smiley MarCom WG

Last updated: September 2nd, 2019

Swag Manager

Role description

Preferably someone who can speak Thai

Before event:

  • Get designs from design team for stickers, t-shirts, and other swags.
  • handles t-shirt production, stickers production, and all other souvenirs.
  • Coordinate with all swag producers.
  • Determines t-shirt production estimation through attendees count received from logistics lead.
  • Prepares swag orders. Picks up the materials, counts them, sorts them and delivers them to the registration desk for handing out to participants. Produces a written instruction for the distribution.
  • settle payment for swags

During

  • Ensures all swags delivered and handled to Handout lead onsite.

Guidelines

Swag is not limited to t-shirts and tote bags. There's an entire industry out there devoted to making people smile at conferences (or making their kids smile when they get home).

Timeline for Swags
Tasks
XXX Determine other giveaways (sponsors may help?)
90 days Selecting the swag vendor
80 days Creating tshirt order based on size proportions of attendees prior year
80 days Calling for volunteer to accept delivery of tshirts and totes in advance of conference
55 days Bug graphic designer about images
50 days Get T-shirt images from graphic designer
45 days Get quote from swag vendor (T-shirts, tote bag).
45 days Get conf lead's approval for T-shirt, tote budget.
45 days Have non-attending volunteers sign up forms in to get shirts.
45 days Get tote bag images from graphic designer.
44 days Ordering tshirts, totes from swag vendor.
44 days Emailing attendee tshirt images to vendor
44 days Emailing staff tshirt images to vendor
44 days Emailing tote images to vendor
44 days Submit invoice to treasurer
37 days Proofread T-shirts, totes at vendor
30 days Vendor ships to local volunteer
30 days Optionally make a second order if registration numbers suggest it.
1 day Stuff the bags.
1 day Prepare T-shirts.
1 day Hand out some staff T-shirts.