The Process

Whether you are looking to get something embroidered or printed, we can help. To start we’ll need all the information for the project to send you a quote if you’re still figuring out the details feel free to stop by the shop or give us a call to answer any questions you have. We recommend starting this process at least 1 month before you need your items ready to make sure there is adequate time for shipping, processing, and production. 

Still have questions? Check the Frequently Asked Questions or reach out for assistance.


To start a project we need to begin with the details: what are you looking to do? We would need to know what type of art or text you are looking for, including colors, rough size, and typeface if applicable. What type of items are you looking to use, are you bringing them in or ordering through us, how many do you need? Which type of service? Try to include as much pertinent information as possible like Pantone colors to match or a deadline.


Bring in or ship your items to the shop where we will count and process your items. If you are ordering through us you can stop by to check out samples before ordering, though we keep a fairly low stock so it’s best to call first if you’re looking for something specific. If you have your own items we’ll check them out to make sure there is nothing in the area that will obstruct production; this can include things like zippers, seams, or pockets.


You will receive a quote and mockup for your project in your email. The mockup will let you preview the approximate size, placement, and colors for your project. Once these are both approved we can get started on production. If we have ran your project before we may skip this step and put your items straight into production to save time.


Typically production takes about 10 business days. This timeline may extend during busy periods such as the holiday season or if you have a larger or more complex order. When your project is ready for pickup you will receive an email with the final invoice.


You can either come in person to pick up your order or we can ship it to you! While we review every order before it leaves, if you are unhappy with the final product, we are more than happy to find a solution with you. It is best to call us directly or to come in to discuss any issues.


Ownership of Artwork

For all digitizing and original artwork created by BAYSIDE CUSTOM EMBROIDERY INC., your order remains the property of BSCE INC., and will be maintained at our facility for our exclusive usage in executing your orders. Because our policy is to render art/digitizing/etc. services for production orders solely on a cost-recovery basis, any transfer to the client of contracted by our personnel is subject to reasonable release fees, commensurate with the creative services rendered and at a value as determined solely by us.

The file release fee is separate from the set up fee, to grant you personal ownership of the file(s). Pricing for the vector file is based on the complexity and number of colors. Starting at $30 for artwork including only text or simple shapes. Pricing for the DST file is based on the total amount of stitches in the design. For every thousand stitches there is a $10 charge, minimum of $35 per DST.


Damage Allowance

While we strive to do our best, there is always a risk for errors or mishaps. Should there be an imperfection in your order we will contact you to discuss how to complete your order.

For orders of 1-50 items allow 1 piece for damages. For orders of 50+ items allow 2% for damages.For any damage over the allowance we will replace the garments or issue credit.


Customer furnished items

All items brought in or shipped to us by the customer are inspected and counted before beginning production. During this time we may encounter items that arrived damaged or imperfect. When possible we will contact you before starting your order to alert you to the problem. Despite our best efforts we may miss something until we are in the middle of the job, where we will contact you and continue with the remainder of the job. Should we need to replace any items at a time separate to the main order, the standard job setup and production fees will apply.


Design Errors

Our policy is to proof all new designs (unless instructed otherwise by the customer). Any order that has been proofed and approved, but is later found to have been produced with an incorrect design or design element (misspelling, incorrect color, placement issues, missing words or images, etc.) will be the sole responsibility of the customer.


What service should I choose?

Choosing the service that best fits your needs depends on a variety of things. Some materials are better suited to certain applications, or personal preference for how it looks.

Check out each of our services for more details or reach out to discuss your project.

What is your standard turn around time?

Our turn-around time is 7-10 business days upon approval of the quote and finalized artwork. Turn-around may also depend on the number of pieces you are getting, as well as the complexity of the design. For example, if you were getting over 200 items done, it is always safe to allow 3 weeks for processing. 

It's always a good idea to mention if you have a specific deadline you are working under!

Do you offer rush services?

We do! Call ahead and double check that we can accommodate your time line. Rush services may be subject to a fee.

I don't have a design. Can you create one for me?

Yes! We have an in-house graphic designer that will be more than happy to work with you on your project. You can get in touch with them directly via telephone or stop by the shop.

Can I see a sample of my design?

All projects will receive a digital proof before moving into production. Physical samples are available for a fee, including one free edit if you are dissatisfied with the logo. Any additional samples may be subject to a fee.

Please note! If you are working under tight deadlines, multiple samples and re-digitizing puts a hold on your project and may delay your deadline. Try to make sure that all editing and details are worked out in the mock up stage with vector artwork, pre-digitizing. See our digitizing section for more information.

What type of files should I send?

Preferred: Vector files such as .ai, .eps, and .svg with any text outlined. Accepted: High resolution images such as .jpg, .png, .pdf, and .tiff.

Can you do same-day or next-day embroidery?

Due to the way we schedule our daily production, we cannot accommodate same-day embroidery projects. On occasion, we can manage a small next-day embroidery project if we already have your artwork on file and digitized. If you have any serious emergencies, call ahead and we will see what we can do!

What does digitizing entail?

When the basic vector artwork file is approved and finalized, it will be set up for embroidery, or, Digitized. This new file is called a DST file. This file is kept on record at Bayside under your company or personal name along with your project history. 

Elements of your design are digitized specifically to receive certain types of stitching, or to be embroidered on specific materials. For example, designs for hat fronts are digitized differently than designs for tees, or, ‘flat’ items. This is because the design has to be digitized with the curve or bend of the hat in mind. 

We charge a one-time fee for digitizing designs. Once we set up the DST file, you do not have to pay this fee again if we are re-running the same design. When you receive your quote, you will notice that the price will fall within a certain parameter. This range is because the final price is dependent upon the final amount of stitches in your design. Large, 3D, or more complicated designs will usually tend to be more expensive than smaller or simpler designs. 

We do accept professional DST files from clients. Do be advised that we will assume that your file is production ready. We cannot make any major changes, so make sure that your file is exactly what you’re looking for. Each design may be digitized differently from digitizer to digitizer, so if we do have make any edits, it is helpful to have a sample of a previous run so we can make sure everything stays consistent as far as the type of stitch or fill.

Re-digitizing may happen if there is any major re-sizing of your design, or editing outside of color changes. We will let you know upfront if we have to re-digitize for any reason at all. If it does have to happen, there is usually an editing fee, dependent upon the logo and your original digitizing costs.

Please note! All major editing and finalizing of sizes should be done in the mock up stage, before digitizing. Re-digitizing may also delay the project, and pushes us for time, especially if you have a particular deadline you’re working under. Try to take care of any basic editing or re-sizing during the mock up stage, so we can have “Production Ready” artwork by the time we digitize. Digitized logos are assumed to be the finalized design. It helps make things much simpler, quicker and more cost effective for everyone! 

If you have a copyrighted design, you own all rights to original artwork, however, Bayside Embroidery owns the exclusive right to any DST file that we digitize. The DST is our own resource that we use for reference and history of your work with our company. We do not under any circumstances reproduce your embroidery outside of your own directed projects.

As long as you are embroidering with us, we will hold the DST file in our possession. The only circumstance in which we will release a DST is for use outside of Bayside Embroidery. If you need access to the file to take with you, it will be available for release with a fee. This fee is different from the initial digitizing costs. Initial costs are essentially a set up fee, to actually create the file and set up records with our company, whereas the fee for release grants you personal ownership.

Digitized files will be kept on record for up to two years after the last production. After this allotted time, we will ‘destroy’ the file from our database and it will no longer be available for release.