From RFQ to PO: The Complete OEM Timeline for Chess Projects

RFQ: What to Send & How to Talk Target Price

For an OEM chess set RFQ, every line must describe a chess component so costing maps 1:1 to the bill of materials.

• Chess pieces: Staunton profile or custom, king height (e.g., 89–95 mm), piece material (beech/boxwood, ABS, zinc alloy), weighting (steel slug or hollow), base (green felt or leather), finish (matte lacquer, ebonized, antique stain), extra queens (34-piece set).
• Chess board: format (solid wood veneer board, foldable wood board, roll-up vinyl board with algebraic coordinates, silicone mat), overall size (e.g., 20″), square size (50–57 mm), edge & notation (printed coordinates vs no-notation), core (MDF vs plywood), magnetization if pairing with magnetic chess pieces.
• Magnetic chess sets: magnet type (ferrite vs neodymium), pull force range, encapsulation method inside the chess piece base, and compatible magnetic board thickness.
• Storage & carry: chess bag (canvas zip tote, tube for roll-up board), piece pouch (drawstring), or wood case with cut foam for the chess set.
• Accessories: chess clock (digital vs mechanical), notation book, spare felt dots, rules leaflet branded to your chess set.
• Packaging for the chess set: mailer vs window carton vs gift box, insert (vac-form tray vs EPE), barcode (UPC/EAN) placement on the chess box, labeling (“Includes 34 chess pieces & roll-up chess board”).
• Compliance for chess sets: request ASTM F963/EN71 for painted chess pieces, magnet safety for magnetic chess pieces/boards, and FSC claim if the wood chess board or chess pieces require it.
• Commercials for the chess set: MOQ by set type (e.g., 1,000 vinyl-board chess sets vs 500 premium wood chess sets), target unit price (EXW/FOB/DDP) tied to the exact chess BOM above, timeline expectations for the private label chess timeline.

When you share a target price for the chess set, state which piece material/weight, board type, and packaging it assumes; a $12 target typically implies ABS chess pieces + roll-up vinyl chess board + canvas chess bag, while a $45 target might imply weighted wood chess pieces + veneered wood chess board + gift box.

Sample Rounds: EVT / DVT / PVT for Chess

EVT (Engineering Validation Test) — geometry & function for the chess set

• The chess set supplier makes sample kings/queens/rooks to validate chess piece profile, weight cavity, and felt base adhesion; prints a color swatch for the chess board surface (veneer stain or vinyl Pantone) and proves magnet fit inside magnetic chess pieces.
• You sign a golden sample set of 6–8 mixed chess pieces and a mini chess board panel so piece-to-square proportion is locked for the chess set. (Typical: 7–12 days if using existing chess piece tooling.)

DVT (Design Validation Test) — full set durability & cosmetics for the chess set

• The factory builds a full 34-piece weighted chess set with correct felts, runs rub/adhesion tests on the lacquered chess pieces, and checks board flatness/curl for vinyl or silicone chess boards.
• The packaged chess set is drop-tested in its retail box and shipper carton, and barcode scans on the chess carton are verified. (Typical: 10–15 days including re-finish of chess pieces if needed.)

PVT (Production Validation Test) — line readiness for the chess set

• The supplier runs a pilot 50–100 chess sets through the real line, proves piece counting (32+2 queens), confirms insert fit around the chess pieces, and timestamps chess box traceability labels.
• You freeze the golden sample chess set (one full set + retail carton) that QC will reference during mass production. (Typical: ~7 days once packaging for the chess set is ready.)

Capacity Lock & Lead-Time Confirmation for Chess

After PO, your chess set capacity is reserved across three resources:

1. Piece shop for wood-turning or plastic injection of chess pieces,
2. Finishing room for chess piece staining/lacquer and felting,
3. Print/pack line for the chess board and chess box.

• Lead time drivers for chess sets: weighted wood chess pieces need stain curing and clear-coat drying (add 5–7 days), laser engraving of chess logos on the king base adds a shift, and custom chess board veneers add press time; vinyl chess boards with algebraic printing are faster but need 24 h to relax flat.
• Typical private label chess timeline (reference only):
  • RFQ for the chess set → quote: 3–5 business days
  • EVT chess pieces/board → approval: 1–2 weeks
  • DVT full chess set → approval: 2 weeks
  • PVT pilot chess sets → approval: 1 week
  • Mass production of the chess set (1,000–3,000 sets): 3–5 weeks
  • Ocean freight for the chess set (FOB China): 3–5 weeks to most ports
• Peak notes for chess: tournament-season and Q4 gift peaks push wood chess piece finishing and gift-box printing queues, so place PO earlier to lock chess capacity.

Shipping & After-Sales Document Pack for Chess

Before shipment, the chess set passes final AQL against the golden sample chess set: piece height/weight checks, felt adhesion pulls, board flatness inspection, print registration on the chess board, and carton drop tests with the chess set inside. Your file pack should always reference the chess BOM:

• QC & compliance for chess: signed golden sample photos of the chess set, piece height chart (king to pawn), finish records for stained chess pieces, EN71/ASTM test reports for coated chess pieces, and magnet safety data for magnetic chess sets.
• Packing list for chess: per-SKU lines showing “Chess set contains: 34 chess pieces, 1 chess board, 1 chess bag/box, 1 leaflet, 1 barcode label”, plus master carton quantity and net/gross weight specific to the chess set.
• Labels for chess: UPC/EAN on the chess box, country of origin on the chess board or chess box, and carton marks listing the chess set SKU and orientation.
• Logistics for chess: pallet plan sized to chess carton dimensions, HS classification for table/board games tied to the chess set, and DDP paperwork if you need landed-duty handling for the chess set.
• After-sales for chess: agreed spares policy (e.g., 1% loose replacement chess pieces by color and size), paint-chip coverage on wood chess pieces, and a first-reorder cadence based on chess set sell-through.

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Quick RFQ Template (copy-paste and edit for your chess set)

• Chess pieces: Staunton, king 95 mm, weighted wood, green felt, extra queens, matte lacquer
• Chess board: veneered wood 20″, 55 mm squares, coordinates, MDF core
• Storage: canvas chess bag + gift box with vac-form tray
• Magnetic: not required / or magnetic chess pieces with neodymium N35, compatible magnetic board
• Accessories: digital chess clock, A6 rules leaflet, spare felt dots
• Compliance: EN71/ASTM for chess pieces & board inks, FSC claim for board
• Artwork: logo on king base (laser) + logo on chess box lid (foil)
• Quantity: 2,000 chess sets, Target: $XX FOB, Timeline: follow private label chess timeline above

This end-to-end view keeps every decision anchored to a chess component, so your OEM chess set quote, samples, capacity, and documents line up cleanly—from RFQ to PO.