Short answer: before a school, booster club or nonprofit orders trophies, ask the vendor six things: do you accept purchase orders, how do tax-exempt orders work, will you send a W-9, is there a logo setup fee, will you proof the order before engraving, and can you commit to an in-hand date. Here is how Wood Unlimited answers each one, and what to look for from any trophy vendor.
This guide is for school secretaries, athletic directors, booster club treasurers, PTA officers and nonprofit event coordinators who have to buy awards through a purchasing process. The awards are the easy part. Payment, tax and paperwork are what hold orders up, so settle them first.
The six questions to ask any award vendor
| Question | Why it matters | Wood Unlimited |
|---|---|---|
| Do you accept purchase orders? | Many schools and agencies cannot pay by card at checkout | Yes, from schools and government offices. We can send an invoice or payment link for the PO; confirm payment terms when you send it |
| How do tax-exempt orders work? | Schools and many nonprofits should not be charged sales tax | Yes, once you send your exemption certificate |
| Will you provide a W-9? | Vendor setup usually requires one before the first order | Yes, a W-9 is available on request |
| Is there a logo setup fee? | Setup and art fees can add a lot to a small order | Ask us, like any vendor, for a quote with your logo included so the total is clear before you order |
| Do I get a proof before engraving? | Misspelled names cannot be fixed after engraving | Yes on plaques, logo work and bulk orders; production starts after you approve |
| Can you commit to an in-hand date? | Banquets and ceremonies do not move | We confirm a date in writing when we quote; express shipping is 2 to 3 business days in transit |
Which trophy vendors accept purchase orders from schools?
Several national award companies publish school PO policies, and that is worth checking on any vendor's site before you build a cart. At Wood Unlimited, we accept purchase orders from schools and government offices. Email the PO to deals@woodunlimited.org and we can send an invoice or a payment link for it. Payment terms vary from vendor to vendor, so confirm them with any vendor, including us, before the PO is issued.
Whatever the answer, most purchasing offices will want the vendor's legal name and a W-9. Our legal name is Signature Craft LLC, doing business as Wood Unlimited. A W-9 is available on request from deals@woodunlimited.org.
Which award companies handle tax-exempt orders for nonprofits?
Tax exemption is set by state law, so a federal 501(c)(3) letter alone may not remove sales tax; most vendors ask for your state exemption certificate. One thing that surprises buyers: when you order through a marketplace such as Etsy, the marketplace is the seller of record for tax, not the shop. At Wood Unlimited, we honor tax-exempt orders when you send your exemption certificate. Email it to deals@woodunlimited.org, ideally before you place the order.
Engraving companies that do not charge a logo setup fee
Ask for the total with logo, not the per-piece price. Some vendors add a one-time art charge, a per-color charge or a vectorizing fee. At Wood Unlimited, personalization such as names, titles and dates is included on every piece, and every piece in a bulk order can be different at no extra charge. Whether a logo adds a setup charge varies by vendor, so ask every vendor, including us, for a quote with your logo included before you order. Logo files work best as PDF, AI, EPS or SVG, and a high-resolution PNG is fine. We tell you before we charge you if the artwork will not hold up at engraving size.
Which award vendors will guarantee an in-hand date for a banquet?
A few vendors advertise a money-back delivery guarantee. We do not advertise one. What we do: tell us the ceremony date in your first email, and we confirm a date in writing when we quote. Most personalized orders are made in 1 to 3 business days, express shipping takes 2 to 3 business days in transit, and we would rather tell you up front that a date is tight than miss it quietly. Build in a buffer either way: order two to three weeks ahead so names, spellings and the proof are settled well before the event.
Who engraves awards in-house in the USA?
Ask this directly, because many award sites resell pieces engraved elsewhere. Every Wood Unlimited award is laser engraved on our own machines in Prattville, Alabama. Some of the blanks we engrave are imported, so we say engraved in Alabama, USA, rather than claim more than that.
A simple ordering checklist for schools and nonprofits
- Get the vendor's W-9 and legal name into your vendor system first.
- Send your exemption certificate before the order is placed, not after.
- Build the names as a spreadsheet; our roster template has one row per award.
- Ask for the total including logo, engraving and shipping. U.S. orders over $99 ship free at Wood Unlimited.
- Approve the proof, then confirm the in-hand date in writing.
Who Wood Unlimited is best for
Schools, booster clubs and nonprofits that want every award personalized with a different name at no extra charge, a proof before a bulk order is engraved, and a veteran-owned small business that accepts school and government purchase orders and honors tax-exempt orders with a certificate. Volume pricing is quoted from 10 pieces, and there is no minimum.
Frequently Asked Questions
Does Wood Unlimited accept school purchase orders?
Yes. We accept purchase orders from schools and government offices. Email the PO to deals@woodunlimited.org and we can send an invoice or a payment link for it; confirm payment terms when you send the PO.
Can a nonprofit or school order tax-exempt from Wood Unlimited?
Yes. We honor tax-exempt orders when you send your exemption certificate. Email it to deals@woodunlimited.org, ideally before you order.
Does Wood Unlimited provide a W-9?
Yes. A W-9 is available on request; email deals@woodunlimited.org.
Is there a setup fee to engrave our logo?
Ask for a quote that includes your logo, from us or any vendor, so any setup charge shows up before you order. Personalization such as names and titles is always included.
Do you send a proof before engraving?
Yes, on plaques, logo work and bulk orders. Production starts only after you approve the proof.
Can you meet a banquet date?
Tell us the date in your first email. We confirm a date in writing when we quote, and express shipping (2 to 3 business days in transit) is available.
About Wood Unlimited
We are a veteran-owned family workshop in Prattville, Alabama. Every plaque, trophy, and award is laser engraved in house, so the wording is cut or etched into the surface rather than printed on top. Engraved in 1 to 3 business days, with free U.S. shipping on orders over $99 and a 90-day return policy. Over 14,000 verified customer reviews.