Event t-shirts have one feature that sets them apart from other orders: the deadline is fixed and public. A fun run, festival, conference or volunteer day is not postponed because the printing ran late. On top of that, the tee is often included in the entry fee, so every participant expects to receive it in the size they chose. For organisers and suppliers alike, success depends on three things: accurate size data, a realistic schedule and well-planned distribution on the day.
Sizes: use the registration data
The best source for the size split is the registration form. If the organiser controls it, recommend:
- a mandatory size field with a size chart in centimetres beside it;
- separate options for men's and women's fits, if both exist;
- a cut-off date for size selection, after which the order closes;
- a clear note that sizes cannot be changed at collection, or only while stock lasts.
For participants who register after the cut-off, order a buffer based on previous editions. With no history, a 10–15% buffer spread across M, L and XL is a cautious starting point.
Timeline: work back from event day
Agree a written schedule with the organiser. An example structure for an event with 1,000 participants:
- sign-off of the final design and tee colour;
- size registration closes and the final list is sent;
- garment making, which can start on an estimate and be adjusted to the final list;
- printing, with a count by size after printing;
- packing by size and delivery, at least a few days before the event.
For events that repeat every year, such as marathons or festivals, the fabric can be planned months ahead, even in the event's exact brand colour. For an event organised at short notice, choose a fabric colour that is available immediately.
Design: what works on event tees
- Event name and year on the front; sponsors or a message on the back.
- Sponsors need vector logos and clear size rules; collect them early.
- If the tee is worn during a race, avoid large solid prints that do not breathe.
- A design people want to keep wearing after the event is the cheapest advertising for next year's edition.
Logistics on the day
The part many underestimate is the hand-out. A few rules proven in practice:
- pack tees by size in cartons clearly labelled with size and quantity;
- if the tee goes into the participant pack, ask for it to be bagged with the race number, sorted by entry number;
- set up a separate exchange desk at the collection point;
- count remaining stock by size at the end of each day.
What to do with leftover tees
The buffer you need almost always leaves a few dozen pieces unused. Decide their destination in advance: volunteer packs, prizes for the next edition, sale at the event or donation. If the tee carries the year on the front, its value drops after the event, so some organisers prefer a design without the year for the buffer stock.
What we would use for event tees
For a sports event or summer festival, where the tee is worn actively and washed often afterwards, we would choose our 160 g emerald green single jersey in combed cotton and polyester. The light weight is comfortable in the heat, the combed cotton feels pleasant on the skin, and the polyester helps it dry and hold its shape. The bright colour is easy to spot in photos and crowds, and it takes DTF or white plastisol screen printing well.
The emerald green jersey is made to order, from 150 kg per colour, which suits annual events planned well ahead. The same quality can be produced in any of the 220 colours on our card, including the event's exact shade, with a lab dip. For very short deadlines, ask for the stock list and pick a colour available immediately. For a quote, send us an enquiry with participant numbers and the event date.
Frequently asked questions
How many spare tees should I order for an event?
It depends on the event's history and how many people register after the size list closes. With no previous data, a 10–15% buffer on medium and large sizes is a cautious starting point. Adjust it in later editions based on what was left over.
Do running event tees have to be polyester?
For performance runners, technical polyester tees are standard. For fun runs and festivals, where the tee is worn after the event too, a cotton-polyester blend is more comfortable and easier to print, and people are more likely to keep wearing it.
Can I print each participant's name on the tee?
Yes, with DTF or heat transfer vinyl, but individual personalisation adds production time and the risk of errors. If you offer it, close the name list earlier than the size list and check spelling carefully before printing.
