Sending Swag and Lanyards

Community team contributors with swag shipping permissions may send

  • Lanyards to WordCamps 
  • 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
  • Unique bundles for special events

Who We Ship To

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”. 

  • 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.:
Start by searching in Help Scout and/or checking the “Private Notes” section in the Meetup Tracker for the last time swag was ordered for them. 

Send swag if:

  • The group has not received swag in the past 12 months, they are eligible for a 100-pack of WordPress swag
  • It is a special event, and they haven’t received swag for it yet.

Review requests on a case-by-case basis.

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Information Needed

For each shipment, we need the following information:

  • Event or group name
  • Link to the scheduled event (when applicable)
  • Recipients name
  • Recipients email address
  • Street address
  • City
  • State/Province
  • Country
  • Postal/zip code
  • Recipients phone number

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Before Sending Swag Packs to WordCamps

  1. Search Help Scout and/or review the notes in the WordCamp’s tracker on Central to see if swag for this event has already been ordered. 
  2. Email the organizer to confirm the event and shipping information.

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Email to Confirm Information

Change Help Scout Customer in the Help Scout thread (“Ship Swag to WordCamp CITYNAME”)

  1. Copy the organizer’s email address from the body of the email.
  2. 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.
  3. Change the Customer to the organizer’s email address. 
  4. Add the WordCamp gmail address as a CC.

Use the Saved Reply in Help Scout: “WORDCAMP: Swag shipment info request (delete unneeded lines)” asks for full information.

Confirm the shipping address and phone number. Organizers may want swag shipped to a specific person on their team, particularly if someone needs to sign for it or if there is one person who will be transporting items to the venue. A phone number without the country code is 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 necessary, you can also get the updated number of attendees from the WordCamp’s budget.  

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

Remember to tag the email. Use the tags

  • the city or location name 
  • event type (wordcamp, wp20, new-meetup)
  • “swag”

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Placing an Order on the Swag Store

  • Log in to the Swag Store at
    • You need to be signed in to the site as a member of the WordCamp Program Supporters group to view the pages with the WordCamp DeputyDeputy 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. swag items. If you need access, please ask in the Program Supporters SlackSlack Slack is a Collaborative Group Chat Platform The WordPress community has its own Slack Channel at channel.
  • Once logged in, visit the WordCamp Deputies categoryCategory The 'category' taxonomy lets you group posts / content together that share a common bond. Categories are pre-defined and broad ranging. page. This page can also be accessed from the Mercantile homepage using the “Browse the Store” link at the bottom of the page. WordCamp Deputy swag will be the last item on the Category list.

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WordCamp Deputies Swag Items

Buttons 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 has 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.

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.

Covid Safety stickers come in packages of 100 or 200 and consist of communication and mask stickers. We are now asking organizers if they want these stickers before sending them.

  • 100 Pack = 50 Communication Stickers + 50 Mask Stickers (for small events)
  • 200 Pack = 100 Communication Stickers + 100 Mask Stickers (for large events).

WP20 Swag bundles currently contain 25 WP20 stickers, 25 WP20 buttons, and 25 blue WordPress pennants. Each event gets one bundle.

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.

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Double Check the Order

Confirm you have the right amount of 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.

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Updating the Order

If you need to edit the quantities in the cart before placing the order, click on the plus or minus icon. To remove an item all together, click on Remove Item. Wait a moment for the cart to automatically update.

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Checking Out

Verify that it’s using WordCamp Free shipping. Do not pay for the order. If you are asked for a credit card, look on the page for the WordCamp Free Shipping option and select it. 

If the amounts look right for the event you’re shipping to, click Proceed to Checkout.

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Copy in the Shipping Information

The shipping details from the previous order will likely be pre-filled. 

For this example, I have removed them. Be careful that you don’t leave shipping information from the previous order mixed in with the current shipping information.

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.

The email address for #1 should be the package recipient’s email address. This ensures that they are contacted if there are any issues or delays.

If you need to remove the country code from the telephone number, you can find the country codes here.

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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.”

Including notes about the WordCamp can help with timely delivery. For example:

You might include a note that says:

Needs to arrive in CITYNAME, COUNTRY,  no later than DAY MONTH. For WordCamp CITYNAME on DAY(S) MONTH.

Always double-check the shipping information before clicking the “Place Order” button.

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Once the Order is Placed

When your order is successful, you will see a confirmation message on the Swag Store with the information about the order. Use that to add a note to the Shipping Information email and to update the event tracker.

You will also be able to find the order listed under your My Account -> Orders tab, and if there are any issues with the order, email to make any corrections.

Updating the Event Tracker

Now, add the date and order number of the shipment to the “Add Private Note” metaMeta Meta is a term that refers to the inside workings of a group. For us, this is the team that works on internal WordPress sites like WordCamp Central and Make WordPress. box in the Event Tracker and push Update. 

Add a Note and Tags to the Email

Apply the appropriate tags to the email.

  • Add “ordered” 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. to the Shipping Information verification email. 
  • On the Order Confirmation email add
    • “swag”
    • event-type
    • cityname

Additionally, include a Note on the Shipping Information verification email. Simply copy over the date and order number from the order confirmation you receive on the Swag Store. 

When done, close any tickets associated with that swag request

Emailing the Recipient is Optional: If there is an open Help Scout ticket from the organizer, you can choose to reply and let them know their swag is on the way. However, now that we are using their email as the shipping email, they will be notified automatically.

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Shipping and Tracking

The recent changes to the Swag Store no longer require us to provide shipping information if the recipient’s email address is used when entering the shipping information. They will automatically receive any notifications.

However, if you do need to send tracking information for some reason, there are three Saved Replies in Help Scout you can use:

  • SWAG: US Domestic Shipping Tracking
  • SWAG: International tracking number FedEx
  • SWAG: International tracking number FedEx (Japanese)

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Placing Multiple Orders Within 24 Hours

For security reasons, there is a limit on the number of orders an individual can place in the Swag store within 24 hours. 

To place more than ten orders in a 24 hour period, follow these instructions to 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 Plugin Directory or can be cost-based plugin from a third-party settings temporarily.

  1. Go to the WooCommerce plugin’s Anti-fraud section
  2. Uncheck the “Too many order attempts” box, as shown in the purple frame below. 
  3. Click “Save changes.” 
  4. Place your orders in the swag store, as instructed above.

As soon as your additional orders are placed, please return to this page and reactivate the “Too many order attempts” box, and then “Save changes.”

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