Proof & Engraving Policy

How Does the Proof Process Work?

• Once an order is placed, it is assigned to an artist for a 1-on-1 relationship, allowing immediate responses and edits.
• Fastest way to get a proof - risk-free: Immediate refund at any point, no questions asked.
• Production time: Typically within 0-24 hours after art approval on most orders.

Can I See a Proof Before Placing an Order?

• Yes, but note: This is the slowest way to get a proof, potentially taking up to 72 hours.
• Why the delay? We prioritize in-house orders first, and the timeframe depends on workload.
• Proof details: We’ll provide one proof showing scale, font style, and setup. Changes can be made after placing the order.
• Request a proof: Email requests to Proofs@samedayawards.com.

What Items Get a Proof?

• Automatically receive proofs for items such as Glass, Art Glass, Acrylic, Plaques, Crystal, Custom Medals, Outdoor Signs, Perpetual Awards, Vince Fantasy Footballs, Clocks, Pen Sets, Gavels, Custom Gifts, and Drinkware.
• Items that do not receive proofs (unless requested):
  • Medal orders under 24 pieces
  • Sport or activity trophy orders under 24 pieces
• Proofs are sent for trophy or medal orders over 24 pieces or for order subtotals over $75.

When Will I Get My Proof?

• Standard proof timing: Orders proofed within 24 hours (M-F). Orders requiring more than one week for delivery or more than 25 pieces may take up to 48 hours.
• Weekend orders: Orders placed after Friday at 2 PM EST or on weekends are proofed by the following Monday or Tuesday.
• Same Day Rush Service: Proofs provided within 1-2 hours (approval required by 3 PM EST for same-day shipping). If no customer response, artists may proceed after dual review to ensure engraving accuracy. Note: Crystal, Glass, Acrylics, Plaques, Drinkware, and Custom Gifts will not be returnable if shipped without customer approval. Artists will attempt contact by both email and phone before proceeding.

Proof Approval

• Customer responsibility: Customers should thoroughly check proofs for typographical errors. While our artists strive for accuracy, they manage hundreds of proofs daily under time constraints.
• Production timing: Begins immediately after proof approval. Delays in approval can delay production.
• Post-approval responsibility: Once approved, items proceed to production that day. Any errors approved by the customer are their responsibility. Replacement orders can be made at the wholesale product price.

Engraving Details

• Acrylic, Glass, and Crystal items: Engraving is applied on the back to provide depth, unless the piece is greater than 1 inch thick.
• Art Glass items: Engraving is done on a plate attached to the base, rather than directly on the piece.
• Engraving fees: Initial engraving is free on all items, except for medals, which have an engraving charge per medal. Perpetual plates are charged for engraving after the first order.

Same Day Policy

How to Choose the Right Service

• Shipping Location: All same-day orders are shipped from our CT warehouse. Consider this when selecting a shipping method at checkout.
• Same Day Section: Items listed in our Same Day Section are available for same-day shipping. Items outside this category may have a 1-2 day production delay. Same Day items are recommended for rush orders.
• Orders Over 24+ Corporate Pieces: Proofs for these orders may take 1-3 days based on factory capacity, followed by 1-2 days in production. Plan accordingly.
• Need it Today? For urgent orders, we have a large inventory of awards ready to ship fully engraved the same day.
• Business Days Only: Orders are processed Monday through Friday. Orders placed after 2 PM EST on Friday or over the weekend are processed on Monday.

For additional details, please see the Same Day Service Agreement below.

Same Day Service Agreement

Applies Monday through Friday (Not Valid on Weekends)

• Priority Processing: Same Day Service orders receive immediate attention. If we accept your order, it will ship the same day!
• No Coupon Codes: Coupon codes cannot be applied to Same Day Rush Service orders. Quantity discounts apply as noted on item pages.

Corporate Same Day Orders (Plaques, Acrylics, Crystal, Art Glass)

• 25+ Pieces: Submit by 8 AM EST; production time depends on order details.
• 10-25 Pieces: Submit by 9:30 AM EST.
• 5-9 Pieces: Submit by 10:30 AM EST.
• 1-5 Pieces: Submit by 12 PM EST.

Important: Orders placed after these cut-off times are not guaranteed for same-day service unless you contact our team directly by phone or email. Small orders placed after the cut-off may still be accepted based on production volume.

Seasonal High Volume: Order volume is typically highest from May 1 - July 3 and October 1 - December 1. Same Day cut-off times may be impacted during these periods.

Note: Large trophy and medal orders are assessed on a case-by-case basis and may not adhere to the above cut-off times.

For Assistance: 1-866-588-3605

What to Expect with Same Day Service

• Artist Assignment: After placing an order, it is assigned to an artist who will contact you via the email provided at checkout with a proof for your review.
• Logo Requirements: High-resolution logo files (300dpi+ preferred) are recommended. Accepted formats include PNG, PDF, JPG, and sometimes EPS. For text engraving, please provide word lists separately from logos.
• Proof Turnaround: Proofs for rush orders are typically provided within 90 minutes during business hours (M-F).
• Approval Deadline: Proofs must be approved by 3 PM EST for same-day shipping, unless otherwise specified by your artist.

Same Day Delivery Guarantee

To guarantee same-day delivery, please select one of the express shipping options below:

• UPS Next Day
• UPS 2nd Day
• UPS 3 Day Select

These services are guaranteed by the shipper to arrive on time. UPS does not count weekends in transit days; Saturday delivery is available in select locations for an additional fee through your artist.

Please Note: If a package does not arrive on time but was shipped correctly, a claim must be filed with the shipper. Same Day Awards is not responsible for delays due to extreme weather or natural events affecting transit.

Same Day Contract Terms

The Same Day contract becomes invalid if you select:

• UPS Ground Service
• Flat or Free Shipping Service

Same Day Awards Guarantee: We guarantee timely shipment for awards as long as proofs are approved within the necessary timeframe. However, selecting non-express shipping methods may result in delayed arrival, for which Same Day Awards is not responsible.

Shipping Policy

Choosing the Right Shipping Method

• Order Processing Time: 95% of orders ship within 2 business days of placing the order. Orders requiring proofs may take an additional day.
• Proof Timing: Most proofs are provided within 0-24 hours, or up to 48 hours for orders over 24 pieces.
• Production Days: Weekends are not counted as production days.
• Shipping Origin: We ship from Connecticut.
• Delivery Issues: If there’s an issue with UPS or USPS delivery, please contact your local UPS or USPS branch using the tracking information provided. Due to shipping volume, Same Day Awards cannot track packages once they leave our facility.

Flat Rate Shipping

• Cost: $11.99 to the lower 48 states.
• Shipping Speed: This method ships the most economical way and is designed for customers with flexible timelines.
• Deadline Caution: Do not select Flat Rate Shipping for hard deadlines. If this method will not meet your stated due date, we will attempt to contact you. If we cannot reach you, we will ship using the selected method. Customers are responsible for choosing an appropriate shipping option based on their deadlines.

Free Shipping

• Eligibility: Orders totaling $95 or more qualify for free shipping to the lower 48 states.
• Shipping Speed: This slower method can take 3-8 days depending on location (we ship from Connecticut).
• Deadline Caution: If Free Shipping will not meet your stated due date, we will attempt to contact you. If we cannot reach you, we will ship using the selected method. Customers are responsible for choosing an appropriate shipping option based on their deadlines.

International Shipping to Canada

• Rates & Invoicing: We will contact you with the best rates and delivery dates. Shipping will be invoiced separately, and international orders will not ship until the shipping invoice is paid.
• For Other International Inquiries: Please contact billing@samedayawards.com for shipping outside the US or Canada or for rate estimates prior to ordering.

UPS Express Services

If you select items from the Same Day Section, you must choose one of the following shipping options to qualify for our Same Day Service Guarantee:

• UPS Next Day Air: Guaranteed delivery by 10:30 AM or 12:00 PM for most businesses.
• UPS 2-Day Air: Two business days for delivery to all continental U.S. addresses by the end of the day.
• UPS 3-Day Select: Three business days for packages within the contiguous 48 United States.

Weather & Delays: Same Day Awards LLC is not responsible for delays due to weather or other uncontrollable events impacting UPS Air Services. Refunds are available for the shipping portion only if the guaranteed method was chosen and paid for. We guarantee that orders will ship on the agreed-upon date, but ultimate responsibility lies with the purchaser.

UPS Ground Services

• Delivery Time: Estimated delivery within 1-5 business days. Please refer to the UPS shipping calculator for specific estimates to your zip code (we ship from zip code 06074).
• Seasonal Caution: During storm seasons, UPS delivery may be less reliable. Please select a shipping method that accommodates potential delays.

Shipping Exceptions

• UPS Delays: Same Day Awards LLC is not responsible for delays affecting UPS services (Next Day Air, 2-Day Air, 3-Day Select, or Ground) and cannot offer refunds if UPS fails to deliver on time. Shipping refunds apply only if the guaranteed chosen method was paid for.
• Tracking: We provide tracking information for all orders, but customers are responsible for tracking their packages and contacting the carrier if issues arise.
• Replacement for Damaged or Incorrect Orders: Same Day Awards will replace items damaged during shipping, typographical errors (not applicable to approved proofs), or incorrect products with the same shipping service originally chosen. We recommend allowing extra time for orders to prevent last-minute issues.

Guidelines for Shipping Damaged Items or Errors

• Immediate Inspection: Open packages upon arrival. Report any damage within 48 hours to qualify for replacements. Damaged items reported within this period will be replaced with the same shipping method as the original order.
• Rush Upgrades: For rush replacements, 50% of expedited shipping fees will be covered by the customer, with the remaining 50% covered by Same Day Awards.
• Late Reporting: Damage reported after the 48-hour window is not eligible for free replacement. Customers will be responsible for the total replacement cost and shipping.

Shipping Services for Company Accounts

• Customer Shipper Accounts: If your company uses its own shipping account, a 15% handling fee will apply for packaging and documentation.