Race Merchandise Project Brief & RFQ Template
Use this race merchandise project brief and RFQ template to organize dates, roles, products, quantities, artwork approvals, packing needs and open decisions.
A useful race merchandise project brief gives a supplier enough information to understand the event, required-in-hand date, people or roles being supplied, product and quantity assumptions, artwork approvals, packing needs, and delivery handover. Unknown details do not need to be guessed. Mark them as To be determined, identify the decision owner where possible, and state when the information is needed.
Use this template before requesting a plan or quotation. It is designed for event agencies, race management companies, and organizers coordinating several merchandise categories for one race project.
How to use this race merchandise brief
Give each field one of four statuses:
For an initial USTAR project review, identify the product categories, estimated quantities, branding requirements, event date, required-in-hand date, and any known destination-market or certification needs. A field may remain To be determined at first contact, but information that affects quotation, sampling, production, packing, or delivery assumptions must be confirmed before the affected step proceeds.
Formal procurement formats commonly separate specifications, quantities, packaging, inspection or acceptance, and delivery requirements. This page adapts that logic into a practical race merchandise brief; it is not a government-contracting form or legal template. See the U.S. Federal Acquisition Regulation structure for one formal example.
The tables below use one fictional project to show the level of detail each field can contain. All names, dates, quantities, locations, and requirements are illustrative. They do not describe a USTAR customer, order, recommendation, or delivery plan. The blank copyable template later on the page is the version to reuse for your own project.
1. Record the event and deadline anchors
The event date and required-in-hand date serve different purposes. The event date is when the race or related activity takes place. The required-in-hand date is when the buyer needs the merchandise available for receiving, internal preparation, or the next planned action.
If you need to build the project schedule in more detail, use the separate guide to event merchandise timeline planning.
2. Build a role × product × quantity matrix
Do not begin with a single total quantity if several groups receive different items. Break the scope down by role or audience, then record the product and quantity assumptions for each group.
This matrix defines who receives what. It does not prescribe a fixed participant, staff, volunteer, or sponsor kit. If a size breakdown is not available, record the current source and status instead of inserting a generic percentage.
3. Add one specification block for each product
Use a separate block for every materially different item. A reference image or preferred product can help explain intent, but it should not replace the written requirements that matter to the quotation or approval route.
An official Philadelphia Marathon apparel RFP, for example, separated material and construction, color, reference product, manufacturing and printing location, additional-order timing, shipping method, fees, and delivery address. Those details were specific to that procurement, but the document shows why an actionable apparel request needs more than a product name and total quantity. See the Philadelphia Marathon clothing and bags scope.
4. Track artwork, Logo, and sponsor approval status
Artwork and sponsor Logo status should identify the file or version, decision owner, and whether written approval is still required. Reserve approved for a file or version that has received the applicable approval; viewing, discussion, or circulation alone does not establish that status.
Sponsor placement rules are event-specific. An official sports sponsorship RFP can assign different Logo rights and placements to different sponsor categories, which is why the brief should record the applicable requirement rather than copy a universal Logo size or position. See the Sports Authority of India sponsorship RFP.
5. Define kitting, labeling, and packing inputs
Where kitting is in scope, identify each set's contents and the applicable labeling or packing instructions. Do not assume that every product for the event belongs in the same set.
Also state whether sponsor inserts, printed instructions, role labels, or separate destination groups are included. For a deeper scope checklist, see event merchandise kitting, labeling and packing.
6. Record delivery and handover requirements
The brief should record the delivery destination or agreed handover route. This page covers delivery preparation and handover inputs; it does not extend to distribution at the event site.
If the final route or address is not confirmed, state the planning assumption. Do not leave the supplier to infer whether the requirement is factory handover, delivery to a freight forwarder, delivery to a warehouse, or another agreed destination.
7. State quality, compliance, and document needs carefully
List known requirements without turning an open compliance question into a product claim.
The applicable requirements can depend on the product, intended use, destination, contract, and governing rules. Mark an unresolved point as Needs review or To be determined; do not describe an item as compliant or certified before the applicable requirement and evidence are confirmed.
8. Keep an open-decision and change log
Quantity, specification, artwork, manufacturing process, packing, address, or shipping-condition changes may require the affected quotation and timing assumptions to be checked again.
Keep the latest approved version identifiable. When a decision changes, record what it replaces instead of silently overwriting the earlier assumption.
Check the brief before you send it
The required-in-hand date is separate from the event date.
Every product row identifies a recipient role or audience.
Quantities, sizes, variations, and personalization are either stated or marked with a status.
Artwork and sponsor decisions name the relevant file or version and decision owner.
Kitting, labeling, packing, and handover needs are not hidden in general notes.
Known compliance or document requirements are listed without unsupported certification claims.
Open decisions have an owner and needed-by point where possible.
Changes that may affect quotation or timing are visible.
Send the brief and discuss the next step
Use the Race Hub form to share a short project summary, including the event, location, estimated quantity, key product categories, required-in-hand date, and main open decisions.
The current form is a lightweight inquiry route and does not include a file-upload field. If you already have a detailed brief, product list, or artwork, email it to jack@ustarevents.com.
References
U.S. Federal Acquisition Regulation. 15.204-2 Part I—The Schedule.
U.S. Federal Acquisition Regulation. 8.405-2 Ordering procedures for services requiring a statement of work.
Philadelphia Marathon. 2022 Clothing and Bags RFP — Schedule I.
Sports Authority of India. RFP for Engagement of Sponsorship.
Yokohama Marathon 2026. Procurement information.
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