Often Running Out of Souvenirs at Events? This Is the Safest Time to Order Gift Sets!

Have you ever found yourself in a situation where your event souvenirs haven't arrived even though the event itself is only a few days away? Or worse, you've run out of stock and need to find alternatives quickly? If so, you're not alone. This is one of the most common challenges faced by event organizers, marketing departments, and CSR departments when planning events, especially during busy times like the end of the year or the run-up to Ramadan.

The problem often isn't that the vendor can't produce, but rather that we order too close to the deadline. Many people think, "Oh, I'll just order later, as long as the rundown is complete." In fact, souvenirs are one of the most important elements that leave a lasting impression on event attendees. If they're missed or don't meet expectations, the value of an event can drastically decrease in the eyes of the audience.

This is where knowing the ideal time to order a gift set is important, especially if you don't want to face the problem of running out of stock of event souvenirs.

When to Start Ordering?

There's no "definite" timeline, as every event's needs are different. But one thing is certain: the earlier you order, the greater your chances of getting the perfect gift set. This is especially true if you need a customized product with a company logo, special packaging design, or a personal message, as all of these require production time.

Ideally, for small-scale events, you can start ordering at least two weeks before the big day. For larger events, a month in advance is a reasonable amount of time. However, if you're planning a major, VIP, or annual event, don't hesitate to contact vendors two to three months in advance. This will give you time for design revisions, internal approvals, and final product quality control.

We also need to consider busy seasons. Souvenir demand typically spikes during Ramadan, the end of the year, and September–November, when many agencies hold annual meetings, CSR activities, and award ceremonies. During these times, vendors are often overwhelmed, and stocks run out quickly. Even ready-to-stock products can run out within days.

Risk of Late Messages

When you order late, you'll be faced with some difficult choices. First, you might have to choose a product that doesn't really fit the event theme. Second, you might end up paying more because of the need for express production. And worst of all: no souvenirs at all. This not only disappoints attendees but also damages your company's brand image.

Some vendors may be able to offer emergency options, but often, they're not enough. When you're rushing, you lose the opportunity to think about the right design, tailor your tone to your audience, and effectively convey your brand message. All of these are valuable additions to working with a vendor from the start.

What if there is a sudden event?

Of course, not all events can be planned in advance. Sometimes invitations arrive suddenly, or you receive a new assignment just days before the event begins. In these situations, you can still rely on vendors who provide ready-made gift sets.

Kaisae, for example, offers a catalog of ready-stock products that can be shipped quickly. Some can even be delivered within hours if you're located in certain areas. However, your selection will be more limited than if you order in advance. Therefore, it's important to have a plan A and a plan B. If you know a big event is coming up, start researching and contacting vendors now. But even if it's a last-minute event, make sure you work with a vendor who provides solutions, not just to sell products but also to help you find the best solution.

Conclusion

Ordering gift sets isn't just a technical matter. It's part of how your company conveys its message, builds an impression, and strengthens its brand. Unfortunately, many still consider gifts as the last thing on their mind. The result is last-minute panic, limited choices, and suboptimal results.

Starting now, change the way you view event souvenirs. Make gift sets a key part of your event strategy. The earlier you order, the smoother the process, and the more optimal the results.

And if you need a partner ready to help, even in urgent times, Kaisae is always there. From ready-stock products, free consultations, to fast shipping. Visit the website Kaisae now or immediately  Contact our team to find a wide selection of ready-to-ship and ready-to-brand corporate gift sets.