How do I use my Shops Planning Doc?

How do I use my Shops Planning Doc?


Running a successful shop is about more than just creating fun shirts and cool merch! To maximize the potential of your fundraiser, you’ll want to have a plan for marketing, strategy to fundraise goals, product selection, and other important components.

Once our ecommerce team has accepted your shop request for your event, we’ll email you an invitation to edit what’s known as a Compendium Planning Document. This document is where your shop goals, products, and other important information will live while we work with you from concept to launch.

Thankfully, we make it easy for you by breaking all of these pieces down into a few tabs on your Planning Doc. Set yourself up for success by learning about how each tab works!

View our Sample Planning Doc Here or follow along on your copy for your shop!

2.Your Event

The first section we’ll cover is the Your Event tab, where we’ll keep track of all the technical details for your shop. When is your event? Will you want to offer venue pick-up, or even sell merchandise at your venue?

There’s some fairly straightforward information contained here, to start– Event Name, Event Date, and your Expected Attendance are all just asking about the basics of your event. Below, we’ll explain the more nuanced sections.

Venue Pick Up?

Use this section to indicate whether or not you’d like to allow contributors to pick up their orders at your venue. Include the address where we should send these orders when working on venue pick-up fulfillments.

Venue Merch?

Use this section to indicate whether or not you’d like to order merch to be sent to the venue for your team to sell on-site. Remember to still include the address we should deliver these to!
If you decide to go with either of these options for your event, be sure to consider the amount of staffing and resources that would be required. Note, however, that venue options will not be available to shops that are requested less than 3 weeks prior to your target launch date!

Fulfillment Timeline

A fulfillment occurs any time we’re producing customer orders to be shipped out. Because fulfills orders in batches, we’ll need to work with you to figure out a timeline for each batch between your launch and closing dates. Typically, this will be filled in by an ecommerce team member by consulting with you on a call!

To give you an idea of what this might look like, for shops with a shorter lifespan (≤ 1 month), we’ll typically do one or two fulfillments – once midway between launch and close, and again once closed. For shops with a longer lifespan (over 1 month), we’ll typically do a fulfillment every 2 weeks until the shop closes. Different arrangements are made for outliers on a case-by-case basis.

Outside Fulfilled

While usually provides production and fulfillment for most shop products directly, we’re also flexible with setting up arrangements for third-party fulfillment of physical or digital goods. The Outside Fulfilled section is where you can denote inventory for any such items — just note that there is a 5% hosting fee associated with third-party fulfillment! 

3.Apparel Pricing and Other Item Pricing

Select your products and build your prices using these two tabs. Here, you’ll find three main sections.

Product and Cost per Unit

The first few columns will provide the type of each product you can add to your shop, as well as its production cost per unit. When viewing the “Other Item Pricing” tab, you’ll find further details about each type of product in this section (such as dimensions for posters).
When viewing the “Apparel Pricing” tab, you’ll find that there are two options for how most apparel products can be printed – Direct-to-Garment (DTG) and Screen Printing.

Apparel Printing

Direct-to-Garment printing has no minimum order requirement; because of this, apparel prices are based on the DTG pricing. 
Screen Printing can be less expensive than DTG depending on how many colors are present in your designs, but has a minimum order requirement of about 45 per design, per fulfillment. This is per design which means that if you have the same design, at the same size, on two separate products (e.g. a shirt and a pullover), then both items will contribute to meeting the order minimum for Screen Printing.
What happens if I reach 45 orders for a design? If your apparel product reaches the 45 order minimum for screen printing, and we see that switching to screen printing will provide savings for your shop, our ecommerce team will automatically make the adjustment from DTG default printing to screen printing.
What if I prefer screen printing? Whether it’s to add special effects to your product like glow-in-the-dark ink or purely out of preference for the style, you may have an apparel product that you would specifically wish to have screen printed, regardless of the actual amount of orders placed. 
This is doable by notifying our ecommerce team and using this section to figure out how your item should be priced – however, keep in mind that if the order minimum isn’t met through contributor purchases, you’ll need to purchase the remaining amount to meet it.

Are there other printing options? Absolutely! We offer sublimation printing for select items, as well as embroidery, imprinting, and a variety of other options. If you’re curious about a printing method for one of your shop’s products, don’t hesitate to ask! We’ll see what we can do for you.


What if my apparel design has multiple prints in multiple locations? Take a look at the Additional Print Location section on the “Apparel Pricing” tab! A “print location” is where you decide to place your artwork on an apparel item. One print location is already factored into the costs you’ll see next to each apparel item. If you’re looking to create a product with multiple print locations, however — such as on the sleeves or back of a hoodie, for example — you’ll want to take a look at this section to see how much additional cost this will add to your product per print location.

Profit and Cost Calculator 

The Profit and Cost section will contain a calculator that allows you to easily figure out the cost of each product. Adjust the Quantity and # of Design Colors section to determine what your Cost Per Unit will be at various order amounts. 
Using that knowledge, you can adjust the Retail Price value to figure out what the selling cost of this product should be. This will calculate the Net (Profit) Per Unit Sold, as well as the Max Contribution %  that is, the maximum amount you can allocate from each sale towards your compendium goals.

Product Information

Here’s where we get into the specifics of each product type. What brand of shirt are you using? What color choices do I have for this hoodie? The type of information you’ll find here is mostly consistent for each item’s section, but there are some important differences between the “Apparel Pricing” and “Other Item Pricing” tabs.

Product information found here includes our recommended brands for each item type. Often, there’ll be an upgraded (for better quality), downgraded (for improved profit), and a middle-of-the-road option noted. You’ll also find any applicable oversize apparel fees, color availability, and any special printing notes.

Other Items
Product Information found here includes info about minimum order quantities for different merch, as well as specifics for shipping timelines and customization options. These vary quite a bit per item in comparison to the products on the “Apparel Pricing” tab, so be sure to pay close attention to differences!

Please note that the options found here are recommendations for quick and easy set-up — these are not the only types of products you’re limited to! If you’re interested in a product that you don’t see on this doc, reach out to our team and we’ll see how to make it happen. Promo Items

An assortment of some items we offer and MORE!

To help shops meet their fundraising efforts, we’ve added a tab with pre-selected branded products offered at a discount. These items can be added to any shop simply by copying the information from this tab for the products desired, and pasting them to the “Products” tab.


Goals are crowdfunded initiatives. They come in many different types and serve a variety of functions, but the primary benefit of having shop goals are that they:

  • Incentivizes and rewards users for contributing to your event
  • Enables growth for events, scenes and communities
To get help on how to come up with goal ideas, check out our Shop Goals article! Once you have goals in mind, use this tab on your planning doc to detail out all of your shop’s goals. Here’s some details on the specifics of what we’re looking to see in each column.


There are two possible options for how you’d like to cost your goal.

  • Capped: a goal with a hard limit, where the goal is considered “cleared” once that amount is reached. To make a capped goal, just enter the amount it should take to clear it in this column.
  • Uncapped: a goal with no limit. This goal collects funds indefinitely until the shop closes. To create an uncapped goal, just type “uncapped” into the Cost column.


There are two possible statuses your goal can be in at launch.

  • Unlocked: a goal that is available as soon as your shop launches. Great choice for goals that need to be cleared as soon as possible.
  • Locked: a goal that is unavailable until another goal is cleared first. This status is a good choice for goals that are less urgent, or that rely on other conditions being met through another goal.

Tip! You can tell us which goal should be cleared to unlock these goals in the Notes column!

Description Text

Describe what happens when this goal is cleared. You can have fun with the writing, or you can just state the facts. Just be sure that it’s clear exactly where the funding will be going, and to ask an ecommerce team member for help if you need assistance with editing your description text.

Tip! When you write your goal descriptions, think from the perspective of a potential contributor. Try to include important info about players, like what region they’re from, what characters they play, or anything they may be known for. If you’re raising funds for a special event, talk about why funding this project is worthwhile to your contributors.

5.Shop Banner

A shop banner is a headlining section in every shop that gives viewers an important first look at what they should expect ahead.

While the the “Shop Banner” tab in your Planning Doc is one of the easiest to fill out, the banner is also the first thing that greets customers when looking at any shop, so it’s important to give this section some consideration!


You can customize the appearance of your shop banner by providing hex values for your chosen background, header text and body text colors in the designated spaces on the tab. 

Store Name

Here is where you can also choose a name for your shop. Common choices include Rewards Shop or Compendium, but you’re welcome to be creative and choose a name that’s tailored more to your event (so long as the choice is appropriate for all audiences!)


Do you have a trailer for your event that you’d like to highlight in your shop? We can do that, as long as the video is uploaded and publicly available on YouTube! If you don’t have a video, you’re still covered — instead of a trailer, your tournament’s profile image will display in the banner by default.


Finally, we’ll get into the content of your banner. You can add a recommended maximum of four short blurbs. These should tell potential contributors about why they should keep scrolling and support your event. Is there any special theme? A goal you’re wanting to highlight? A product you’d like to feature? An ecommerce team member should be able to help edit this section with you if needed.


Well-thought out products are one of many key components to a successful shop.

Before completing the “Products” tab in your planning doc please make sure your designs for your products adhere to our Art Requirements and Guidelines so we can print your merch without any issues.

Vendor vs Fulfilled By

These two columns kind of go hand-in-hand, but have some vital differences. A vendor is anyone who provides a product idea, where a fulfiller is anyone who creates then ships that product.

Here’s an example: an artist designs a series of shirts for your event, that makes the artist the vendor of your product. But, you decide to use’s fulfillment services to print and ship orders for those shirts to contributors. That would make the fulfiller for your product.

Tip! In some cases, both the vendor and fulfiller may be the same!

Product Type

A short and generic description of the category this product falls under. This helps give the ecommerce team a general idea of what sort of product you’re looking to create. Labeling all shirts, hoodies, or hats as, “Clothing,” works perfectly, for example!

Product Attributes

This column should explain the nitty-gritty specifics of what this product is. If it’s an apparel product, this should include the exact brand and ID of the blank being used, as well as the exact color.

Here’s an example: if I want to print a classic logo t-shirt, the attributes of that product would be a Gildan 64000 (brand and ID) in Cardinal Red (color).

Tip! Use the Apparel Pricing tab to help you find this information. If you’d like to create a product that you don’t see on the Apparel Pricing tab, contact an ecommerce team member for suggestions.

For other, non-apparel items, this section should include any other important spec details. For poster, this would be the exact dimensions. For small items like stickers, charms, keychains, or pins, we’d like to see the material the item is made of (Acrylic? Wood?) and an estimate of the size. For digital products, something like the specifics of what would be received from redeeming would work.


This is text that your potential contributors will see when viewing your products! Descriptions can be creative, but should always be transparent about what buyers will be receiving.

Sales Price, Total Product Cost, and Funding Distribution

These three columns work best when considered together. The first two — Sales Price and Total Product Cost — denote the price your product will retail at and how much it costs to produce.

Funding Distribution is where you can let us know if there’s a percentage of any funds you’d like to place on the side from your product sales. A common example you might run into would be wanting to withhold a portion of sales from purchases of products an artist created for your shop, like a shirt or poster.

Tip! These three columns work great in combination with the pricing calculator tools found on the Apparel and Other Item Pricing tabs.

What should I do if my product is being created and fulfilled by a third party? It’s still important to fill out each of these three columns with correct information, even if isn’t fulfilling your products for you! Knowing how much a product costs to produce will help ensure that we’re not over committing funds to your shop goals that might actually need to be used to create your merch.


This final tab is a quick and simple one — and in most cases, you’ll find that you may not even need to touch it. 
If you have a vendor in participating in your shop (say, an artist or creator who is contributing their goods to your event) who you’d like to dedicate a full section of your shop to, you can let the ecommerce team know by filling out a row on this tab.

Mandatory Sections

These columns must be completed in order to add a section for your vendor to your shop.

  • Display Name is the customer-facing title of this section in your shop.
  • Vendor Name (and/or Tag) is the actual name of the vendor or business contributing to this section of the shop.
  • Email is the address we’ll have on file to direct customers to who have questions about your vendor’s merch. (In some cases, we can use our support email for this column if your vendor isn’t sure about having their email attached.)

Optional Sections

These are bits of info that you’re welcome to add to further flesh out your vendor’s details, but that aren’t necessary for the ecommerce team to create the section in your shop.

  • Website link if your vendor has a homepage.
  • Twitter handle if you’d like to add your vendor’s social media.
  • Twitch handle if your vendor has a stream.
  • Location address, if it’s important to your vendor’s products.

7.Any Questions?

Still unsure about any topics covered here — or just have something on your mind about shops? Our ecommerce team is here to help! If your shop request has already been accepted, you can reach out to your ecommerce specialist for assistance via their contact email address at any time. For general or quick questions, TOs can use the support chat (indicated by a blue, circular button on the bottom right-hand corner of your screen) to live chat with a support agent as well.

For other inquiries, send an email to us at, and an ecommerce specialist will get back to you at earliest convenience.

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