An event apparel order usually serves more than one purpose. Staff need to be easy to recognise, volunteers need something comfortable for the shift, and attendees may want a keepsake. Decide which job each item needs to do before choosing a garment or approving the design.

Separate staff clothing from attendee merchandise

A registration team may need a clear chest or back identifier, while a retail event shirt needs to appeal to someone who will wear it afterwards. You can coordinate the colours and artwork without making every item identical.

List the groups receiving apparel and how it will be distributed. Include staff, volunteers, performers, sponsors and any planned merchandise allocation. Keep named recipient quantities separate from stock intended for sale or on-the-day distribution so the total is easy to check.

Choose for the venue, activity and weather

Think about the actual work people will do. Indoor registration, outdoor setup and an evening performance can involve different clothing needs. For a Metro Vancouver event, consider whether people will be moving between indoor and outdoor areas, and whether a layer would be more useful than a T-shirt alone.

Check fit, fabric feel and available sizes using the chosen garment’s size chart. Collect sizes from named recipients where practical. If you need an allocation for unknown attendees, document the basis for your size mix and the risk of leftovers; there is no universal size ratio that fits every audience.

Read our T-shirt fabric-weight guide for blank selection, or compare hoodies, crewnecks and quarter-zips when choosing a layer.

Make the design useful at its final size

Review the artwork on the actual garment colour. Check that important wording remains readable at the intended print dimensions, and that placements fit around pockets, seams and other construction details.

Before approving a dated design, check the event name, date, year, sponsor names and every spelling. Confirm permission to use artwork and logos. Keep one final approved file and make it clear which version is being ordered, especially when several people are reviewing it.

Our artwork preparation guide explains the files and dimensions to supply. Ask the decorator to review the method for the complete garment and design.

Work backwards from the in-hand date

The event date is not always the delivery deadline. You may need apparel earlier for packing kits, distributing volunteer shirts or transporting supplies to the venue. Give the printer the date you need the finished order in hand.

Allow for garment availability, artwork revisions, proof approval, production and transit. Ask for a schedule specific to your order. A production estimate does not include every shipping or event-setup requirement, and a rush request needs to be checked before you rely on it.

Confirm the delivery address, receiving contact and any venue receiving restrictions. Plan time to count the order and sort sizes before distribution.

Compare the complete order

Use the same garment, quantities and decoration positions when comparing quotes. Ask which costs are included: artwork preparation, setup, additional locations, size surcharges, tax and shipping. Keep changes in one order summary so a revised design does not get paired with an outdated size list.

Your event-apparel brief

• Event purpose, location and the date apparel must be in hand.
• Recipient groups and quantities by size.
• Garment style, colour and intended activity.
• Artwork, exact wording, print dimensions and placements.
• Budget priorities and approval contact.
• Delivery destination or pickup preference.