1. Define the required in-hand date
Write down the date when the medals must be at your venue, warehouse or event office. Then allow time for counting, checking cartons, distributing stock to volunteers and resolving any local delivery issue. The public event date is too late to use as the delivery target.
Race communities have documented the disappointment caused when medals do not reach the finish line in time. A widely discussed delayed-medal situation shows why schedule risk matters to participants as well as organizers.
2. Build the quantity from real registration data
Start with confirmed registrations, then review expected late entries, volunteers, sponsors, award categories, replacements and the cost of running short. If multiple distances or award levels use different designs, list the quantity for each design separately.
Dated medals are strong event keepsakes but harder to reuse. If registration is still moving, one option is to keep the medal design reusable and place the date on the ribbon, backing card or packaging. Make that decision before artwork approval.
3. Create one approval owner for logos and copy
Event committees lose time when several people submit different sponsor files or corrections. Assign one person to approve the event name, year, distance, sponsor order, spelling and final colors. Ask sponsors for vector artwork where possible and set an internal cut-off date for late changes.
A digital proof should show the approved front, back, dimensions, plating, color references, ribbon layout and attachment. Do not approve a proof that omits an element you expect in production.
4. Confirm the physical specification
| Specification | Decision to record |
|---|---|
| Size and thickness | Diameter or maximum width/height, plus thickness. |
| Construction | 2D, 3D, die cast, die struck or recommendation. |
| Color and finish | Enamel/printing, plating and surface direction. |
| Ribbon | Width, base color, logo repeat, attachment and sewing. |
| Personalization | Names, dates, distances, serial numbers or award levels. |
| Packing | Individual protection, grouping and carton labels. |
Use the size and thickness guide and ribbon guide before final approval.
5. Decide whether the project needs a physical sample
A physical sample can reduce risk for a new supplier, complex shape, unusual mechanism or high-profile event. It also adds production, courier and approval time. Decide early who receives the sample, who signs it off and what happens if revisions are needed.
For a straightforward repeat order using an approved mold and specification, a confirmed digital proof and pre-shipment evidence may be enough. The correct route depends on the project, not a blanket rule.
6. Create production and shipping checkpoints
Request confirmation when artwork is approved, tooling is ready, bulk production begins, finish and color are checked, ribbons are assembled, final quantity is counted and cartons are labeled. Ask which photos, videos or inspection records can be provided before shipment.
Shipping should be reviewed with the destination, shipment weight, carton volume and event buffer. Avoid treating an estimated production date as the same thing as a guaranteed in-hand date.
7. Send one comparable RFQ
- Event type, location and required in-hand date.
- Quantity by design, distance or award group.
- Medal dimensions and desired construction.
- Front/back artwork, logos, text and color references.
- Plating, enamel, printing and special effects.
- Ribbon and attachment specification.
- Individual packing and carton labeling.
- Sample requirement and approval contact.
- Delivery country, city and postal code.
The site's browser-based RFQ checklist can turn these details into a copyable enquiry.
Frequently asked questions
When should I start ordering custom event medals?
Start early enough for artwork, approvals, tooling or sampling, bulk production, inspection, shipping and an arrival buffer. The exact schedule depends on the design, quantity and destination.
Can I order before final registration closes?
Yes, but the organizer should define how quantity will be estimated and whether late-entry or replacement stock is needed. Discuss the decision with the supplier before production is locked.
Should the event date be on the medal?
A date strengthens the keepsake value but reduces the ability to reuse leftovers. A dated ribbon or card can provide more flexibility.
Can multiple race distances share one order?
Yes. List every design, distance, finish and quantity separately because they may require different molds, proofs or packing groups.
Can sponsor logos go on the ribbon?
Yes, after artwork review. Confirm ribbon width, logo repeat, orientation, color and seam position before approval.
What should I check before shipment?
Check the approved design, dimensions, finish, colors, ribbon assembly, quantities, packaging, carton labels and shipping documents.
Send a Complete Event Medal RFQ
Share the quantity, event and in-hand dates, destination, artwork, medal size, finish, ribbon and packing plan. A complete brief produces a more useful quotation.