Make a simple list of where the mats will go. Separate house equipment, retail stock, gifts and spare units so the total has a clear purpose.
1. Build the quantity from your program.
For example, 20 class places plus 4 spare mats and 16 retail units creates a 40-mat planning total. This is an illustration, not a minimum order or a demand forecast. Adjust each part to your program.
2. Set the product and artwork brief.
Include the preferred material, dimensions, thickness, color and logo method. Share brand references and original artwork. Ask to compare alternatives if the chosen combination affects cost or timing.
3. Specify the complete package.
List straps, bags, paper sleeves, cards and any assembly. For individual delivery, include the number of recipients and packing requirements. For several locations, state the quantity for each one.
4. Work back from the arrival date.
Allow for artwork review, any requested sample, production and transit. Use the arrival date rather than the ship date when planning an event or launch.
5. Keep an order record for next time.
Save the approved specification, artwork and quote together. Reorders start from those details, with current availability, pricing and timing reconfirmed.