Q4 merch planning — the calendar that actually works
Week-by-week Q4 planning guide for Spain brand and HR teams ordering year-end merch — when to brief, when to approve, and when capacity in Madrid runs out.
Why Q4 fails for most teams
Year-end merch fails for one reason: teams brief in late October for a December delivery. By that point, Madrid production capacity is fully allocated, premium-fabric stock is depleted, and rush surcharges add 25–40% to the line item. The teams who deliver on time and on budget brief in September — not because they are organised, but because they treat Q4 like a project, not a request.
The mechanical reality: artwork → strike-off → bulk production → QC → Madrid dispatch → SEUR / MRW / DHL Express España → recipient. That is 28–42 working days end-to-end on a standard timeline, with no holiday buffer.
The week-by-week calendar
W36 (early Sept): brief and brand guidelines locked. W37–38: supplier shortlist, quote sign-off, MOQ confirmed. W39: artwork files delivered, strike-off ordered. W40–41: strike-off review and approval. W42–45: bulk production. W46: QC and bulk arrival at Madrid warehouse. W47–48: dispatch via SEUR / MRW / DHL Express España — multi-address or HQ. W49: all parcels delivered across Spain.
Slip any single week and December delivery becomes a coin-flip. Slip two weeks and rush surcharges kick in. Slip three and you ship in January.
Spain-specific cut-offs and IVA 21%
Spain courier networks slow markedly in the last 10 days of December. SEUR / MRW / DHL Express España typically guarantees pre-Christmas delivery only on parcels collected by mid-December — confirm cut-offs with your account manager every year. IVA 21% is invoiced through FACe / SII under AEAT (Agencia Tributaria) in the month of dispatch (not order placement) — important for budget-period closing if you need the expense in the current fiscal year. We can split-invoice across two months if helpful.
FAQ
When is the latest I can brief for December?
Week 38 for a standard timeline; week 41 with rush surcharges.
Can you store inventory for staggered drops?
Yes — bonded warehouse storage at Madrid with FIFO dispatch.
How many strike-offs in Q4?
One per SKU/colour combination, ordered no later than week 39.
What's the rush surcharge?
15–35% depending on category and remaining production capacity.
Can I pre-book capacity?
Yes — a non-refundable 20% deposit holds the production slot from June.