TL;DR
Start from a tech pack or a reference you may use, confirm the bill of materials and flat measurements, then sign off sample versions in writing and keep the approval record.
Start from a tech pack or a reference you may use
An OEM or ODM project begins with a document, not a price. Prepare a tech pack that lists the style, wearer group, construction notes, target size range, colours and any reference images, and make sure you have the right to use those images or designs. When you share references for wholesale China Halloween costumes, the factory can reply with questions instead of guesses, and the first sample is more likely to match your intent. If you do not have a full tech pack, a clear written brief together with a garment you already own often works as a starting point. The brief should also state what is fixed and what is still open, so the factory knows which points need a decision.
Confirm the bill of materials
Before sampling, agree the bill of materials: main fabric, lining, trims, closures, embellishments and any accessories that ship with the garment. Ask which materials are preferred options and which are substitutions, and note the colour standard for each part. Chinese party costume manufacturers and other suppliers may propose alternatives when a material is hard to source, so record what was approved and what was not. Attachments such as hats, wings or handheld items should be listed separately so their cost and packing stay visible.
Flat measurements, tolerances and size grading
Ask for flat measurements on the sample: chest, waist, length, sleeve and any measurement that affects fit. Agree how much variation is acceptable on each point, because a tolerance that is fine for a cape may be too wide for a bodice. Two Halloween costume manufacturers can quote the same style and still grade it differently, so ask the supplier to confirm the actual size grading for this style and compare the graded numbers rather than the size letters. Recording this once at sampling avoids repeating the same conversation on every later order.
Sample versions and written sign-off
Treat each sample as a numbered version. Note what changed between versions and who requested the change, then sign off the approved version in writing before production. A short approval record is enough: version number, date, the person who approved it and the points that were confirmed. Halloween costume manufacturers who follow this habit tend to have fewer disputes later, because both sides can point to the same document. When you approve remotely, ask for photographs of that sample version together with the measurement sheet, and keep them with the record.
What a quote should and should not include
A quote is a scope, not just a number. Halloween costumes suppliers describe that scope differently, so ask what the price covers: sampling, materials, labour, packing, labels and inspection. Note what is excluded, such as freight, duties or third-party testing, and who arranges each item. Minimum order quantity, lead time and price are confirmed per project, so ask each supplier to state the basis of their figure rather than assuming a shared standard. Avoid any agreement that only promises broadly to handle customs; ask instead which document each side prepares and which responsibility each side carries. Sample cost is usually separate from bulk pricing, so confirm whether it is refunded against a later order or charged on its own.
Sample approval record: fields to keep
- Project and style name, plus the supplier item number
- Sample version number and the date it was sent
- Reference or tech pack version the sample is based on
- Approved bill of materials and colour standard
- Flat measurements with the agreed tolerance per point
- Size grading and target size range
- Included and excluded accessories
- Approver name, approval date and any open points