How to Order Promotional Items

Here are step-by-step instructions for how to order approved promotional Purdue items, with links providing access to a list of approved vendors and the Purdue Art Sheet:
  • Step 1: Determine estimated total cost of order and follow the guidelines as follows:

    · $0 - $4,999 – receive verbal quotes from at least 2 of the approved Internal Licensees from our internal vendor list (PDF). Proceed to Step 2 with the vendor chosen from these quotes.

    · $5,000 - $9,999 – receive written quotes from at least 2 of the approved Internal Licensees from our internal vendor list (PDF). Proceed to Step 2 with the vendor chosen from these quotes.

    · Over $10,000 – Refer to Procurement instructions for purchases over $10,000 found here

  • Step 2: Work with the licensee to finalize the product, develop a design and determine proper logo use. All licensees have access to the Purdue Art Sheet (PDF), which shows logos available for use on promotional items.

  • Step 3a: Purchase Approval: The preferred purchasing method is to enter the quote in Purdue’s eProcurement system, currently Ariba, as a non-catalog order (PDF). In the event the vendor is not found in Ariba, payment via p-card or direct payment of the invoice is allowable. The Procurement department will only approve requisitions from approved internal licensees.

  • Step 3b: Artwork Approval: Once you have a satisfactory quote from the licensee, you may approve the licensee to design the product. After you approve the artwork, the licensee will work on your behalf to secure final approval through Purdue's online licensing portal. Once approved, the licensee will fulfill the product and/or merchandise orders.

Note: The Business Office for Student Organizations will only approve requisitions from approved licensees. If your preferred vendor is not included on the licensee list, the vendor may apply for an Internal License. Please keep in mind however, Trademarks and Licensing has the sole ownership of granting Internal Licensees. Questions regarding licensees should be emailed to Purdue Trademarks and Licensing.