Best Timeline for Ordering Event Pins | BELLA FORGE

Short answer: The best time to order event pins is eight weeks before your event. This gives you a comfortable buffer for artwork approval, custom mold creation, production, and shipping. Planning early helps you avoid rush fees and ensures your hard enamel pins arrive looking exactly the way you want.

Event pins play an important role in conferences and retreats. They make welcome kits feel complete and give attendees something to remember. A smooth timeline keeps everything stress-free and helps you avoid last-minute surprises.

The Real Production Timeline

To ensure the highest quality, our standard turnaround time is typically 30 to 50 days from start to finish. The process begins with 2–3 days for design and quoting, followed by 1–2 days for you to review and approve your digital proof. Once approved, we allocate 10–15 days specifically for mold creation to ensure every detail is crisp, followed by 15–25 days for production (including coloring, polishing, and plating). Finally, shipping takes 3–5 days to reach your door.

Start With a Simple Plan

You do not need every detail before reaching out to a supplier. All you need is your event date, your logo, and a general idea of the style you want. A good supplier will help you shape the rest.

Eight Weeks Before the Event (The Safe Zone)

This is the ideal window for most orders, especially for Hard Enamel pins which require extra polishing and curing time. It allows plenty of time for:

• Artwork review and multiple revision rounds
• Stress-free proof approval
• Complex mold creation
• Full production without rush fees

If your design has special elements such as glitter, cutouts, or complex zinc alloy shapes, staying closer to eight weeks is the smart choice.

Four to Five Weeks Before the Event

You can still order during this timeframe, but it is becoming tight. There is less room for design changes or delays during production. To hit this date, you must approve your proof immediately (within 24 hours).

Two to Three Weeks Before (Urgent)

Warning: This is considered a rush order. At this stage, Hard Enamel is likely no longer an option due to the curing and polishing time required. We may recommend faster production styles like Soft Enamel, UV Print, or Offset Print to meet your deadline.

Approving Your Artwork Early

The artwork stage is one of the most important parts of the process. Early approval helps everything move smoothly.

Keep these points in mind:

• Check that your logo looks clear at the final size
• Look for small details that may not show up in metal
• Make sure colors match your brand
• Confirm the metal finish and shape

Most delays happen during the artwork stage, so quick feedback makes a big difference.

Plan Extra Time for Large Events

If you are ordering for a large conference or multi-day retreat, build in extra time. Larger quantities may take longer to produce and pack. Ordering early also gives you room to reorder if your attendee count increases.

Shipping Considerations

Shipping is the final step and often the most unpredictable. Weather, transit delays, and carrier issues can affect timing, so it is always good to allow a buffer.

• Ground shipping usually takes several days
• Express options can help but should not replace early planning
• Ask your supplier for tracking once the pins leave the factory

Why Planning Ahead Helps Your Event Run Smoothly

Events require coordination across many moving parts. When your pins arrive early, you can place them in welcome kits, prepare your registration table, or set them aside for presenters or team leads.

A good timeline gives you peace of mind and helps you stay focused on the event itself rather than worrying about deliveries.

With the right planning, your event pins will arrive on time, look polished, and help create a memorable experience for everyone who attends.