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Order FAQ

We are ready to help make your ordering process as easy as possible.

Here are answers to some of our most frequently asked questions:

Working with Magellan Promotions

Who should I contact when I need to place an order?

Each client works directly with an Account Manager. Our Account Managers oversee the entire order process, from proposing ideas all the way through to delivery. They are here to help you with each stage of the process.

If you aren’t sure who to contact, send a request or email to get connected.

What’s the easiest way to place an order?

The easiest way to place an order is to email your Account Manager.

Do you have a catalog?

At Magellan Promotions, we don’t have printed catalogs to be eco-friendly. Instead, we focus on providing timely product solutions on our website. Your Account Manager will also help you explore your options.

I can’t find what I’m looking for on your website - does that mean you don’t have it?

No, but we are connected with a vast resource of production partners to find items not listed on the site. Get in contact with your Account Manager and they will be ready to help.

Are you licensed to work with my school?

We hold a number of licenses through IMG College Licensing, Fermata Partners and individual schools. For information on your particular school, please contact your Account Manager. If we’re not licensed already, we’re typically able to acquire a license for your project.

Can you do fulfillment and packaging?

Absolutely! Find out more about our fulfillment and packaging options.


I found an item in a catalog or competitors’ website. Can I order it from you?

Yes! Just provide photos or information you have about the item and we will locate it.

What’s the minimum order quantity?
The minimum order quantity varies based on the item you have selected. Let us know what quantity you’re looking for and we’ll make sure we recommend items that will fit your needs. A general rule of thumb is the more expensive the item, the lower the minimum.
What is a setup charge?

For many items a setup fee is needed to setup the art, including first-time setup charges and repeat setup charges. This may include creating screens for screen-printed items or molding a die for other items. The fees vary and are listed in all quotes if they apply.

What is a PMS charge?

A PMS charge is the fee to match your specific Pantone color. On some items we are able to Pantone match at no charge, and for others there is a fee.

Are there any charges that are not listed in your quote?

The only fees not included in your quote are freight fees. For some rush orders, there may be an additional fee but your Account Manager will let you know if that is the case.

How long is my pricing valid?

Quotes are good for 30 days, except flash drive quotes, which are good for five business days unless otherwise noted, and items impacted by tariffs as noted below.


Please note – Magellan Promotions is closely monitoring the increased products costs and price fluctuations as a result of increased U.S. tariffs on imported Chinese products. We value our customers and are committed to minimizing the extent of potential price increases. Please know that the quoted pricing may change when the order is placed. If this pricing has changed since this quote, the updated pricing will be confirmed in writing for approval before the order is put into production.

Do you include royalties?

We do not typically include royalties in our pricing. For information on your particular school, please ask your Account Manager.


Do you send samples?

Yes! We know how important quality is when it comes to picking your promotional products, and seeing and feeling the product in person can be the best way to make your decision. Reach out to your Account Manager if you’re interested in a sample of a specific product. We generally do not charge for samples, however on some items we do require that they be returned to production within three weeks to avoid any charges. (On these items you will be notified in advance.)

Can you send me a sample with my logo on it?

On many items, yes! This is typically referred to as a “spec sample.” Pricing and production times vary, so please feel free to reach out to your Account Manager for more information on the item you are interested in.


What format do you need my artwork in?

We need artwork in vector format (either an .eps file or .ai file) with all text converted to outlines. In most cases, we are not able to use .jpg, .png, or Photoshop files.

What if I don’t have vector artwork?

We have designers that can help convert your artwork to vector format, if all you have is image files. Let your Account Manager know, and they will provide you with a quote to convert your artwork to the proper file type.

Can you design my artwork for me?

Yes, Magellan Promotions offers graphic design services at $40 per half-hour. Graphic design services are quoted on a per-project basis. These services include:

  • Conversion of existing logos not in vector format to vector format
  • Layout and design creation from scratch

For a formal quote for graphic design services on your promotional product project, contact us today.

Will I see a proof?

Yes, you will receive a proof. You are able to approve the proof or request revisions before moving forward.

Do you keep my artwork on file?

Yes, we do keep artwork files from previous orders that you have placed with us.

How do I send my artwork files that are too large to email?

Upload your artwork HERE.


How long does it take to get an order?

Production times vary by item. The rule of thumb is that production time is approximately two weeks. Transit time (or shipping) is additional and ranges from one to five working days. However there is a wide selection of products that can be produced on rush production (as short as 24 hours) without a rush charge. For projects that require overseas productions, the turnaround can take several weeks to months.

All of our quotes state the standard turnaround for each product. If there is a specific date that you need the item by, make sure to let us know so we can provide options that fall within the in-hands date.

What if I’m in a rush? Can you still get me my items in time?

We have rush options for a wide range of items, such as 3-day or 24-hour production. When you inform us of a firm date, we lay out the timeline for you. Expedited freight is also an option if necessary.


If I’m local, can I pick up my order from your office?

Unfortunately, we do not offer pickup at our offices near Milwaukee, Wisconsin. Our production partners ship out of various locations and we don’t have an on-site warehouse.

How much is shipping? / Is freight included?

Shipping costs can vary widely depending on item weight, number of boxes, shipping method, destination, etc. If you have a product and quantity in mind, please feel free to reach out to your Account Manager for a shipping estimate – we will need the destination zip code as well as when you’d need delivery. Unless otherwise specified or requested, freight/shipping is “prepaid and add” (we pay the charges at time of shipment and they will appear on your final invoice).

How long does shipping take?

Transit times are generally one to five working days from date of shipment. Factors such as inclement weather, holidays, freight shipments, remote delivery locations, etc. can extend transit times. If you need an order by a specific date, please let your Account Manager know and we’ll make sure to account for transit time when placing your order.

Where will my product ship from?
Our production partners ship out of various locations. Please feel free to reach out to your Account Manager for origin location information on specific products.
What if I need my products to ship faster?

There are many shipment methods from standard ground all the way up to next-day air. Please contact us if you’re on a tight timeline and we can provide additional information on expedited shipping.

Can I ship my products to multiple locations?
Yes! Please feel free to reach out regarding split shipments. Generally, there will be a nominal fee per additional shipment location.


What form of payment do you accept?

We accept payment via check, ACH, and credit card (including Visa, Mastercard and American Express).

Can I get setup on terms?

Yes! Please fill out this document, and email it with a copy of your credit references and tax-exempt letter (if applicable) to your Account Manager. Credit checks generally take 3-5 business days to complete.

Do I have to pay sales tax?

If you’re tax exempt, please provide a copy of your tax-exempt letter to your Account Manager and we will make sure that you’re not charged taxes on your orders. If you’re not tax exempt, taxes will depend on your shipping destination. Please feel free to reach out to your Account Manager for more information.

When will I receive my invoice?

You will receive your invoice three to five working days after your order ships. If you need your invoice sooner, please feel free to reach out to your Account Manager.

Postage Permits

We are happy to mail using a client’s USPS non-profit number. Here are a few best practices for this to go smoothly. Let our team know up front on the project so we can make sure to get the information we need right away. 

While our mail house does prefer to use their permit number for the mailing, we can use the client’s permit, If using their permit number, ensure there is enough postage to cover the mailing.

The information we need to in order to use a client’s nonprofit number includes the following:

Formatting the Mailing List

Our account team will advise on specific requirements for your project’s mailing list.  We generally recommend these best practices to format the mailing list: