Order Processing and Shipping Policy

SwagMakers LLC

January 1, 2026

SwagMakers LLC sells promotional products decorated with customer provided artwork.

WE DO NOT OUTSOURCE THIS WORK. All prep, printing, processing and assembly tasks are performed by our employees at the facility we own and operate in Cranston, RI, USA.

This Order Processing and Shipping Policy applies to all orders regardless of the form or medium of communication (website, chat, email, live customer service, etc.)

General

In this Order Processing and Shipping Policy, we refer to SwagMakers LLC as “we”, “us”, “SWM” or “SwagMakers”. The party who purchases products from SwagMakers is our Customer (referred to as “Customer” or “you”).

Orders are agreements between SwagMakers and our customers, not any third party. Therefore, we do not respond to inquiries from third parties who may be customers of our Customers and we specifically disclaim any obligations to those who may be customers of our Customers.

Orders become final and cleared for production only upon Order Approval, which occurs only after we have received all of the following:

1.     A non-cancelable purchase order providing us with customer identifying information, product specification, quantity being purchased, shipping destination, “in-hands” date if applicable, shipping method, and shipping service level;

2.     High resolution vector art to be used for decorating the selected product;

3.     Approval of digital or physical proof, or waiver of proof approval;

4.     Instructions regarding the location of the imprint on the product; and

5.     Payment or acceptance of financial terms.

Your submission of information on our website constitutes your purchase order. Please see our Terms of Service for details.

Revisions

We realize that promotional products are often used for events, and changes often happen at the last minute. We’ve built our reputation on serving events and adapting to order changes.

Live Customer Service gives us the ability to respond quickly to any changes you may experience. Up to the point of Order Approval, we will accommodate changes with no cost to our Customers. Just call your Customer Service representative and they will work with you.

Upon Order Approval, we begin incurring costs when changes occur. We will accommodate your changes after that point, but there may be additional charges applicable to your order. We will outline and explain the basis for any additional charges at the time of discussion, and you will have the option to proceed as approved or pay the additional charges and proceed with changes.

Please see our Cancellation, Return and Refund policy for the ground rules relating to cancellations.

Less Than Minimum Quantities

We accept orders for less than minimum quantities subject to the application of additional fees to the order price. Please contact Customer Service for further information.

Art Files, Proofs, and Approvals

Art Files

Customer is responsible for providing high resolution vector art suitable for production without redrawing. The quality of your artwork has a direct and permanent impact on the quality of the finished product.

Artwork checklist:

·      Provide a vector file (e.g., .ai, .eps, .pdf)

·      Convert all text to curves or outlines before submitting

·      Set document color mode to CMYK

·      Call out all colors as Pantone® PMS® values

NOTE: saving a non-vector file in one of the above formats does NOT make it a vector file.

If vector artwork is not available, we may accept high-resolution non-vector files including GIFs, JPEGs or TIFFs. These files must be at least 600 DPI resolution. Non-vector files may result in poor print quality.

We have the capability to scan physical artwork and use it for printing. This is a time-consuming process and additional cost will be quoted by the job based on the time and equipment required. Please contact Customer Service to explore this service.

Response to Art File Submission

SwagMakers will review your art file on the next business day after electronic submission. If your art file IS suitable for our process, you will receive an auto-response to the submission indicating that your art file has been accepted.

We also will notify you if it is NOT suitable for our process. If your art file will not work in our process, or if it is likely to result in a poor quality print job, we will explain options which may include modifications by Customer as a pre-condition to producing the job. We do not offer design or graphic art services.

Set-Up and Set-Up Charges

After we have accepted your art file for use in our process, our graphic artists will use your art file to template your order. During this process, we may need to touch up or tune up your file in order to make it work better with dye sublimation printing. This is part of our set-up process and is included in your set-up charge.

Set-up charge is $36 for each unique imprint. Jobs using multiple art files (whether due to differences in design, color, size or other feature) will incur a set-up charge for each art file utilized.

Repeat orders may qualify for waiver or reduction of the applicable set-up charge(s). To qualify for waiver, the order must include prior order number and the new order must be an exact repeat of the prior order in all respects except quantity. This will allow us to use your prior production art file for printing. Any changes to the artwork, color(s), or product configuration will disqualify the order from waiver of set-up charge(s) because we won’t be able to use your prior production art file for printing.

Intellectual Property Rights

The submission of an order constitutes a legal representation by Customer that they own the artwork provided or have the unrestricted legal right to use it for the intended purpose.

SWM reserves the right to condition performance of any job on receipt of written proof of Customer's ownership or legal right to reproduce the supplied artwork.

File Ownership

The art files submitted by our Customers remain their property and we will return the files and/or delete them from our digital storage at Customer’s request.

Printer’s License

By submitting their order, Customer specifically grants SwagMakers a royalty-free license to use the art files and any proprietary intellectual property contained therein for the purposes of processing, printing, and completing their order including but not limited to the right to create all Work Product necessary for the process.

Once we begin work on an art file, we create Work Product as interim steps of our process. This includes production versions of the art file, raster image processing files, transfer paper bearing reverse images of the art, and printed fabric.

These interim steps utilize the intellectual property embodied in Customer’s art files pursuant to the limited printer’s license granted by the order. We do not claim any ownership interest in the intellectual property embodied in these interim steps, but all our Work Product is solely the property of SwagMakers and Customer does not obtain any ownership interest in or rights to our Work Product as a result of their order. 

Right to Decline

SWM reserves the right to decline any order at our sole discretion, including in the case of artwork containing images or words that, in our opinion, could reflect poorly on SWM or damage our reputation as a printer. Examples include materials that could be considered offensive due to sexual, political, or religious content.

Indemnity

The submission of an order by Customer authorizes SWM to utilize the provided artwork to decorate the products being purchased and constitutes an agreement to indemnify SWM against any costs, losses, and expenses (including but not limited to attorney’s fees) incurred in connection with claims of third parties regarding infringement of intellectual property rights.

Proofs and Proof Approval

SWM provides digital proofs for customer approval. Paper proofs, hand samples, and pre-production samples are also available at extra cost. Please see explanations below.

When you receive your digital proof, you will be asked for approval prior to commencement of production. This is the time to request any adjustments you feel are necessary before printing. If requested, we will revise the print file(s) to reflect your changes and re-send a revised digital print for approval.

It is rare that more than one adjustment is required to properly reflect the art file submitted. Accordingly, we charge $20 per digital proof beginning with the third proof.

Matters Relating to Color Reproduction

Please note that digital proofs are merely graphic representations of art and color as seen on a computer monitor, which are not necessarily exact representations of the way sublimation dyes will look when applied to a woven polyester fabric.

All decoration is done by SWM using a water-based dye sublimation process on polyester fabric material. Material Safety Data Sheets are available upon request.

The most universal standard for communicating color for printing purposes is the Pantone® Matching System (PMS®). We strongly recommend that Customers provide Pantone® Matching System reference numbers for each color represented in the art files. When supplied, we will use the reference numbers to compare and adjust color to the Pantone® Solid Coated color book.

We also accept physical samples for color matching purposes. Please keep in mind that the finish of an object may affect the perception of color by the human eye, and the surface material (e.g., metal, plastic or paper) of a solid object and the finish of its coating (e.g., gloss or matte) are difficult to compare with fabric finishes and colors.

All color matching is done within the limitations of our dye set, color gamut, printing machines, and raster image processing programs. We do our best to get as close to the requested color in all cases, but do not guarantee a perfect match.

Additional Proof Options – Paper Proofs and Samples

Some Customers prefer to receive paper proofs prior to production of their order. This service is available at the cost of $20 per proof, which would be shipped to Customer at their expense. Please contact Customer Service if you want to use this service.

In order to be certain of the art quality and exact color of the finished product, customers may purchase a 10 yard Physical Pre-Production Sample (PPS) for assessing art & color ($65 per sample plus shipping) or Hand Sample for assessing color only ($36 per sample plus shipping).

A Physical Pre-Production Sample (PPS) is produced using the same equipment and set-up as a production order and will be representative of the finished product as to color, artwork reproduction for at least one full length repeat, and placement between the edges of the webbing.

A Hand Sample is produced to assess ONLY color and finish on the webbing selected by the customer and is not set up to accurately represent the production result for artwork imaging or placement on the webbing (e.g., not a full-length repeat, not lined up, etc.)

Customer approval of a digital proof constitutes acceptance of risk on art reproduction and colors and a waiver of their option of PPS or Hand Sample. On high volume or complex orders, we retain the right to require a PPS or Hand Sample at customer’s expense as a condition of the order.

Getting Your Order Into Production

We have a time-tested and streamlined process that enables very fast fulfillment of custom orders. That process depends on getting accurate and complete information from our customers as quickly as possible so your order can move from “pending” to “in production”.

SwagMakers employs various auto-responders to keep customers informed about the ordering process, Please follow along carefully and respond timely to requests for missing information. The more quickly we have all of the order details in final form, the more quickly we can begin producing your order.

We will not begin production unless and until all elements of your order have been submitted and confirmed. The most common delays are attributable to proof approvals. In order to shorten the timeline, please review and approve digital proofs as quickly as possible.

Production and Shipping Considerations

Order Approval

When all the necessary elements of an order are in our hands, including art proof approval and the other items listed above, we will issue an Order Approval. That signifies your order is entering production.

Production Time

Orders of 1,000 units or less are usually ready for shipment within 5-7 business days following Order Approval, except with respect to Luggage Straps and Cross-Body Bag Straps. At the time of Order Approval, SwagMakers will provide an estimated shipping date for orders greater than 1,000 units.

For Luggage Straps and Cross-Body Bag Straps, orders of 500 units or less are usually ready for shipment within 5-7 business days following Order Approval. At the time of Order Approval, SwagMakers will provide an estimated shipping date for orders greater than 500 units of Luggage Straps or Cross-Body Bag Straps.

We understand that most orders for promotional products are time-sensitive and therefore we are happy to discuss timetable for production and shipping prior to order placement. Please call Customer Service to discuss this topic, as well as selection of the most effective shipping options for your situation.

Depending on our production schedule and the quantity being purchased, we may be able to accommodate rush orders. See below for details.

Quantities

In a factory production environment for making custom products, it is sometimes difficult to produce exact quantities. We are also mindful of the importance of shipping on time. Therefore, while we always do our best to ship the exact quantity ordered, SWM reserves the right to ship with up to 5% under or 5% over the quantity ordered. If under, we will credit the difference in value to the same account you used to pay for the order. However, please take this factor into account when deciding how many units to purchase.

Shipping

Orders ship FOB Cranston RI USA at customer's expense via Federal Express, UPS, or United States Postal Service. We do not guarantee delivery dates as we do not control the carriers or their means of delivery.

Shipping Change Fees

Making changes to the shipping method, destination or service level for an order is a time consuming process. We charge $20 per change. If you wish to change a shipping method, destination or service level on the date of shipment, actual shipment will be delayed to the next business day.

Expedited Shipping

We offer access at customer expense to expedited delivery services offered by Federal Express, UPS and United States Postal Service. However, the choice and use of any such services are at the discretion and risk of the Customer, as we cannot control or assure their performance within advertised or promised timetables.

Tracking

We will provide you with the tracking number assigned to your order by the shipping service. Apart from publicly available tracking number queries, we do not have deeper access to or visibility into information regarding shipping status after an order has left our facility.

Shipping on Customer Account

If Customer wishes to utilize their own Federal Express or UPS account for shipping charges, the account number and authorization must be provided in writing when placing your order.

In-Hands Dates

If the order is time-sensitive, for example to be used at an event, or has a mandatory in-hands date, Customer MUST notify us at the time the order is placed and discuss both the required shipping date and method.

If we are able to accommodate Customer’s request, we will confirm ship date, carrier, and service level (e.g., Ground, Next Day Air, etc.) by email from your Customer Service Representative. Without such written confirmation, no guaranty is made regarding ship date.

SwagMakers reserves the right to change shipping method in order to meet customer specified in-hands dates. Additional charges may apply and Customer agrees to pay any additional shipping charges required to purchase service levels that the carrier advertises as sufficient to accomplish delivery by the specified in-hands date.

We cannot confirm or guaranty delivery dates because we do not control the delivery process once the package leaves our loading dock.

Rush Services

Customers may request rush service on orders. We will consult our production schedule and let you know if the service is available for your order.

Rush services are available only with our prior acceptance confirmed by email. The cost of rush service is the greater of $75 or 5% of the order value. Rush orders must use expedited shipping methods.

Early Shipments

SwagMakers reserves the right to ship orders earlier than specified. If shipment must occur within a specified window of dates, Customer must inform their Customer Service Representative of the required ship dates by email within 24 hours of order placement. In the subject matter line of your email, please state “Do Not Ship Early” and be sure to specify the earliest ship date.

Drop Shipments

Drop shipments are available upon advance request at a cost of $7 additional per unique address. Customer must provide a list of addressees and destination in Excel format specified by SWM. Please request the form by contacting Customer Service by email, chat, or telephone.

Blind Shipping

If Customer wishes the package to be shipped without indicating SwagMakers as the shipper (so-called Blind Shipping), there is a field on the order form that must be completed.

Note: Blind shipping is available by self-service in our online store ONLY for Customers who are shipping on the account they maintain with the selected carrier.

Due to limitations of our online store, Customers who are buying shipping services through SwagMakers must call Customer Service if they wish to arrange Blind Shipping for an order. (Certain of our shipping vendors will not allow Blind Shipping on their service and we are unable to program the store in a way that omits those services.)

International Shipments

We have specifically disabled international shipments in our online store. Please contact Customer Service to discuss how to purchase shipping services for international shipment.

All orders being shipped to addresses outside the United States are subject to fees related to the completion of export documentation and any applicable outbound tariffs.

International shipments also are subject to some delays related to export and import controls like the customs clearing process.

Handling Charges

SwagMakers reserves the right to apply Handling Charges to any order, including those where Customer has provided their own shipping account number.

Lost Packages

SwagMakers LLC is not responsible for any package or shipment after it has left our facility in the hands of the carrier. All sales are FOB our dock in Cranston, RI. Risk of loss and protection of in-transit shipments should be handled through insurance purchased by the Customer.

Payment

Payment in full is required upon print authorization for custom orders. We accept Visa, MasterCard, Discover, American Express, Shop Pay and PayPal. Payment by check or ACH is possible, but effective only when payment clears our bank. Please see our Cancellation, Return and Refund Policy for details regarding those subjects.

Payment Terms

We are often asked for payment terms, e.g., invoiced purchases payable within 30 days, rather than making payment by credit card or PayPal at checkout. We offer payment terms to our larger customers (annual purchases of at least $30,000). We will offer an application when your purchases reach that level.

Product Selection

Our website offers a selection of our most popular products. If you wish to purchase a configuration of a product that you do not see on the website, please call Customer Service. We most likely will be able to accommodate your special requests.

Inquiries

Please address all inquiries about this Order Processing and Shipping Policy to your Customer Service Representative or other company contact at their email address, or by email to info@swagmakers.com.

Changes

We reserve the right to make changes to these Order Processing and Shipping Policies from time to time. Publication of the revised policy on our website constitutes notice of change. Changes apply to all orders placed on or after the date of change.

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