The ultimate merch guide for global teams that don’t want to wing it
Planning for international events is exciting - but if you’re the one managing the merchandise, it can quickly become overwhelming. Between finalising booth designs, coordinating team travel, and juggling last-minute requests, figuring out how to get your custom branded water bottles where they need to be (without delays, extra costs, or damaged stock) is no small task.
Should you bring bottles in your luggage? Can you ship them ahead safely? How do you avoid issues at customs? And what if sourcing locally means your branding looks totally off?
We hear this all the time from event managers, marketing leads, and operations teams trying to pull off flawless activations in another country. The good news? With the right planning and a bit of insider knowledge — you can take the stress out of merch logistics and make sure your bottles land exactly where they’re meant to be, looking great and ready to go.
At Just Bottle, we help brands around the world deliver beautifully printed, custom reusable bottles and coffee cups that travel well and leave a lasting impression. No matter if you're sending a handful of our Pioneer Bottles to New York or planning bulk delivery of rPET Loop Bottles to Berlin, we’ll walk you through what works (and what to avoid) so your merch shows up on time — and looks as good as your brand deserves.
Can you pack bottles in checked or carry-on luggage?
The short answer? Yes, but it depends how and where you pack them.
The short answer? Yes, but it depends how and where you pack them.
Carry-on luggage
Empty bottles? No problem.
No matter if it’s a 550ml Nomad Bottle or a 950ml Jumbo Pioneer Bottle, airport security is focused on liquids, not containers.
In most countries (including the US, UK, EU, and Australia), you’ll need to make sure the bottle is empty when passing through security. The standard rule is 100ml (3.4oz) of liquid per container — anything more, and it’ll be flagged or confiscated.
For smaller teams, carrying bottles in your hand luggage might be manageable. For larger groups? It gets bulky, fast.
Checked baggage
Full bottles are allowed in checked luggage, and stainless steel options like our 750ml Tall Pioneer Bottle or 950ml Jumbo Urban Bottle are built to survive the trip. Just be mindful of total weight and airline baggage limits.
Top tip: Always check your airline’s specific guidelines before flying and allow extra padding around the bottles to avoid dents during transit.
For the full guide, check out our article: Can you bring a water bottle on a plane?
Shipping bottles internationally - What you need to know
Shipping your custom branded water bottles to an event can be the most efficient approach — if you plan ahead. Here’s what you need to know:
Customs declarations
Custom merch like bottles or mugs must be declared as promotional goods. You'll need to include:
- A commercial or proforma invoice
- An accurate description (e.g. “Custom stainless steel water bottles – not for resale”)
- Declared value (even for giveaways)
Mislabelled goods can trigger delays, fines, or refusals — so get this part right.
Import taxes and duties
Most countries charge import duties or VAT on promotional merchandise. These charges are often billed to the recipient — whether that’s a hotel, convention centre, or office. If you want to avoid unexpected fees on arrival, work with your courier to organise Delivered Duty Paid (DDP) shipping — so everything’s sorted in advance.
Plan your timeline
Customs clearance isn’t always fast. Weather delays, port congestion, or paperwork issues can slow things down — especially during peak seasons or when shipping to multiple countries.
We recommend allowing 3–4 weeks of buffer time, and sending a test shipment ahead of your main order if you can.
Choosing the right courier
Look for freight partners who:
- Understand B2B event shipping
- Offer customs documentation support
- Prioritise carbon-neutral or low-impact delivery options
We’ve built partnerships with eco-conscious couriers that make international delivery simple and sustainable.
Local sourcing vs. centralised fulfilment
Sourcing water bottles locally might sound easier — but it’s not always the best choice.
Let’s weigh up the pros and cons.
Local sourcing
Pros:
- Shorter delivery times
- No import duties
- Easy last-minute access
Cons:
- Risk of branding inconsistencies
- Variable material quality
- Harder to guarantee sustainability or fair labour practices
- Higher costs for small batches
Centralised fulfillment with Just Bottle
With us, you get:
- A consistent product line across events (no surprises on colour or print)
- Sustainable materials like recycled stainless steel or rPET
- Ocean plastic removal with every order
- Optional wrap-around printing for a high-impact finish
- Delivery support across multiple regions
Explore the full business range here if you're planning an event overseas.
Eco considerations - Freight emissions, waste, and reuse
We know merch logistics have an environmental impact — but there are smart ways to reduce it.
Smarter freight
We prioritise:
- Consolidated shipping to cut down on packaging and transport emissions
- Sea freight options for longer lead times
- Carbon-offset couriers for last-mile delivery
A better alternative to single-use
Handing out disposable water bottles at events might be quick, but it’s also wasteful.
Reusable options like our Urban Bottle or rPET Go Bottle offer long-term value, reduce waste, and look better on the table - or in a guest’s hand.
Eco-friendly packaging
Our shipping materials are minimal, recyclable, and reusable. Wherever possible, we design boxes that can be repurposed for transport or storage during your event.
Tips for smooth merch logistics
Here are some easy ways to keep your bottle rollout on track, wherever you're headed:
- Send a test shipment before your main delivery, especially for new countries
Choose portable sizes, like our 550ml Pioneer Bottle, perfect for backpacks and swag bags - Keep designs clean, simple, neutral branding works best across regions and avoids potential issues in conservative markets
- Use QR codes, not paper inserts, drive traffic to your brand story, contact info, or digital resources
- Ask us for advice, we’re here to help with printing, sizing, packaging, and everything in between
Make your merch matter
If you’re flying bottles in your suitcase or sending a pallet halfway around the world, we’ll help you do it right.
At Just Bottle, we make it easy to scale your brand globally, without losing your values. Every bottle removes ocean plastic, supports ethical production, and helps reduce waste. And with our growing product range - including Tall Campfire Mugs, Brew Cups, and wrap-print water bottles in dozens of colours, your merch has never looked better.
👉 Learn more about our custom branded water bottles
Let’s make your next event smoother, smarter, and more sustainable.
FAQ's
How can I safely ship custom branded water bottles to an international event?
Shipping your custom branded water bottles ahead of time can be efficient, but it requires careful planning. Make sure to declare them correctly as promotional goods, include a detailed invoice, and work with couriers that offer Delivered Duty Paid (DDP) shipping to avoid unexpected import taxes and delays.
Can I carry custom branded water bottles in my luggage when flying?
Yes, you can travel with custom branded water bottles in both carry-on and checked luggage. Bottles must be empty in carry-on bags to pass security. Stainless steel bottles packed in checked luggage are generally safe, but always check airline weight limits and cushion them well to avoid damage.
Is it better to source custom branded water bottles locally or ship them in?
Local sourcing might seem easier, but it often results in inconsistent branding, variable quality, and higher per-unit costs. Centralised fulfilment through Just Bottle ensures your custom branded water bottles are high-quality, sustainably made, and look consistent across global events.
What’s the best way to reduce the environmental impact of custom branded water bottles for events?
Choose reusable custom branded water bottles made from recycled materials, ship in bulk to cut transport emissions, and work with brands that use carbon-offset couriers and eco-friendly packaging. It’s a smarter, more sustainable alternative to single-use event merch.
