Plan Your Event Shirts Around the Date You Need Them in Hand

Give us the date the shirts need to be in your hands, even if that is earlier than the event. Your team may need them for volunteer pickup, registration bags or setup. That is the deadline to plan around.

Then choose one person to collect the final size counts, artwork and sponsor approvals. A clear handoff keeps the printer from working from three different versions of the same order.

Write down the handoff dates first

Standard screen printing takes 10–14 business days after mockup approval and payment. Add the time your group needs before approval, plus receiving and sorting time afterward. We will review the required date with your order; a calendar estimate is not a confirmed completion date.

For a closer deadline, ask us to confirm rush availability, the date and any rush fee before making plans.

Count people by what they need

Keep staff shirts, volunteer shirts, participant orders and merchandise for sale on separate lines. Use registrations or collected sizes where you have them. For speculative sales stock, choose a quantity your event can afford to have left afterward.

A role label, sponsor version or different back print can create another design group. Our screen printing minimum is 36 pieces per design, not 36 pieces across unrelated artwork.

For example, 36 volunteer shirts and 12 sponsor shirts with different artwork are two groups to review. Send both counts. We can assess screen printing, DTF applied to apparel or embroidery against the actual garments and artwork.

Illustrated Florida lettering on a cream shirt.

Get sponsor artwork approved before the mockup signoff

Ask each sponsor for the logo file they want used and the person who can approve its appearance. Keep a list of the agreed placements and any required wording. Use one final folder or message thread for the files you send us.

• Check the event name, date and year.

• Confirm sponsor names, logo versions and placement.

• Include the approximate print size and each print location.

• Review the complete mockup on the selected garment color.

• Send one combined set of corrections through your final approver.

If a sponsor changes after approval, contact us before assuming it can be added to the current run. A revised design can affect the setup, quote and schedule.

Choose the garment around the event

Think about the activity, venue, required coverage and the fit your group prefers. A shirt for a volunteer shift and a shirt sold as merchandise may need different choices. Send those uses with the quote request so we can narrow the garments down.

For a festival or multi-item order, list every item separately. A tote, an embroidered cap or custom stickers can be useful when it serves a clear purpose. Confirm availability, quantity and timing for each product; the screen printing rules do not automatically cover everything in an event bag.

Black lettering on cream tote bags.

Give the receiving person a usable list

Before the order is due, agree on pickup, delivery or shipping and who will receive it. There is no walk-in storefront at Imprint; pickup is by arrangement.

Make a packing and distribution plan for your own team. For example: staff shirts go to the volunteer coordinator; prepaid participant shirts go to registration; sale stock stays with the merch lead. If you need particular sorting or packing from us, ask for it with the quote.

When the shirts arrive, compare the counts, garment choices and design groups with the approved order while there is still time to raise a question. Keep the final order sheet with the person running distribution.

Send one complete event brief

Include the in-hand date, receiving location, quantity by design and size, garment choices, artwork, sponsor requirements and final approver. If shirt sales are raising money, use the fundraiser order guide for the preorder and distribution plan.

Send your event shirt details and we will review the garments, print approach and timing with you. Keep the approved version together so the whole team is working from the same plan.