Branded merchandise has a deadline that does not move. The conference opens, the campaign launches or the anniversary dinner happens on a fixed date, and T-shirts that arrive a week later are worth nothing. On top of that, the same logo has to look right on a cotton T-shirt, an embroidered cap, a printed pouch and an apron, each made a different way.
This guide is for companies ordering merchandise for events, campaigns and staff, promotional products distributors, and agencies sourcing on behalf of clients. It covers how each common sewn item reproduces a logo, how to keep a brand colour consistent across items, and how to plan production backwards from the date the goods are needed.
💬 Planning merchandise for an event or campaign? Send us the items, your artwork, the quantities and the date you need them, and we will look for Vietnamese factories that make those items. Tell us about your project.
Plan backwards from the date you need the goods
Write down the date the merchandise must be in hand, then work back through every stage; the stages that tend to slip are artwork approval and sampling, not sewing.
Start with the date the goods must be at the venue or in your warehouse, not the date the factory finishes. Then list the stages in reverse and ask the factory and your forwarder to state each one for your order.
| Stage | What happens | What usually causes delay |
|---|---|---|
| Brief and artwork | Items, quantities, sizes, logo files, colour references | Missing vector files, unclear colour references, late changes to the design |
| Pre-production sample or strike-off | The logo is printed or stitched on the actual item | Several rounds of comments; waiting for approval |
| Materials | Fabric, blank garments, caps, zips, labels are bought | A special fabric colour that has to be dyed; trims with their own minimums |
| Production | Cutting, decoration, sewing, finishing | Late materials; a change after approval |
| Inspection | Checking against the approved sample | Defects found that need rework |
| Packing and shipping | Packing by item, kit or recipient; transport | Space on the chosen route; documents |
| Import and delivery | Customs clearance and delivery to the venue | Classification questions, missing documents |
Durations vary by factory, item, quantity and route, so do not plan from a figure you read elsewhere. Ask for each stage separately and keep a buffer between delivery and the event date.
Two habits save the most time. First, approve the artwork once, for all items, before samples start; every change after that restarts sampling. Second, name one person on your side who can approve samples quickly.
How each item reproduces a logo
Each item has a decoration method that suits it best, and the same logo may need a simplified version for embroidery or for a small print area.
| Item | Common decoration methods | What to watch |
|---|---|---|
| T-shirt | Screen print, heat transfer, direct-to-film or direct-to-garment print, embroidery | Ink on dark fabric needs an underbase; print size per garment size; wash durability |
| Cap | Embroidery (flat or raised), patch, print, woven label | Curved front panels limit logo size; seam lines through the front |
| Pouch | Screen print or transfer on the panel, embroidery, woven label, printed lining | Print before or after sewing; zip colour against the logo colour |
| Apron | Screen print, embroidery, heat transfer, woven badge | Logo position relative to the bib and pocket; durability under frequent washing |
| Tote or shopping bag | Screen print, transfer, embroidery | Covered in our tote and promotional bag guide |
Points that apply to every item:
- Send vector artwork. A vector file with colour references lets the factory make screens and stitch files without redrawing your logo.
- Expect simplification for embroidery. Very thin lines, gradients and small text do not stitch well. Ask the factory to show the embroidered version before bulk, and decide whether to use a simplified logo for small items.
- Specify size and position. Give the finished logo size and position for each item, and for T-shirts for each garment size. A logo that suits a large T-shirt can look oversized on a small one.
- Approve the real thing. Approve a strike-off or sample on the actual item and fabric, not a digital mock-up.
Use only your own logo or artwork you are licensed to use. If an event carries sponsor or partner logos, get their written permission and their artwork files. Copying another company’s logo, character or design infringes trademark, copyright or design rights, and we do not arrange that.
💬 Want to see your logo on each item before you commit? We arrange strike-offs and samples for every item in the order and send them together, so you approve the whole set at once. Send us your artwork.
Matching brand colour across different items
A brand colour will not look identical on dyed fabric, printing ink and embroidery thread, so agree a physical reference and a tolerance rather than expecting an exact match.
The same colour reference is reproduced three different ways on merchandise:
- Fabric colour comes from dyeing the cloth or the blank garment. Stock blank colours are limited; a special colour means dyeing fabric for you.
- Ink colour is mixed for screen print or produced by a digital printer. It looks different on white, on natural and on coloured fabric.
- Thread colour is chosen from the embroidery thread supplier’s range, which may not contain an exact match.
To keep the set consistent:
- give a colour reference from a recognised colour system for every brand colour, plus a physical sample if you have one
- approve physical samples of each item side by side, under an agreed light source
- accept that thread and stock blank colours are the nearest available match, and choose which of those you prefer
- keep the approved samples as the reference for inspection and for any reorder
If the merchandise sits alongside staff uniforms, the colour-reference approach in our workwear and uniform guide applies to both.
Choosing the base items
Specify the blank item as carefully as the logo; the fabric weight of a T-shirt or the structure of a cap decides how the merchandise is received.
T-shirts. State the fabric (composition, knit, weight), the fit (regular, slim, oversized, women’s cut) and the neck and sleeve finish. Get the size split right: base it on the people who will receive the shirts, and consider extra pieces of the most common sizes.
Caps. State the number of panels, structured or unstructured front, the visor shape, the closure (adjustable strap, snapback, fitted) and the fabric. Embroidery on a structured front panel behaves differently from embroidery on a soft one.
Pouches. State the dimensions, fabric, zip type and colour, lining, and whether there is a pull tab or wrist strap. Decide whether the pouch is printed before sewing (flat panels) or after.
Aprons. State the length, bib or waist style, neck strap (fixed or adjustable), waist ties, pockets and fabric. An apron for a working kitchen needs fabric and decoration that survive frequent washing; an apron for an event day does not.
One order, several items, one shipment
Order the items together, approve them together and pack them the way they will be handed out; it simplifies quality control and avoids items arriving at different times.
A merchandise order often combines several factories, because one may specialise in knitwear, another in caps and another in bags. Coordinate their schedules to the same ship date, inspect each against its approved sample, and consolidate the goods before export. Pack by item, by kit (for example a T-shirt, cap and pouch in one bag) or by recipient, and mark the cartons the way the venue or your team will unpack them.
The logic of putting several suppliers’ goods into one shipment is explained in consolidating Asian suppliers into one shipment. Sampling levels and defect classification are in pre-shipment inspection and AQL in Vietnam.
Giveaway or sale: the rules can differ
Merchandise sold to consumers, and merchandise for children, may face labelling and safety rules that a staff giveaway does not; check the rule in the market where the items are used.
Fibre content, care labelling, origin marking and product safety rules are set by the market where the goods are sold or distributed, and some apply whether the item is sold or given away. Items for young children usually face stricter rules. Confirm the current rule in the market where you sell or distribute.
For merchandise used inside Vietnam, textile products placed on the Vietnamese market fall under QCVN 01:2017/BCT, issued with Circular 21/2017/TT-BCT (Thông tư 21/2017/TT-BCT), which sets limits on formaldehyde and azo-dye aromatic amines. It was amended by Circular 37/2026/TT-BCT, issued on 30 June 2026 and in force from 1 July 2026: the regulation now covers textile products before they are put into circulation in Vietnam, the list of covered products moved to Circular 33/2026/TT-BCT, several of the original exclusions were removed, and covered products must be tested and certified, declared conformant and carry the CR mark before circulation. Do not rely on an exclusion from the original 2017 text without checking that it survived the amendment, and check whether your item is on the current product list.
What drives cost
Merchandise cost is driven by the blank item, the decoration method, the number of logo positions and colours, and how the goods are packed; compare offers only on an identical brief.
| Driver | Why it matters |
|---|---|
| Blank item | Fabric weight, fit and construction of the base T-shirt, cap, pouch or apron |
| Special colours | A non-stock fabric colour means dyeing fabric for your order |
| Decoration method | Embroidery stitch count, number of print colours, digital versus screen print |
| Logo positions | Each extra position is another set-up and another handling step |
| Number of items and designs | More items spread set-up over fewer pieces of each |
| Packing | Kitting, individual bags, recipient labels |
Prices and minimums vary by factory and item, so send the same brief to each factory and compare quotations line by line, as in how to compare Vietnamese supplier quotations.
Sunsho Trade is a trading company, not a factory. For merchandise orders we find and check the Vietnamese factories that fit each item, coordinate artwork and samples across all of them, inspect against the approved set, and arrange consolidated delivery.
💬 Ready to make branded merchandise in Vietnam? See our sewn products manufacturing service, or send us your item list and event date and we will come back with factory options and a stage plan.
Frequently asked questions
1. How early should we start a merchandise order?
Start from the date you need the goods and work back through artwork, sampling, materials, production, inspection and shipping. Ask the factory and forwarder for each stage and keep a buffer before the event.
2. Will our logo look the same on a T-shirt and a cap?
Close, but not identical. Print, embroidery and dyed fabric reproduce colour differently, and embroidery may need a simplified logo. Approve physical samples of every item side by side.
3. Can we match our exact brand colour?
Give a colour reference from a recognised colour system and approve physical samples. Ink can usually be mixed closely; thread and stock blank colours are the nearest available match.
4. Can different items be made by different factories and shipped together?
Yes. Items are often made by factories that specialise in knitwear, caps or bags, then inspected and consolidated into one shipment, packed by item, kit or recipient.
5. Can we use our event sponsors’ logos on the merchandise?
Only with their written permission and their artwork files. Use only logos you own or are licensed to use.
Sources
Checked on 24 October 2026.
- Ministry of Industry and Trade of Vietnam, Circular 21/2017/TT-BCT issuing QCVN 01:2017/BCT (document record): https://moit.gov.vn/van-ban-phap-luat/van-ban-phap-quy/-thong-tu-ban-hanh-quy-chuan-ky-thuat-quoc-gia-ve-muc-gioi-h.html
- Ministry of Industry and Trade journal (Tạp chí Công Thương), on Circular 37/2026/TT-BCT amending QCVN 01:2017/BCT from 1 July 2026: https://tapchicongthuong.vn/bo-cong-thuong-ban-hanh-thong-tu-sua-doi-3-quy-chuan-ky-thuat-quoc-gia-doi-voi-det-may—den-huynh-quang-va-son-531617.htm
- Ministry of Industry and Trade, Circular 33/2026/TT-BCT listing products of medium and high risk: https://moit.gov.vn/van-ban-phap-luat/thong-tu-ban-hanh-danh-muc-san-pham-hang-hoa-co-muc-do-rui-ro-trung-binh-muc-do-rui-ro-cao-thuoc-trach-nhiem-quan-ly-nha.html
- Full text of Circular 21/2017/TT-BCT and QCVN 01:2017/BCT as originally issued (legal database): https://caselaw.vn/van-ban-phap-luat/307696-thong-tu-21-2017-tt-bct-ve-quy-chuan-ky-thuat-quoc-gia-ve-muc-gioi-han-ham-luong-formaldehyt-va-cac-amin-thom-chuyen-hoa-tu-thuoc-nhuom-azo-trong-san-pham-det-may-do-bo-truong-bo-cong-thuong-ban-hanh