How to Prepare a Teamwear Order

Suppliers can only be as accurate as the information they receive. A club that arrives with a complete, organized brief gets faster quotes, tighter timelines and fewer mistakes. Work through this list before you contact anyone.

1. Collect sizes properly

Guesswork in sizing causes most teamwear complaints. Measure each member (chest, waist, height at minimum), record which size chart the measurements refer to, and decide your policy for between-sizes members. Count per size, and add a realistic buffer — new members join, gear gets damaged. Youth teams outgrow sizes fast; consider ordering for the mid-season, not the day of measuring.

2. Prepare design files

• Logos in vector format (AI, EPS or print-quality PDF) — bitmaps from websites will not print cleanly.
• Exact colors as codes (Pantone or CMYK), not just 'our blue'.
• Sponsor logos with written approval to use them, placed in a list with their positions.
• Name and number lists, double-checked letter by letter — this is the most common source of costly reprints.

3. Define quantities and budget

Know your per-product quantity, your total budget ceiling, and which items are essential versus nice-to-have. Quote requests that state a realistic budget range get more useful answers than 'make us an offer'.

4. Set a real deadline

Work backwards from the date you actually need the garments (first race, season start, sponsor event), then add a buffer for shipping and customs if ordering across borders. Communicate the deadline and the reason — suppliers prioritize better when they understand what the date is attached to.

5. Assign one contact person

Decide who signs off on design, who confirms sizes and who receives the delivery. One voice on the club side is the single biggest accelerator of the whole project.

6. Know what to ask a supplier

• Order quantities and price breaks — how does price move at 20, 50, 100 pieces?
• What is included in the quoted price: design work, samples, numbering, packaging, shipping?
• Production and delivery timeline for your specific order, in writing.
• What happens if an item is faulty or a size is wrong after delivery?
• Reorder terms — can you order three more jerseys in six months, and will the colors match?