Organising shirts for a group is more of a project than an individual order — sizing, approvals and timing all need coordinating before artwork goes to print.
Start With a Rough Headcount and Timeline
Work backwards from your event date. Print production and any embroidery take time, so confirm your order at least a few weeks ahead where possible, longer if you're combining multiple print methods or a large quantity.
Collect Sizes Before You Order
For a school or club, circulate a size list ahead of time rather than guessing an even split — group sizing often skews differently than a standard adult size run, especially for younger age groups. Confirm whether you need unisex, youth or a mix of sizing ranges.
Get Design Approval Early
If a committee, coach or school administration needs to approve the design, build that step into your timeline before confirming the order — last-minute design changes are the most common cause of missed event deadlines.
Decide on Personalisation
Individual names or numbers add a step to production, so confirm early whether every shirt needs personalising or only a subset (captains, staff, seniors). See our artwork guide for how to prepare a name list.
Budget for Extras
Groups often need a small number of spare shirts beyond the confirmed headcount — for late sign-ups, size exchanges or replacements. Factor a few extra into your order rather than reordering separately later.
A Simple Planning Checklist
- Confirm event date and work backwards to a production deadline.
- Circulate and collect a size list.
- Get design sign-off from whoever needs to approve it.
- Confirm which shirts (if any) need individual names or numbers.
- Add a small buffer quantity to the final count.
Frequently Asked Questions
How far ahead should we order for an event?
As early as your planning allows — the more colours, garments or personalisation involved, the more lead time is useful. Confirm your specific timeline with our team once your design and quantity are set.
Can we order in stages if final numbers aren't confirmed yet?
Speak with our team about your situation — in general it's easier to plan around a confirmed headcount, with a small buffer, than to reorder multiple times.
Who should approve the design before we order?
Whoever has final say for your organisation — a coach, committee or school administrator — should sign off before the order is confirmed, since changes after production starts are harder to accommodate.
See our Custom Hoodie & T-Shirt Printing page, or contact DXB Stamps to start planning your group order.
