Order Licensed Merchandise

Who are UIW’s licensed vendors?

Through our partnership with CLC, UIW has partnerships with hundreds of vendors who can produce a wide variety of merchandise featuring UIW’s logos and trademarks. Some vendors are national providers and others are locally owned and operated.

To search for a licensed vendor, visit CLC's Licensee Search.

• Step 1: select or type in your product category.
• Step 2: type in “Incarnate” to pull up the University’s name

What is involved in being or becoming a licensed vendor?

Approved and licensed University vendors must complete an application process. Licensed vendors pay an annual fee for the rights to produce merchandise with UIW’s logos and trademarks. Vendors who produce merchandise for external sales also pay royalties on all items sold. Vendors who produce merchandise for internal consumption (such as bulk order shirts and swag) are asked not to charge royalty fees for internal sales (UIW does not earn royalty dollars from internal sales). All licensed vendors are required to submit royalty reports, even for non-royalty-bearing sales. Additionally, all vendors are required to submit artwork through Brand Manager 360 for review and approvals by UIW Branding and Licensing team.  

Can I order from a non-licensed vendor?

All branded merchandise should be ordered from a licensed vendor. Exceptions may be requested in the following instances:

• If UIW does not have a licensed vendor with the ability to produce the requested item, you may request a one-time exception.
• If a licensed vendor cannot produce your product within your required timeline, you may request a one-time exception.
• If a non-licensed vendor can produce your order at a lower price point, you may request a one-time exception.

Requests for exceptions should be emailed to branding@uiwtx.edu. Please include proof that you have contacted at least two licensed vendors who are unable to fulfill your request or price point. If an exception is granted, you are still required to get your artwork approved prior to production. The purchasing office will require proof of exception and artwork approval prior to approving payment. Please note that a submission for an exception does not guarantee the granting of an exception.

1. Select a Licensed Vendor
   • Use the CLC's Licensee Search or Agora to request quotes from multiple vendors.
2. Design Your Artwork
   • Follow the brand guide for your artwork design.
   • Your vendor can create the artwork for you (additional costs may apply).
   • You may also request assistance with your artwork design.
3. Vendor Submits Artwork for Branding and Licensing Approval
   • It’s the licensee’s responsibility to submit artwork for approval via Brand Manager 360; the vendor must also include a contact email for the project requester.
   • No separate approval request is needed.
4. Proof of Approval
   • If your design is approved, you will receive an email containing a screenshot of the approval from Brand Manager 360.
5. Create a Banner Purchase Requisition
   • Required Documentation: Vendor quote
     • Copy of the artwork
     • Vendor approval from UIW Branding & Marketing
   • Obtain additional approval from the Provost or your VP if your promotional request is $5,000 or more.
   • Do not make purchases for licensed merchandise using your P-card.
   • Be aware that Purchasing may question the purchase regarding its necessity, price, or quantity.
   • Licensing approval does not guarantee purchasing approval.
6. Processing the Purchase Requisition
   • Once your approved purchase requisition is received by the Purchasing Office, it will be reviewed for processing.
   • Missing documentation will delay the process. After you receive a PDF of the approved purchase order, you can place your order with the vendor. 
7. Submit Invoice to Accounts Payable
   • After receiving your items, submit the final invoice to Accounts Payable to initiate payment processing.

AgoraCX

AgoraCX is an online platform and tool for ordering branded merchandise, which allows the user the chance to request and compare multiple bids from licensed vendors at once. It simplifies the licensing process and allows users to compare real quotes and to pick and officially order the best value.

How it Works

1. Create an AgoraCX account and login using your UIW email address (non-UIW email addresses will not work in the platform).
2. Describe your project using the AgoraCX quote request form.
3. Select vendors to request quotes from or select “all UIW vendors.”
4. UIW’s licensed vendors will review your request and send you quotes.
5. Choose your favorite offer, submit for licensing approval, and place your order.

Ordering Licensed Merchandise with Artwork Approval

To ensure a smooth ordering process, licensed vendors must submit their artwork for review through Brand Manager 360. Upon approval, the UIW licensing team will notify the UIW customer by email with confirmation and proof. Denials will be communicated to the vendor to revise the artwork.

If the artwork requires revision, the vendor will receive a notification outlining the necessary changes. The UIW purchasing team cannot proceed with creating a purchase order (PO) or approving payment until proof of final artwork approval is received.

If a vendor insists on receiving a PO before providing proof of approval, please contact the UIW licensing team by email at branding@uiwtx.edu for further assistance.

Refer to the Visual Style Guide for design requirements.Maintain the standards of the UIW brands and word marks. Stay within the UIW color palette.