If you're sending gifts in bulk to an event, a conference, or an office, you can now manage the whole thing yourself on the platform. Add your gifts, see an estimate of how long fulfillment and shipping will take, upload any labels the venue needs, and follow every parcel from one place. This guide walks you through it.
The Bulk Order option is visible only when physical enterprise gifts are added to the cart. This option does not appear if the cart contains digital gifts, cause gifts, or Marketplace gifts. The feature is accessible exclusively to Admins.
Adding Gifts to the Cart for a Bulk Order
Add physical custom gifts to the cart and proceed to checkout.
Select the a bulk order for an event option.
For bulk sends, the recipient will receive all the selected items, there is no option for recipient choice.
If the cart contains gifts with sizes, you can specify the quantity of each size.
You can choose not to send specific variants as well. For example, you can set the quantity for Sweatpants sizes S and M to 0 while assigning quantities to sizes XS and L.
Stock Allocation and Budget Checks
The platform checks if the sender has sufficient stock allocated for the bulk order. Senders cannot send more items than their team's allocated stock for bulk sends. If they attempt to do so, a warning will be displayed. See also: Stock Allocation
For example, this user has 20 Sweatpants allocated to their team. Below when trying to send 24 (21+1+1+1) sweatpants, the platform shows a warning.
The platform also checks if the sender has sufficient budget allocated to them. Senders cannot send items exceeding their allocated budget for bulk sends. If they attempt to do so, a warning will be displayed. See also: Budget Limits, Tracking Budgets
Select sending method & complete recipient details
After adding quantity, proceed to select your sending method.
Then fill in any applicable remaining fields.
The recipient details section clearly indicates the warehouse from which the gifts will be shipped.
Uploading Event Documents
You can attach PDF documents to your order at checkout, such as an event booth label. We pass these to the warehouse automatically, so you don't need to email them separately.
After you place the order, your uploaded documents stay with it. You can find them again in Gift History and in your order view.
Understanding the fulfillment & shipping timeline
At checkout you'll see an estimated breakdown of the the warehouse and shipping dates before you confirm, so you know the realistic timeline without having to ask first. This is the time the warehouse needs to pick, pack, and dispatch your order: three business days as standard, or five business days if your order needs special handling, such as custom labeling or packing instructions.
The SLA is measured in business days in the warehouse's local time, and it doesn't count weekends or public holidays. It covers fulfillment, not end-to-end delivery. The carrier's shipping time comes on top once your order has been dispatched. The timeline is based on the warehouse you're shipping from, and the country selected as the shipping destination.
You must click the checkbox to confirm you're happy with the estimated window in order to submit your bulk order.
Confirming your order
Review the cost center details and click Confirm order when you're ready to submit.
You will see a confirmation page.
Tracking Bulk Orders
Open Gift History to see the full picture of your event order: the estimated delivery window, any documents you uploaded, and all of its tracking numbers.
Bulk orders often ship in more than one box, so a single order can carry several tracking numbers, one for each parcel. They all appear in Gift History, in your admin order view, and in your CSV reports. As parcels make their way to the venue, you may get more than one tracking email for the same order.
Both recipients and senders will receive email notifications at key milestones in the gift's journey, or if there are any delivery issues requiring attention. Milestones that trigger a notification include:
Delivery issues/exceptions
Gift is out for delivery
Gift is available at pickup
Delivered
Events Requiring Special Handling
If your event has a time-sensitive delivery window, reach out to your &Open contact for support and guidance on next steps.
Questions and answers
Why don't I see the bulk order option?
Bulk event gifting is available to Admins, and only for physical Enterprise gifts. If your cart contains digital gifts, cause gifts, or Marketplace gifts, or if you're not an admin, the option won't appear.
Can I choose the delivery date?
The platform shows you an estimated delivery timeframe rather than letting you pick a specific date. Weekends, public holidays, and warehouse time zones all affect when an order can ship, so a window gives you a more reliable estimate of when your gifts will arrive.
Can I get an estimated delivery window for an international event?
Estimated delivery windows cover domestic shipments only: US-to-US and EU-to-EU. Customs clearance on cross-border orders can cause delays we can't guarantee around. For a cross-border event, talk to your &Open contact.
What does the fulfillment SLA at checkout mean?
It's how long the warehouse needs to get your order packed and dispatched: three business days as standard, or five if your order needs special handling. It isn't the full delivery time. The carrier's shipping time comes after your order leaves the warehouse.
What kind of documents can I upload?
PDF files, such as shipping labels and event booth labels. We send them to the warehouse with your order automatically.
Can I cancel a bulk order after I've placed it?
Once an order is with the warehouse it's difficult to cancel, especially if it has already departed. If you need to make a change, contact your &Open contact as soon as you can.
Can I return leftover items after an event?
Returns for event shipments are not supported.