Requesting bulk graduation regalia pricing for a government education or training program involves more than sending a supplier an estimated number of graduates.
A useful government graduation Faculty regalia quote request should give the supplier enough information to identify the products, quantities, gown sizes, accessories, customization, shipping requirements and delivery schedule being priced.
Creating a consistent quote package also makes it easier for a purchasing organization to determine whether different suppliers are quoting comparable merchandise.
Build the Requirement Before Asking for a Price
Start with the program’s merchandise requirement rather than beginning with the question, “What is your bulk price?”
Before requesting pricing, establish:
- Which program is conducting the ceremony
- What achievement or completion is being recognized
- How many participants are expected
- How many participants require gowns
- Which gown is appropriate
- Quantity required in each gown size
- Which accessories are required
- Whether customization is needed
- Where merchandise must be delivered
- When merchandise must arrive
Once these details are known, suppliers can price a more clearly defined requirement.
Create a Quote Request Cover Sheet
A simple cover sheet can identify the purchasing organization and summarize the request.
Consider including:
- Organization name
- Department or program
- Quote contact
- Telephone number
- Internal reference or RFQ number when applicable
- Quote due date
- Required merchandise arrival date
- Delivery city, state and ZIP code
A formal solicitation may require additional information determined by the purchasing organization.
Give the Quote Request a Reference Number
A reference number can help both the purchaser and supplier identify the correct request when several quotations or revisions are being discussed.
The reference may be:
- RFQ number
- Requisition number
- Internal purchasing reference
- Program code
- Project identifier
Create a Line-Item Product Schedule
Instead of describing the entire requirement in a paragraph, organize merchandise into separate line items.
For example:
- Line 1 — Graduation gowns
- Line 2 — Mortarboard caps
- Line 3 — Tassels
- Line 4 — Certificate covers
- Line 5 — Graduation stoles
- Line 6 — Recognition cords
- Line 7 — Academic hoods, if applicable
- Line 8 — Custom merchandise, if applicable
- Line 9 — Shipping or freight
A line-item structure helps prevent one supplier from quoting a package while another supplier quotes only part of the requirement.
Describe the Graduation Gown Precisely
The gown is often the largest component of a graduation regalia order, so the specification should be clear.
Depending on the requirement, identify:
- Gown type
- Academic level when relevant
- Color
- Matte or shiny finish
- Material or construction requirement when necessary
- Required size range
- Extended-size requirement
Separate Required Features From Preferences
A quote request can distinguish mandatory specifications from preferences.
For example, a particular gown color may be mandatory while packaging format may be flexible.
This helps suppliers understand where an alternative may be acceptable and where it would not satisfy the requirement.
Provide the Complete Gown Size Distribution
If the program has completed participant sizing, provide quantities by size.
For example:
- Gown Size A — 20
- Gown Size B — 32
- Gown Size C — 39
- Gown Size D — 28
- Gown Size E — 14
- Applicable extended-size option — 7
The actual request should use the sizing designations associated with the gown being quoted.
Do Not Mix Clothing Sizes With Gown Sizes
Graduation gown sizing may differ from ordinary clothing sizing.
Use the current sizing chart for the actual product rather than assuming a participant who wears a particular clothing size needs the same graduation gown size.
Ask the Supplier to Confirm the Size Range
When requesting a large quantity, ask the supplier to confirm that the required size range is available for the proposed gown.
This is especially useful when the order includes:
- Extended sizes
- Uncommon colors
- Large quantities of one size
- Degree-specific gowns
Specify Mortarboards Separately
If graduation caps are required, identify:
- Style
- Color
- Quantity
- Whether tassels should be included
If caps and gowns are being quoted as packages, ask the supplier to identify what is included in each package.
Specify Tassels Clearly
A tassel line should identify:
- Color
- Quantity
- Dated or undated
- Year charm if required
- Whether the tassel is included with another product
This helps prevent duplicate pricing when a cap-and-gown package already includes a tassel.
Include Certificate Covers as Their Own Product
Certificate covers should be based on the document they will hold.
Provide:
- Certificate dimensions
- Orientation
- Cover color
- Quantity
- Plain or customized requirement
Do not assume the number of certificate covers must equal the number of gowns.
Describe Graduation Stoles
If the ceremony includes stoles, identify:
- Color
- Quantity
- Plain or customized
- Required wording or artwork when authorized
- Required delivery date
Custom merchandise should generally be identified separately because production requirements may differ from stocked merchandise.
Describe Recognition Cords
For cords, provide:
- Color or color combination
- Quantity
- Any required construction specification
If colors represent different achievements within the program, maintain an internal recognition key rather than assuming a universal meaning for commercial cord colors.
Identify Academic Regalia Separately
If some participants are earning academic degrees, do not automatically combine their merchandise with generic completion gowns.
The degree-granting institution may have specific requirements for:
- Bachelor’s gowns
- Master’s gowns
- Doctoral gowns
- Academic hoods
- Mortarboards
- Doctoral tams
- Tassels
- Colors and other academic details
Verify those requirements before requesting supplier pricing.
Do Not Automatically Request Bachelor’s Hoods
Academic hood practices vary by institution and degree level.
A bachelor’s graduate should not automatically be assigned an academic hood simply because master’s and doctoral regalia commonly involve hoods.
Follow the degree-granting institution’s requirements.
Create a Separate Customization Schedule
If customized merchandise is required, provide those specifications in a separate section.
This can include:
- Product to be customized
- Quantity
- Approved wording
- Authorized artwork
- Placement
- Required colors
- Proof requirements
- Required delivery date
Confirm Authorization Before Using Logos or Seals
A government organization requesting a logo, agency mark, school mark or other protected design should ensure that the proposed reproduction is properly authorized.
A supplier’s ability to manufacture a customized product does not itself establish permission to reproduce a protected mark.
Ask for Custom Production Requirements
For customized merchandise, ask the supplier to identify:
- Applicable minimum quantity
- Artwork requirements
- Proof process
- Production time
- Setup or customization charges
- Reorder requirements
Separate Merchandise Quantity From Existing Inventory
If the program already owns usable regalia, calculate the new purchasing requirement before requesting pricing.
For example:
- Participant requirement — 150 gowns
- Usable existing inventory — 18 gowns
- New purchase requirement — 132 gowns
For gowns, this calculation should be performed by size rather than only by total quantity.
Ask for Unit Pricing
Where appropriate for the purchasing process, request a unit price for each product.
A supplier pricing table may include:
- Item description
- Size
- Quantity
- Unit price
- Extended price
Ask for Extended Line Pricing
Extended pricing shows the cost of the full quantity for each line.
This makes it easier to identify how the total quotation was calculated.
Request a Merchandise Subtotal
After the individual line items, request a merchandise subtotal before shipping, freight or other separately stated charges.
This provides a clearer picture of the product cost.
Ask for Shipping or Freight to Be Identified
The quote should make clear whether shipping is:
- Included in merchandise pricing
- Shown as a separate charge
- Estimated and subject to final calculation
If there are several delivery locations, request the applicable shipping structure for those destinations.
Compare Delivered Cost, Not Just Gown Price
When the applicable purchasing procedure permits comparison of commercial quotations, reviewing the complete delivered requirement can provide a more useful comparison than looking only at the gown unit price.
Potential cost components include:
- Gowns
- Caps
- Tassels
- Certificate covers
- Stoles
- Cords
- Customization
- Packaging
- Shipping
- Other disclosed charges
Give Suppliers the Delivery ZIP Code
A delivery ZIP code can help a supplier estimate shipping more accurately than a request that provides only the state.
For multiple locations, provide each destination that is expected to receive merchandise.
Distinguish the Ceremony Date From the Required Arrival Date
The most important supplier date is generally when the merchandise needs to arrive.
A program may need the products well before the ceremony for:
- Receiving
- Inspection
- Counting
- Sorting
- Internal transportation
- Participant distribution
- Approved size exchanges
Ask Whether the Requested Delivery Schedule Is Feasible
Rather than assuming an order can arrive by the required date, ask the supplier to confirm the expected processing and shipping schedule.
For custom merchandise, obtain a separate production estimate.
Ask About Expedited Options Only When Necessary
If the standard schedule does not satisfy the requirement, ask whether faster processing or shipping options are available.
Any additional cost should be identified separately.
Ask the Supplier to State Quote Expiration
Government purchasing can involve internal review before an order is authorized.
Request a quote-validity date so purchasing personnel know how long the proposed pricing remains available.
Request Substitution Disclosure
If the supplier proposes something different from the requested product, ask that the substitution be clearly identified.
The quotation should describe the proposed alternative rather than silently replacing the requested specification.
Request Backorder Disclosure
Ask the supplier to identify any quoted product that is not currently available in the requested quantity.
Useful information can include:
- Quantity currently available
- Quantity awaiting replenishment
- Estimated availability
- Proposed alternative when appropriate
Request Partial-Shipment Information
If partial shipment is acceptable, state that in the request.
If the organization requires the complete order to arrive together, identify that requirement instead.
Ask About Packaging When It Matters
Large institutional orders may benefit from defined packaging.
Possible requirements include:
- Gowns grouped by size
- Cartons labeled by size
- Merchandise separated by program
- Merchandise separated by location
- Packing list included
Use a Multi-Site Allocation Sheet
If one government organization is purchasing for several program sites, provide an allocation sheet.
For example:
- Site A — 35 gowns by specified sizes
- Site B — 28 gowns by specified sizes
- Site C — 42 gowns by specified sizes
- Site D — 25 gowns by specified sizes
Also identify whether the supplier should ship to one central location or directly to individual sites.
Central Delivery and Direct-to-Site Delivery Are Different Requirements
A quote based on one consolidated shipment may have different packaging and freight implications from a quote requiring several separate deliveries.
Tell suppliers which method should be priced.
Create a Supplier Response Table
Using the same response format for each supplier can make quotations easier to review.
A response table can request:
- Requested item
- Proposed product
- Manufacturer or product reference where applicable
- Quantity
- Unit price
- Extended price
- Availability
- Processing time
- Exception or substitution
Create a Quote Comparison Worksheet
After quotations are received, purchasing personnel can organize the commercial information in a comparison worksheet consistent with their applicable procurement procedures.
Useful comparison fields can include:
- Product quoted
- Required specifications met
- Size range
- Extended-size availability
- Unit pricing
- Merchandise subtotal
- Customization charges
- Shipping
- Total delivered price
- Availability
- Expected delivery
- Quote expiration
- Exceptions
Do Not Turn the Comparison Worksheet Into an Unstated Evaluation Method
The responsible purchasing organization should apply the evaluation method required by its procurement process rather than creating informal criteria after quotations have been received.
For federal simplified acquisitions, potential quoters are to be notified of the basis on which award will be made, such as price alone or price plus other factors. State, local and Tribal requirements may differ.
Sample Graduation Regalia Quote Request
A simplified supplier request might contain:
- Program type: Government education completion ceremony
- Expected participants requiring gowns: 140
- Gown: Matte graduation gown
- Color: Specified by purchaser
- Gown sizes: Attached size distribution
- Extended sizes: Included in size distribution
- Mortarboards: 140
- Tassels: 140
- Certificate covers: 145
- Plain stoles: 35
- Recognition cords: 24
- Customization: None unless separately specified
- Delivery: One institutional destination
- Required arrival date: Specified by purchaser
- Pricing: Unit and extended pricing requested
- Shipping: Identify separately or state that it is included
- Quote expiration: Supplier to state
These quantities are examples only.
Example Pricing Response Structure
The purchaser might request the following format:
- Gowns — quantity / unit price / extended price
- Caps — quantity / unit price / extended price
- Tassels — quantity / unit price / extended price
- Certificate covers — quantity / unit price / extended price
- Stoles — quantity / unit price / extended price
- Cords — quantity / unit price / extended price
- Customization — price
- Shipping or freight — price
- Total quoted amount
Common Bulk Quote Request Mistakes
Requesting “100 Graduation Sets” Without Defining a Set
Specify exactly what should be included.
Leaving Out Gown Sizes
Provide the size distribution when available and confirm the applicable product-specific size chart.
Forgetting Extended Sizes
Include applicable extended-size requirements in the original request.
Not Providing the Gown Color
Color can be an important product specification.
Not Specifying Certificate Dimensions
Certificate covers should be matched to the actual document dimensions.
Combining Plain and Custom Merchandise
Separate custom products because their pricing and processing requirements may differ.
Providing Only the Ceremony Date
Give the supplier the required arrival date.
Comparing Unit Prices for Different Products
Confirm that suppliers are pricing comparable specifications.
Ignoring Shipping
Determine whether freight is included or additional.
Assuming a Quote Creates Purchasing Authority
A commercial quotation does not authorize a government transaction.
Government Procurement Considerations
The merchandise quote and the government procurement process are related but separate. The quote describes proposed commercial terms; the responsible purchasing organization determines whether and how a purchase may be made.
Federal simplified-acquisition policy requires consideration of required sources and existing contracts before commercial purchasing in circumstances covered by those requirements. Current FAR policy also prohibits breaking down a known requirement merely to use simplified acquisition procedures or avoid requirements applying above the micro-purchase threshold. State, local and Tribal purchasing requirements may differ.
Competition and Federal Quote Requests
For federal simplified acquisitions, current FAR procedures direct contracting officers to promote competition to the maximum extent practicable. When soliciting quotations or offers, potential suppliers are to be notified of the basis on which award will be made, whether price alone or price plus other factors such as past performance or quality.
The appropriate solicitation and evaluation process remains the responsibility of the authorized contracting activity.
Government Purchase Cards
The federal Governmentwide commercial purchase card may be used only for purchases otherwise authorized by law or regulation and by appropriately designated personnel.
A commercial supplier’s ability to accept card payments does not make the supplier government-approved and does not independently authorize a government purchase.
Purchase Orders
If a government organization expects to purchase through a purchase order, confirm whether the supplier accepts purchase orders and what commercial terms apply.
Supplier PO acceptance does not establish contract status, approved-vendor status or government endorsement.
Verify Funding Allowability Before Ordering
Participation in a government-funded education or training program does not automatically make graduation gowns, stoles, cords or other ceremony merchandise an allowable expense.
The responsible organization should verify applicable law, regulations, award or grant terms, cost requirements, program guidance and agency policy before charging graduation merchandise to a particular funding source.
Supplier-Ready Quote Request Checklist
- Organization identified
- Program identified
- Purchasing contact provided
- Quote reference number provided where applicable
- Quote deadline stated
- Gown type specified
- Gown color specified
- Quantity by gown size provided
- Extended sizes identified
- Cap quantity provided
- Tassel specification provided
- Certificate dimensions verified
- Certificate-cover quantity provided
- Stoles listed separately
- Cords listed separately
- Academic regalia separated where applicable
- Custom merchandise identified separately
- Authorized artwork provided where applicable
- Delivery ZIP code provided
- Multiple delivery locations identified
- Required arrival date stated
- Packaging requirements identified where necessary
- Unit pricing requested
- Extended pricing requested
- Shipping treatment requested
- Availability requested
- Processing time requested
- Quote expiration requested
- Substitutions required to be disclosed
- Backorders required to be disclosed
- Purchase-order acceptance confirmed if relevant
- Applicable procurement procedures followed
- Funding allowability verified separately
Bulk Graduation Regalia Quotes for Institutional Purchasers
Cap and Gown Outlet is an independent academic regalia supplier serving individual customers and qualifying institutional purchasers.
Depending on product availability and program requirements, quotation requests may include:
- Graduation gowns
- Mortarboard caps
- Graduation tassels
- Cap, gown and tassel packages
- Extended-size gown options where available
- Certificate and diploma covers
- Graduation stoles
- Honor and recognition cords
- Bachelor’s regalia
- Master’s regalia
- Doctoral regalia
- Academic hoods where applicable
Formal quotations and quantity-based institutional pricing may be available depending on the merchandise and order requirements. Product availability, size ranges, applicable minimum quantities, customization requirements and processing times vary by product.
Nationwide U.S. shipping is available. Purchasers should verify current inventory, shipping charges, processing schedules and expedited options for the specific requirement.
Information to Include With an Institutional Quote Request
Government education programs, public training organizations, GED programs, vocational programs, workforce programs and other qualifying institutional purchasers can prepare a supplier inquiry containing:
- Product specifications
- Colors
- Quantities
- Gown size distribution
- Extended-size requirements
- Accessory quantities
- Certificate-cover dimensions
- Customization details
- Delivery destination
- Required arrival date
If a purchase order is anticipated, supplier PO acceptance and applicable terms should be confirmed before issuance.
Independent Supplier and Non-Affiliation Disclosure
Cap and Gown Outlet is an independent academic regalia supplier. It is not affiliated with, endorsed by, sponsored by, authorized by or acting on behalf of any federal, state, local or Tribal government, government agency, public institution or government-funded program unless an actual official relationship has been established.
References to government education and public-sector programs describe potential customer and ceremony types. They do not establish government endorsement, approved-vendor status, contract status, preferred-supplier designation, purchasing eligibility or funding allowability.
Frequently Asked Questions
What should be included in a government graduation regalia quote request?
Include clear product specifications, gown quantities by size, accessories, customization requirements, delivery destination and required arrival date. Request unit pricing, extended pricing and shipping information where appropriate.
Why should gown sizes be included in the request?
A size distribution allows the supplier to evaluate the actual requirement, including availability of standard and applicable extended sizes.
Can a government program request one price for a complete graduation package?
Yes, when appropriate, but the request should define exactly what the package must contain. Itemized pricing can also help the purchasing organization understand the individual cost components.
Should shipping be shown separately?
The quotation should clearly indicate whether shipping is included or additional. This helps the purchaser understand the delivered cost.
Should several delivery sites be disclosed before the supplier quotes?
Yes. Multiple destinations can affect packaging, distribution and shipping requirements.
Should a government program provide participant names to obtain a quote?
Usually participant names are unnecessary for standard bulk merchandise pricing. Aggregate quantities and gown-size requirements may be sufficient unless individual customization requires additional information.
Can a quote include customized stoles?
Yes. List customized stoles separately and provide authorized artwork or specifications. Minimum quantities, proofs, production times and additional charges may apply.
Does the lowest gown price necessarily mean the lowest overall quotation?
Not necessarily. The products and specifications being compared, included accessories, customization, packaging and shipping can affect the complete delivered price.
Does accepting a government purchase card mean a supplier is government approved?
No. Payment acceptance does not establish government endorsement, contract status or purchasing authorization.
Does a supplier quotation obligate the government organization to purchase?
A quotation provides proposed commercial information. The authorized purchasing organization determines whether a purchase will be made under its applicable procurement procedures.
Make the Quote Easy to Price and Easy to Review
A strong government graduation regalia quote request gives the supplier a defined requirement instead of asking for a general bulk price. Product specifications, Faculty gown sizes, accessory quantities, customization, shipping destinations and required arrival dates should be established before final pricing whenever practical.
A consistent supplier-response format can then help the purchasing organization review comparable product and pricing information while following the procurement procedures applicable to that government organization.
