service charges. Your supplier can often provide guidance or even handle these costs for you. Make sure your budget accounts for:
Sales tax (varies by state)
Shipping and handling fees
Customs duties if items are imported
8. Leverage Local Expertise for Creative Ideas
U.S.-based suppliers are familiar with trending merchandise and what resonates with local audiences. Examples include:
Tech gadgets: portable chargers, wireless earbuds, smart notebooks
Eco-friendly items: reusable water bottles, bamboo utensils, recycled tote bags
Luxury giveaways: premium leather notebooks, scented candles, branded apparel
Consulting a local supplier ensures your items are relevant, practical, and memorable.
9. Consider Timing for Customization and Approval
Custom-branded items require design approval, proofing, and sometimes regulatory checks. Plan enough time for:
Logo placement and color matching
Reviewing digital proofs or physical samples
Adjusting for multi-language packaging if needed
Rushing this process can lead to errors that are expensive to fix.
10. Build Relationships for Long-Term Partnerships
Working with a reliable U.S. supplier goes beyond a single event. Strong partnerships provide:
Priority service for recurring events
Expert advice on trending products
Flexibility for last-minute changes or rush orders
Investing in a long-term relationship saves money, reduces stress, and ensures consistency in your branding efforts across multiple events.
Bottom Line
Ordering event merchandise in the U.S. as an international company requires careful planning, local expertise, and attention to compliance, quality, and logistics. By partnering with a U.S.-based supplier, understanding customs requirements, and planning ahead for production, delivery, and approval, international companies can maximize the impact of their branded merchandise while minimizing risk.
With so many options available, choosing the right branded promotional item can be overwhelming. Since 2016, we, at Florida Custom Merch, have helped numerous businesses achieve success through the use of custom branded promotional merchandise. Hiring an expert can help you select the perfect item, save time and money, and, most importantly, maximize your results.
Thank you for reading! We hope you found this article helpful!
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