CHECK LIST

Graystone Graphics Order Form Checklist

Use this checklist to help you through the ordering process. A correctly completed Order Form expedites your order! An incomplete or incorrect Order Form can slow down the quickness of your order's delivery, as we will have to contact you for further clarification before any order processing can begin.

Graystone Graphics, Inc. has been printing quality shirts since 1982. We are committed to making your purchase an easy, affordable and positive experience. It is important to us that you receive a quality garment and superior printing. It's what we do.

Why is this important?

Delivery time! We know you want your order back as fast as possible! Delivery time is approximately 20 business days from the time we receive your completed order, until the time it leaves our facility. (Then allow up to 4 days for shipping via Federal Express.)

What Constitutes A 'Completed Order'?

A completed order consists of an order form that is not missing any pertinent information, receipt of all student signatures or typeset names, a typed list of any personalization along with shirt and size information, payment or payment information, and any art approval that is necessary. For instance, if you request an email art proof before production, or if you have a custom design, which always requires art approval, these things must happen before your order processing can begin.

Why Is This Checklist So Long?

Because we have tried to answer every possible question that you might have about filling out our Order Form. And, because when it is 11 P.M. and you are trying to finish your order and you can't pick up the phone and call us because we are not open, you can simply find the answer, right here, right now.

How Do I Use This Checklist?

The best way is to go through the checklist and make sure that you have understood and completed each item. If you're pretty sure you have it figured out, and only need to double check one or two things, we've tried to make clear categories so that you can quickly browse through and find what you are looking for. If you have any suggestions on how we can make ordering easier for you, we would love to hear from you! Drop us an email with your ideas at info@graystonegraphics.com.

This checklist starts at the beginning of the Graystone Graphics Order Form and goes step-by-step so that it is easy for you to follow along. So here we go...

1. Billing and Shipping

• Make sure that a street address is listed for shipping. FedEx does not deliver to P.O. Boxes.
• In the event we need to get in touch with you regarding this order, provide us with the contact person's name (this is the person making the final decisions on your order), phone number and email address. To help us expedite your order, be sure you provide the quickest and easiest way for contact.
• E-mail address must be provided if we are supplying e-mail art proofs. Add us to your address book so that you can receive emails from us, info@graystonegraphics.com Rest assured, we only use your email address to help us serve you better. We never sell or share our contact information.

2. Payment Method

• You must select a payment method. Remember, to receive Free Shipping, full payment must accompany the order. Full payment can be in the form of a school check, money order, or valid credit card. If a purchase order has been issued, 6.5% for shipping costs must be included in the total amount of the P. O. (purchase order).

3. Design Information

• Class of: Indicate the class year you want on your shirt. We also accept orders for class years other than the current senior year.
• School name (as you want it to appear in the design): Write down specifically how you want the school name to appear on your design(s). Many schools vary the design name versus the school name that is listed in the Billing & Shipping information. Whatever you put on this line, is what we will place on your garments. If you do not fill this in we will either contact you, which could delay your order, or we will use whatever is written on the first line of your order form under Billing & Shipping as the School Name at our discretion.
• Mascot #: Our most commonly used mascots can be viewed on our website or, if you have a copy of our catalog, open it to the center pages where you will find two full pages of our mascots. Each mascot has a number. Place the number for your mascot on the line next to Mascot #. We have even more mascots you can choose from online, under Supplemental Mascots. These are identified beneath the mascot as the mascot name followed by a letter. If you choose one of these supplemental mascots, be sure to write in the corresponding mascot name and letter as you see it beneath your mascot of choice.
  Note: Although the supplemental mascots are shown in color, your mascot will be printed in the same ink color combination as your design imprint.
• Mascot name: We need the name of your mascot here, such as Wolves, Bulldogs, Fighting Irishmen, etc. Please be careful to verify that the mascot you have selected above, matches your named mascot. If you are supplying your own mascot, check the “Copy enclosed” box. If you do not want a mascot on your design or the design you have chosen does not require a mascot, check the “No mascot needed” box.
• Ink Colors: Most of our designs are best suited for two-ink colors. You may choose your school colors, your class colors, or whatever two colors you would like from our Ink Color choices. View our Ink Colors at www.graystonegraphics.com/inkcolors.php or refer to page 27 in our catalog. If you are ordering a Signature Design on dark-colored garments one of your Ink Colors has to be white in order for the signatures to readable. Be specific about the ink colors especially when ordering blue, green and gold as we have more than one shade. For instance, if you write down Blue and Gold, which Blue do you want us to use? Royal Blue, Navy Blue, Columbia Blue, or Peacock Blue? Did you check the Gold? We offer Gold, but in addition we also offer Old Gold and Lemon Yellow. Make sure you are ordering the exact color you want! Also, if your school colors are Royal Blue and White, and you want just Royal Blue on a white shirt, write “Royal Blue Only” on your Order Form.
• Indicate the number of signatures or typeset names included: This is the number of signatures or typeset names that you are actually sending in. Why bother counting these? Well, if you state that there are 100 names and we only received 75 names, it alerts us to call you to see if you forgot to enclose a signature page. It helps you too! If you know you have 200 in your graduating class and you count the signatures and see that you only have 177 signatures, you will know that 23 people did not sign the Signature Sheets. And you could, potentially, have 23 upset people when the order arrives. We must state here that Graystone Graphics cannot and will not be responsible for names that are not submitted with your order. Also, signatures or typeset names cannot be added to garments after the garments are printed. So, let's work together to make sure everyone gets included!
• Print Locations is the next area of the Order Form. It is divided into five categories: Front & Back Designs, Sleeve Designs, Other Print Locations, Pant Designs and Short Designs. Choose the location for a design by referencing the Print Locations diagram on page IV of the Order Form inserted in our catalog or see Print Locations for more information on-line. There are 24 different print locations; each one of them has a corresponding number. That number tells us where you want us to print the design. So, each design on your garment needs it's own print location. We've broken it down into five categories to make it easy for you to be sure you place your design in the correct area. If you are unsure what the print location number is referring to, it is described under the Print Locations diagram. Also, keep in mind that Zip Hoodies, Cadet Jackets and Polos cannot be imprinted with Full-size Signature or Attitude Designs on the front, because of the zippers and/or buttons. However, full-size designs can be placed on the back of such garments.

Special Instructions to Graystone Graphics

• Use this section to address such things as text changes. For example: you want to change a design that has a mascot name to, instead, say “Seniors”, or you want your mascot to be just in one color instead of two. Write these kinds of details in this area. This section is also used to address custom artwork requests or, anything else you may want to bring to our attention.
• Rush Authorization Number: After we receive your completed order, it takes 20 business days to produce a quality product for you! But, if you need a rush order, please contact us. If we can accommodate you, we will issue you a “rush authorization number” and that will pre-book you into our production schedule. You must call ahead and you must place this number on your Order Form in this area. Note about Rush Orders: We will try to work with you on Rush Orders! Unfortunately, it is not always possible for us to accommodate rush orders between Thanksgiving and Christmas due to the high volume of orders at that time. Thank you for your understanding and patience.

Garment Ordering

For each garment style and color use a separate line to order.
And be sure you have read Things You Need To Know Before You Order because it's important stuff about minimums and ordering shirt colors.

• Item #: Every piece of apparel has an item number. For instance, our Basic Heavyweight T-Shirt is Item # BT2, and our Unisex Fashion Tee is Item # FT5. This is the number we are looking for from you. On our website, whenever you click on a particular garment, you will find this Item # listed first thing. If you are looking at our catalog and you are on the apparel pages, you will find it listed just below the garment name, i.e. Unisex Fashion Tee, Item #FT5. Or, if you are look at the Order Form, on page IV, under Pricing, there is a complete list of all Item #'s.
• Item Description: This is the garment name, such as Longsleeve Thermal Tee, or Premium Pullover Hoodie, or Fleece Cadet Jacket, or whatever you are purchasing.
• Item Color: List the color of the garment you are purchasing. Be sure and check the Apparel Styles, Color & Sizes chart on page 27 of our catalog to make sure the garment you want is available in the color you want. Or, visit the apparel section to view your favorite garment styles. Go to the Learn More information by following the link located just above the product photo. In order to offer such a large selection of garments, we buy from many manufacturers and they often don't offer the same colors choices. Please be sure to check the chart!
• Shirt Sizes: Use the squares beneath SM through XXXL to place your needed quantities for each size. Occasionally, some individuals need a larger size than XXXL. Call us, we may be able to accommodate your needs. We can get 4XL and 5XL garments in a limited selection of sizes, colors and styles. These sizes always cost us more, so we will let you know your extra cost when you call in to inquire at 1-800-451-1611. Oops! Just realized that our Order Form, which is already in all of this year's catalogs, does not have a place to order XSMALL garments! In addition, we see that XSMALL is not listed as an option on the chart on page 27 of the catalog either under Apparel Styles, Color & Sizes! But, this year, with the addition of our very wonderful and soft Unisex Thermal Tees, we have our first opportunity to offer an XSMALL. Note this size is not available in any other garment. So, what to do when ordering XSMALL Longsleeve Thermal Tees? Try to divide the box for ordering SMALL Shirts in half, and place any orders for XSMALL in the left half of the box, and any order for SMALL in the right half of the box, for instance, 2/4, meaning 2 XSMALL and 4 SMALL. Try as we may, not to have any mistakes in our catalog, we always have a few, so please bear with us. You might wonder what are the numbers underneath the size, for instance, MED (38-40)? That's a very general rule-of-thumb sizing equivalent, just to give you some idea of what size a Medium really is. But this year we do a lot better than that! We have contacted each manufacturer for their exact sizing specifications for each garment, and if they made it available to us, we have passed it along to you by placing it on our website. How do you find it? Go to the apparel item you are interested in and look for the Sizing Chart (to the right of the photo). It will show you the exact specifications available for that particular garment. It's our way of helping you get just the right fit!
• Base Price: This is the price of your garment, which includes one imprint (unless otherwise noted). Pricing is listed on page IV of the Order Form, or on our website, in the Apparel Section when you click on the garment style of your choice. Please note that in most cases White/Ash Colored Shirts are a different price than other Colored Shirts.
• 2nd Print, 3rd Print, 4th Print: One imprint is included in the price of your garment. For each additional imprint on the same garment, you need to add $3.00 to your garment price. Add these charges here.
• PERS/Personalization: You can have your garment personalized for just $4.00. If you are having your garments personalized, add $4.00 here.
• Your Personalization list, including each name, garment to be printed on, garment color, and garment size, per the example on page VI of the Order Form, must be typed or preferably e-mailed. Please double check for the spelling, punctuation and accuracy. Graystone is not responsible for names submitted inaccurately. Please keep a copy for your records.
• Choose one font per order and one location per each garment style, list your choices at the top of page VI of the Order Form.
• Sub Total: Add together the amounts you have placed in Base Price, plus 2nd Print, 3rd Print, 4th Print and PERS/Personalization to find out the total cost of one shirt with all the designs and imprints you have chosen. Put this amount in the Sub Total box.
• # Of Items: Add the total of all the garments of this same style, XSMALL through XXXL, that you are ordering. (It is the total garments just from this line.) Please double-check your addition, since there is often last minute changes to an order and these changes need to be reflected here in the quantity of items ordered.
• Total Due (per line): This is the $ amount due when you multiply the cost of each garment (from the Sub Total box) times (X) the quantity you are purchasing (from the # of Items box). So, Sub Total x # Of Items + Total Due. Do this for each line.
• XXL & XXXL Charge Total # ____ x $2.00 = : Add up all of the XXL and XXXL garments on your entire order and multiply that number by $2.00 and enter it in the box.
• Small Order Deal For 12-23 shirts add $2.50 per shirt: We wanted it to be possible for even small groups to be able to place an order, so we figured if we added $2.50 to each shirt price we could still set-up and do such a small quantity of 12-23. So if your order falls in this quantity range, take the number of shirts you are ordering times (x) $2.50 and place it in the box to be added into your final total. Another instance where a Small Order Charge is applicable would be, for instance, if you are ordering 24 black t-shirts and 14 white hooded sweatshirts, you must add the small order charge of $2.50 per shirt to the sweatshirts.
• Missouri Schools Add 7.225% Sales Tax Or Send Us Your Tax Exempt Letter: Our printing facility is located in Missouri, so we have to charge sales tax to Missouri Schools. But since most schools are tax-exempt, your school billing office should have a Tax-Exempt Letter to send us. We must keep a copy of that letter permanently on file in our office in order not to charge you sales tax. If you are a Missouri School and do not have a tax-exemption, you must add 7.225% Sales Tax to your order. To do this add all of the amounts thus far placed in the column Total Due (per line) and then multiply that times (x) 7.225% = the amount of tax due.
• Shipping/Handling Add 6.5% on purchase orders only: If your method of payment is with a Purchase Order, please add 6.5% shipping and handling charges. To do this, add all of the amounts thus far placed in the column Total Due (per line), except sales tax, and then multiply that times (x) 6.5% = the amount of shipping/handling due.
• Total Amount Due: Add all of the totals you have placed in the Total Due (per line) column. This number is your Total Amount Due for your order. Thank you for ordering with Graystone Graphics!
• FREEBEEZ!,
• If you order 72 or more shirts, you will receive 6 Free T-Shirts (SMALL - XL) and 6 Free Wristbands!
• If you order 36-71 shirts you will receive 1 Free T-Shirt and 1 Free Wristband!
• If your order is for 72 or more, the Sponsor receives a free unprinted Deluxe Cooler Lunch Bag!
• To make sure you get all of your Free Items, complete the Freebeez section of the Order Form. Be sure to fill-in the shirt sizes (SMALL - XL) you need, otherwise we will select sizes for you at our discretion.
• The Free T-Shirts will be the same as the design(s) you are already ordering. So, you get more of the same for Free! Free shirts are printed on our heavyweight t-shirt item #BT2 only and does not include any other garment style.
• Winter Break/Spring Break or Last Day for Seniors whichever might effect your delivery date: You probably wonder why we want to know this. Well, we don't want to send your order off to your school if your school will be closed for a holiday such as Christmas, or Spring Break. We have had past instances when our shipment arrived but the school was closed for a holiday. Our shipment was accepted by a security person or janitor, who inadvertently placed it in a closet somewhere and the order was not found for weeks! Since we ship nationwide to schools everywhere and every school district has different closing dates, if we know when your school is closed, we will try not to send it then. So, just give us dates of any major school closing that is say, 6 weeks from the date of your order. Also, if you are ordering near the end of your school year, you must give your Last Day for Seniors, so that we can align our print schedule to accommodate your needed delivery date.
• Class Sponsor Signature: We have to have this! Thanks!

Mailing Address

• Graystone Graphics
  1052 Kathryn St.
  Nixa, Missouri 65714

What's In Your Envelope?

Ready to seal it up and send it off? Check for these things:

• Completed Order Form (Did you double-check and verify all your numbers?)
• Did you provide us with a street address for delivery (no P.O. Box)?
• Is the order signed by the Sponsor?
• Is payment enclosed? If not, did you either include credit card information, or provide a signed Purchase Order?
• Did you include any special artwork, mascots, or instructions needed for us to complete your order?
• If you are ordering Personalization, did you email us your Personalization List, or enclose your typed Personalization List? Did you check for spelling, punctuation and accuracy of all names?
• Are all of your original Signature Sheets enclosed?

Here are some important notes about the Signature Sheets:
• We need the actual, original Signature Sheets. We absolutely cannot work from faxes or copies.
• Keep a copy of the signature sheets and order form for your records.
• We strive hard to review for inappropriateness but the person submitting the order is ultimately responsible for this area. We will call the school if a signature is what we deem as doubtful, so it is helpful if you have your copy of the signatures available. It is a dubious task for us to keep up with the latest in high school lingo, so we do not guarantee that we will be able to catch inappropriate signatures, comments, or images.
• Count your signatures, is someone missing? This happens a lot during the school year. Students were in the hospital, on vacation, foreign exchange program, etc. Please check your count against the high school roster.
• Please number your typeset or signature sheets, you know how many pages you sent, we know how many pages we received, we know these must match up in order for us to have a successful order.

Can't I Just Fax You This Stuff?

• You can fax the order form. You just can't fax Signature Sheets, Typeset Names Lists, or Personalization Lists. Those have to be mailed, because faxes just don't give us a clear enough copy from which to produce a great looking garment with no mistakes. And that's ultimately what we are going for here.
• And, remember, we can't start on your order until we have every part of it, that includes complete order form, signature sheets, personalization lists, whatever... depending on what you are ordering.
• Reorders, however, can be faxed, since we already have everything we need on file.
  Our fax number is: 1-417-725-9652

Still Got A Question?

• Give us a call toll free 1-800-451-1611, our customer service representatives will be happy to help you!
• Our business hours are 7:30 AM - 5:30 PM Central Standard Time, Monday through Friday. Or, you can always email us a question at info@graystonegraphics.com. We try to answer our emails by the next business day.

If you have any questions, call toll free at 1-800-451-1611.
Our Customer Service Representatives are happy to help you!

BUSINESS HOURS
7:30 AM - 5:30 PM  Central Standard Time  Monday-Friday
Phone: 1-800-451-1611 • Fax: 1-417-725-9652
1052 Kathryn Street  Nixa, Mo. 65714

©Copyright Graystone Graphics 1982-2007, All Rights Reserved