Sending Swag and Lanyards

Community organizers all over the world can now organize in-person WordPress events, following local laws and safety measures. Check out our latest guidelines for in-person events!

Super DeputiesSuper deputy Super Deputies are Deputies who can perform extra tasks on WordCamp.org like creating new sites and publishing WordCamps to the schedule. with swag shipping permissions may send lanyards to WordCamps, and WordPress button and sticker packs to WordCamps or MeetupMeetup Meetup groups are locally-organized groups that get together for face-to-face events on a regular basis (commonly once a month). Learn more about Meetups in our Meetup Organizer Handbook. Groups.

WordCamps:
An automated email to remind us to order swag will arrive in Help Scout 8 weeks before the camp’s scheduled date. The subject line will be something like “Ship Swag to WordCampWordCamp WordCamps are casual, locally-organized conferences covering everything related to WordPress. They're one of the places where the WordPress community comes together to teach one another what they’ve learned throughout the year and share the joy. Learn more. CITYNAME”. Any WordCamp under 500 attendees should receive 1 full button and sticker pack (200-pack). 500+ should receive 2 full packs. 1000+ should receive 3 and so on. Enough lanyards should be sent to ensure there will be one for each attendee.

MeetupsMeetup Meetup groups are locally-organized groups that get together for face-to-face events on a regular basis (commonly once a month). Learn more about Meetups in our Meetup Organizer Handbook.:
Please search in Help Scout and/or check Swag Notes in the Meetup Tracker for the last time swag was ordered for them. If the group has not received swag in the past 12 months, they are eligible for a 100-pack of WordPress swag. If the group has received swag within the past 12 months, we should review their request on a case-by-case basis. We also ask Meetup organizers who request WordPress swag to send us an email with their contact details including phone number, and the name of the Meetup group.

Important Steps to Take before Sending Swag Packs to WordCamps

There are Predefined Replies in Help Scout that ask for all this information:

  • “WORDCAMP: Swag shipment info request” asks for full information.
  • “WORDCAMP: Swag shipment info confirmation (delete the unneeded lines)” asks for confirmation of the information in the automated email.
  1. Search Help Scout and/or review the notes in the WordCamp’s listing on Central to see if we’ve already ordered swag for this WordCamp. Sometimes organizers reach out before the automated reminder email is sent to request swag, so checking if an order was already made will avoid a duplicate order.
  2. Reach out to the organizer to confirm some information:
    • Change Help Scout Customer in the Help Scout thread (“Ship Swag to WordCamp CITYNAME”), and copy the organizer’s email address from the body of the email. Select the gear icon in the right sidebarSidebar A sidebar in WordPress is referred to a widget-ready area used by WordPress themes to display information that is not a part of the main content. It is not always a vertical column on the side. It can be a horizontal rectangle below or above the content area, footer, header, or any where in the theme., and select ”Change customer” from the dropdown menu:

      …then change the customer to the organizer’s email address. This ensures that your reply goes to the organizer, and not back to us. Now you can reply and…
    • Confirm the shipping address and phone number. Although we have an address in the listing on WordCamp CentralWordCamp Central Website for all WordCamp activities globally. https://central.wordcamp.org includes a list of upcoming and past camp with links to each., 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. Phone number is usually required for customs clearance or delivery in many countries.
    • Confirm the number of attendees expected. The number in their WordCamp listing may have been estimated months earlier and may have changed. If they are having a Contributor DayContributor Day Contributor Days are standalone days, frequently held before or after WordCamps but they can also happen at any time. They are events where people get together to work on various areas of https://make.wordpress.org/ There are many teams that people can participate in, each with a different focus. https://2017.us.wordcamp.org/contributor-day/ https://make.wordpress.org/support/handbook/getting-started/getting-started-at-a-contributor-day/., they should also confirm the numbers for that.

Once the address and estimated attendance are confirmed, it is time to order the swag!

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Placing an order on the Swag Store

Log in to the Swag Store at https://mercantile.wordpress.org/wp-admin. You need to be signed in to the site to view the pages with the swag items. Once logged in, you will be able to see the items that deputiesDeputy Community Deputies are a team of people all over the world who review WordCamp and Meetup applications, interview lead organizers, and generally keep things moving at WordCamp Central. Find more about deputies in our Community Deputy Handbook. can order. This includes the pages for Button – Sticker Packs, and Lanyards. Please note that these items are hidden in the public store and deputies use the links to the item pages to order.

  1. Button and stickers come in packages of 100 or 200. “Mixed buttons/stickers pack” means for example the buttons and stickers are each 100 in number and mixed for every 100-pack. 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 500 attendees. If WordCamp will have more attendees, send an additional pack or two to ensure they have enough to go around. Meetup groups that have not received swag in the past 12 months are eligible for a 100-pack of WordPress swag.
  2. Lanyards come in packages of 100. Enough lanyards should be sent to ensure there will be one for each attendee. If the WordCamp Organizer is planning to have 250 attendees you will need to send them three packages of lanyards.
  3. Covid Safety stickers come in packages of 100 or 200 and consist of communication and mask stickers. When you select 100 Pack it says “Includes 50 Communication Stickers + 50 Mask Stickers (for small events)” and when you select 200 Pack it says “Includes 100 Communication Stickers + 100 Mask Stickers (for large events). Enough stickers should be sent to ensure there will be one for each attendee. Covid Safety stickers are sent to WordCamp organizers. However, if any Meetup organizers request it, we can send the stickers over. However, as we don’t provide lanyards and badges at Meetup events, the stickers might not stick well on clothes.

When all items for an individual WordCamp or Meetup Group have been added to the cart, click on View cart at the end of the green banner.

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 clicking on the cross icon and up-and-down button, and then Update cart.

Before you click Proceed to checkout, please make sure you choose Free shipping. Do not pay for the order. 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 support@wordcamp.org to resolve the issue.

If you have ordered swag or lanyards before, your billing details will be pre-filled as shown below. If this is the first time you have ordered from the WordPress Swag Store, you may have to fill out your billing details. You can use your name and the mailing and email address for WordPress Community SupportWordPress Community Support WordPress Community Support PBC is a subsidiary of WordPress Foundation. It is created specifically to be the financial and legal support for WordCamps, WordPress Meetup groups, and any additional “official” events organized within the WordPress Community Events program..

Your Name
WordPress Community Support
660 4th Street #119
San Francisco, CA, 94107
T: 4159174110
E: support@wordcamp.org

Before you click on Place order, please check the box to “Ship to a different address” and then fill in the shipping details.

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

Pro Tip: It is especially helpful to include notes about the WordCamp, in order to help ensure timely delivery. For example:

Needs to arrive in Ciytname, Country,  no later than Monday, April 29. For WordCamp Cityname on May 3–4.

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.

TagTag Tag is one of the pre-defined taxonomies in WordPress. Users can add tags to their WordPress posts along with categories. However, while a category may cover a broad range of topics, tags are smaller in scope and focused to specific topics. Think of them as keywords used for topics discussed in a particular post. 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 12 July 2022, Order #16439” for WordCamp Narnia, 2022.

Now you can update the swag notes in the Meetup Tracker 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.

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Shipping and Tracking

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.

Orders shipped within the US are usually shipped via FedEx or UPS. For these orders, you can use the Saved Reply in Help Scout titled “SWAG: US Domestic Shipping Tracking”,

Orders being shipped outside of the US are typically shipped via DHL, so you can use the Saved Reply in Help Scout titled “SWAG: International tracking number DHL”.

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Placing Multiple Orders Within 24 Hours

For security reasons, there is a limit on the number of orders that an individual can place in the Swag store within a 24-hour period. If you need to place more than one order in a day, follow these instructions to temporarily adjust the anti-fraud pluginPlugin A plugin is a piece of software containing a group of functions that can be added to a WordPress website. They can extend functionality or add new features to your WordPress websites. WordPress plugins are written in the PHP programming language and integrate seamlessly with WordPress. These can be free in the WordPress.org Plugin Directory https://wordpress.org/plugins/ or can be cost-based plugin from a third-party settings:

Go to the WooCommerce plugin (https://mercantile.wordpress.org/wp-admin/admin.php?page=wc-settings&tab=wc_af&section=rules). Uncheck the “Too many order attempts” box, as shown in the purple frame below. Click “Save changes.” Place your orders in the swag store, as instructed above. As soon as your additional orders are placed, please return to this page, check the “Too many order attempts” box, and then “Save changes.”

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