Planning notes · July 2026

The six-week live embroidery bar timeline

Six weeks is the comfortable runway. Four is doable. Two means overnight garment shipping and a rush fee somewhere. Here’s each week’s actual homework.

Week 6 — lock the format

Decide the outcome you’re buying: intimate live-stitch ceremony, all-guests patch coverage, or the hybrid. Confirm date, venue, and window with us; sign the booking. If a custom logo is involved, send vector art this week — digitizing sits on the critical path.

Week 5 — garments and thread

Approve the garment mix (we’ll send options with per-head math: caps, totes, fleece tiers) and the thread menu matched to your palette or brand kit. Sizes matter less than you fear — caps and totes are one-size, which is why they anchor most menus.

Week 4 — paperwork week

Venue COI requests, power confirmation (one 120V/15A circuit per machine), load-in window, and — for convention centers — the exhibitor-services power order, which gets expensive if it slips to show week. We chase all of this; you just connect us to the right coordinator.

Week 3 — the stitched sample

Your digitized logo gets test-sewn on the actual garment and photographed for sign-off. Font kit and layout previews for names/monograms get approved too. Changes are cheap this week and painful later — this is the deadline that protects the event.

Week 2 — final counts

Garments arrive and get counted, steamed, and staged. Final guest estimate locks the signup-card plan or the patch-lane addition. Any bring-your-own-item policy gets decided now so day-of staff aren’t improvising.

Week 1 — run sheet

You get a one-pager: arrival time, contact names, footprint diagram, power location, go-live and last-call times, strike window. Forward it to your venue and stop thinking about us — that’s the point of the six weeks.

Counting backward from your date and already inside four weeks? Send it anyway — we’ll tell you honestly what’s still possible.