Branded Merchandise
Branded merchandise is a fun and tangible way for student organizations at Stanford to celebrate and share their unique identity. From T-shirts and canvas bags to water bottles and beyond, merchandise comes in many forms. While the process of creating it can seem complex, this guide will walk you through the process.
The Process: From Idea to Production
Ordering branded merchandise requires a few key steps. To get started, you'll need to work with a licensed vendor. They are the only vendors approved to produce custom products for Stanford groups.
1. Choose a Vendor & Your Product
Select a licensed vendor and confirm what type of product you want to create. Vendors have team members who can help you with your ideas and guide you through the process. Once you've made a choice, you can submit your artwork to them for a design proof. Check out the Demystifying the Promotional Item Ordering Process video (SUNet ID Required) for more information.
2. Finalize Your Artwork
Artwork needs to be finalized before it can be submitted for review. This is where you'll need to secure all the necessary permissions.
- Stanford Trademarks: Many elements fall under Stanford trademarks that you may not have considered such as reference to landmarks. Refer to this policy to learn more.
- Stanford Logos: If you plan to use an official Stanford logo, refer to the Stanford University Identity Guide for usage guidelines.
- Differentiate: Student Organizations must distinguish themselves as such for context for all merchandise projects. Use the badge provided by our office (see below) or use the words “Student Organization” in the design.
- Written Authorization: If you are using original art created by someone else, you must get their written permission. An email from the artist stating they created the work and approve its use on product is sufficient.
- Third-Party IP: Avoid using intellectual property that isn't your own or Stanford's. This includes popular brands like Disney, Marvel, and non visual content such as song lyrics. Designs with third-party IP will not be approved unless the group has proper written permission from the IP owner.
1. Uses Third-party IP without permission. 2. Is not following Stanford identity guidelines. 3. Does not differentiate itself as a student org with text or the badge.
3. Pre-approval For Student Organizations
New Artwork Pre-approval Pilot Program
The Office of Student Engagement is piloting a new artwork pre-approval process to help student organizations with their merchandise submissions. We know that creating and producing artwork can be tricky, so we're offering guidance to make the process smoother.
How It Works
You can now meet with our team or send us an email to get help with your design or have your artwork reviewed.
To get started, fill out our contact form and select "Merch Pre-approval" from the topic list. In your message, tell us about your group, the purpose of the merchandise, and any other important details (Who and what is it for? How many, when, and what product?). Be ready to share a link to your artwork or send it to us when we respond.
Our goal is to help you through the creative process or review your final design. Once you submit a pre-approval request, we will get back to you within three business days with feedback, so you can make any necessary updates before the official submission to the licensed vendor. Please note: This pre-approval is meant to help you but the formal approval process will still be required to ensure all guidelines are met.
New Optional ‘Recognized’ Badge for Student Organizations
A common reason for artwork rejection is that it's difficult to distinguish a student organization's merchandise from other Stanford entities. To address this, we've created a new optional badge that you can add to your design. This badge clearly identifies your group as a recognized student organization without requiring you to make significant design changes.
Download the badge artwork:
PNG files: Black / White (transparent background 1080px square)
EPS files: Black / White (vector art)
(Right click, and 'save as' to download file to your desktop. Questions about file types? Contact us for help.)
Adding the badge does not guarantee pre-approval, and it's not required. Your artwork must still comply with all guidelines to be approved. This tool is simply an optional resource to make your design process easier.
Do’s and Don’ts
- Work the badge into your design or have it isolated is ok
- Coloring the badge to be a color in your design is ok if it is readable
- The badge needs to be sized and colored to be readable
- Don’t overlap it with other design elements
Don’t manipulate the provided art
4. Proof and Submit Your Order
Once the vendor has your artwork, they'll create a digital design proof for your approval. This isn't a final mock-up but rather a digital representation of your product.
- Review the proof carefully. If there are errors or changes you want to make, let the vendor know.
- Once you approve the proof, the vendor will send it to Stanford's Trademark Licensing Office for a final review. At this time, you'll need to provide your payment details to the vendor.
- A stanford.edu email address is required for this step from the student org leader
5. Vendor Production Overview
- Vendor Submits Artwork The licensed vendor then uploads the artwork and other required information into the licensing system for review.
- Trademark Licensing Review Trademark Licensing reviews the submission and approves it for final production (allow 5-10 business days).
- Production Begins Once the artwork is approved, the vendor begins production. The production timeline includes all the time needed for the vendor to source, manufacture, and imprint the product. Be sure to factor in extra time for shipping to your final delivery location.
Recommended lead time:
- 5-10 business days: artwork review by Trademark Licensing
- 2-10 weeks (average production time): TBD by vendor based on your order type (If you paid extra to expedite)
- 3-5 days shipping in U.S. Longer lead time if produced overseas