Sending Swag and Lanyards

Deputies with swag shipping permissions may send lanyards to WordCamps, and WP button and sticker packs to WordCamps or Meetup Groups.

People with access to send swag currently are: Andrea Middleton, Birgit Pauli-Haack, Cami Kaos, Courtney Kranzke, Hugh Lashbrooke, Jenny Wong, Josepha Haden, Larry Swanson, Mayuko Moriyama, Roberto Remedios, and Rocio Valdivia.

For WordCamps, before you order anything, confirm the address with the organizer. Although we have an address in the listing on WordCamp Central, organizers may want swag shipped to a specific person on their team, especially in cases where someone needs to be there to sign for it or if there is one person who will be transporting items to the venue. Also confirm the number of attendees expected — the number in the WordCamp listing may have been estimated months earlier and may have changed. Finally, confirm the phone number as well, since it is required for customs clearance or delivery in many countries. There is a Predefined Reply in Help Scout that asks for all this information, titled “WORDCAMP: Swag shipment info request”.

Once the address and estimated attendance is confirmed, it is time to send out some swag!

  1. Log in to the Swag Store at https://mercantile.wordpress.org/wp-admin. You need to be signed into the site to view the pages with the swag items. If once you are signed in, you can not view those pages, that means you have not been added to the Deputy group yet, so contact Cami Kaos or Courtney Kranzke to request access.
  2. Go to: https://mercantile.wordpress.org/product/wordpress-swag-buttonsstickers-pack-random-colors/ for sticker/button packs or https://mercantile.wordpress.org/product/lanyards/ for lanyards.

Once logged in you will see a page like this for the button/sticker pack:

 

Or like this for the lanyards:

Button and stickers come in packages of 100 or 200. The number of “mixed buttons/stickers” means that many each of buttons and of stickers, so the total number of pieces in the pack is actually twice the number listed. In other words, a 200-pack has 200 stickers and 200 buttons (a total of 400 items). One package of 200 is sufficient for a WordCamp with up to 400 attendees. If the WordCamp will have more attendees, send an additional pack or two to ensure they have enough to go around.

All meetup groups who have not received swag in the past 18 months are eligible for a 100-pack of WordPress swag. If the group has received swag within the past 18 months, we should review their request on a case by case basis.

Lanyards come in packages of 100. Enough lanyards should be sent to ensure there will be one for each attendee. If a WordCamp is planning to have 250 attendees you will need to send them three packages of lanyards.

When all items for an individual WordCamp or Meetup Group have been added, click on the shopping cart icon at the top of the page.

At this point, please take a moment to confirm you have the right amount of both swag and lanyard packages in your cart. In this example, we are ordering swag for WordCamp Narnia. They plan to have 250 attendees. With one 200-pack of stickers and buttons and three 100-packs of lanyards, there will be enough of everything for their attendees. If the amounts look right for the event you’re shipping to, you can proceed with filling out the shipping information.

If you need to edit the cart before placing the order (i.e., to delete items or change quantities), you can do so by going to: https://mercantile.wordpress.org/cart/

If this is the first time you have ordered from the WordPress Swag Store, you may have to fill out your billing details. Fill in the details required. You should not be asked for a credit card. If you are asked for a credit card, the account is not set up properly or you have additional swag that is not available to WordCamps and Meetups in your cart. Make sure you have only swag packs and lanyards on order. If a credit card is still required, reach out to Cami Kaos or Courtney Kranzke to resolve the issue. Do not pay for the order. 

If you have ordered swag or lanyards before, your billing details will be pre-filled as shown below. You can use your name, but the mailing and email address for WordPress Community Support.

Check the box to “Ship to a different address” then fill in the shipping details.

If you have any special order notes or would like to include a phone number or the organizer’s email address you can leave additional information in “Order Notes.”

The best practice for filling in shipping information is to copy and paste the details provided to you by the organizer. This helps to reduce the chance of small mistakes, which can lead to shipping delays or prevent the organizer from receiving the supplies they need in time for the big event. Once you have filled in the details, scroll back up and click the “Place order” button.

If your order was successful you will see a confirmation like this:

If you used the support email address in the billing info, we’ll also receive an automated email in Help Scout to confirm the order. This will include the order number, items, and address, so you can re-review it for accuracy.

Tag the order confirmation ticket properly (i.e., “swag, wordcamp, narnia”) and close it. If there are any discrepancies, send an email to orders@hellomerch.com to make any corrections.

In the original ticket, It’s helpful to add a note that reads something like “Swag ordered 1 January 2017, Order #5555”.

Now you can update the Meetup or WordCamp Status document to let the rest of us know that swag has been ordered. If there is an open ticket from the organizer, reply to let them know their swag is on the way and close any tickets associated with that swag request.

When the order has shipped, we’ll receive another email from the Swag Store with the tracking number. You can then email the organizer with package tracking information. For international orders being shipped outside of the US, you can use the Predefined Reply in Help Scout titled “International swag tracking number”.