In the dynamic realm of event planning, unforeseen circumstances often demand a swift response, especially when it comes to recognizing achievements. Award Maven is your trusted partner in turning the unexpected into unforgettable moments. Explore our guide below for some dos and don’ts to help navigate your rush orders process.
Do:
Communicate Your Timelines
There are numerous variables that affect turnaround time on awards, such as material, stock availability, size and complexity of the order, location and current operational load of the factory, and more. At Award Maven, we can weigh all of these factors along with your budget and timeline in order to get you what you need, and fast. You can trust us to know your firm deadline, as well as your ideal delivery date. Knowing all of the details allows us to give you all of your options.
Come With An Open Mind
When you’re working with a tight deadline, don’t be disheartened, be open minded. We have many options and solutions! If your team is set on a certain piece, you might have to expedite shipping or go with a stage award for your actual event. If your team is set on having awards at the event, they may need to be flexible with what piece is selected. We want to consider your timeline but also your budget. Some pieces have “quickship” available, meaning we can get them out the door at lightning speed and at no extra cost, while others may not be feasible. We can also utilize expedited shipping to get pieces to your event on time. If you come with an open mind, we will bring you solutions to make it happen!
Consider a Stage Award
In a post-covid world, the popularity of stage awards has grown exponentially. Stage awards, also known as “dummy awards”, refer to an award that is presented on stage but not actually given to the winner. They are a prop for photos and the real award is shipped directly to the recipient after the event. A stage award will often be engraved with the company logo and award category, but left without the details of year, location, winner name, etc. so that the piece stays relevant and useful year after year. Stage awards can be an excellent way to corporate awards in your event while eliminating logistical difficulties, as they relieve the stress of tight timelines and prevent award recipients from needing to travel home with heavy, fragile pieces.
Be Prepared for Proofs
The proofing process has the potential to eat away at a lot of valuable time. Our tech team at Award Maven is working diligently to create a software that will overhaul the proofing process, but in the meantime here are some things to remember: To move your order along swiftly, ensure the information you are providing for your proofs is already perfect, so that you have the best chance of approving your first set of proofs. Review the names, award titles, wording, and year with your team prior to providing the details to Award Maven. If your first set of proofs does need updates, review them with care and provide all edits at the same time. This can prevent delays from going back and forth, and save time for everyone.
Don’t:
Skip On Personalization
At Award Maven, we believe personalization is a cornerstone for creating impactful awards. Having a recipient’s name etched into their award adds immeasurable value, which is why the price of personalization is always included in our awards. While eliminating personalization may be necessary if you will not have winner names until just prior to the event, consider utilizing a stage award and shipping a personalized version after the event.
Assume Stock is Available
Our team at Award Maven is here to help you and part of that is offering pieces we know are available for your specific in-hands date. Stock is first-come first-serve so there can be hundreds of a particular piece in stock one day and none the next. Browse the website and catalog for inspiration, but be sure to reach out to inquire about stock prior to committing mentally to a particular award.
Delay Proof Approval
Often, the cost of replacing or expediting a piece is less expensive than the cost of expediting all of your awards. If you’re really in a crunch, send through and approve what you have and we can expedite the rest!
Expect Perfect Shipping Timelines
FedEx and UPS only guarantee delivery dates on certain expedited shipping methods, and they have a knack for delaying delivery just when you need it most! It is best to have your awards scheduled for delivery two days before you need this. This allows for a worst case scenario of a day delay while still having delivery in time. Alternatively, we can upgrade your ship method to add reliability to the delivery date.
Overlook Quality vs. Speed
All of our crystal awards are etched through a process called sand-carving. Sand-carving is a high quality, artisanal process in which each piece is engraved by hand. Faster, machine-based methods exist, but the finish that sand-carving gives to awards is unmatched.
Delay
It seems obvious- start planning earlier than you think you need to! If you are wanting something custom, start 4-6 months before your event date. If you are wanting a stock piece that is engraved, begin 6-8 weeks before your event. The more time you give, the better chance you have of getting exactly what you want for the best possible price.
Transform your last-minute event into a memorable celebration with Award Maven. Discover our services for a seamless and stress-free experience. Choose us to elevate your awards with precision and expertise. Plan with confidence and make your event truly special!