How Many Custom Shirts Should You Order for an Event?

For most events, order the number of confirmed attendees, then add a modest allowance for organisers, sizing changes and late registrations. A practical starting point is to order 10–15% more than your confirmed headcount, with the final amount adjusted for how firm your attendance list is and how costly a shortage would be.

For example, if 80 people have confirmed, begin with 80 shirts. Add shirts for anyone working behind the scenes who needs one, then allow for a small number of extras. If the event is still accepting registrations, or shirts are difficult to reorder, you may need a larger buffer. If the shirts are expensive, highly customised or unlikely to be worn again, keep the spare quantity tighter.

Start with a reliable headcount

Do not base your order on the maximum capacity of the venue or the number of people invited. Use the most dependable figure available, such as paid registrations, confirmed team members or completed RSVP responses.

Separate your list into clear groups:

• Confirmed attendees: people who have accepted and are reasonably likely to attend.
• Organisers and crew: volunteers, presenters, coaches, marshals, stallholders or other people who need to be identifiable.
• Unconfirmed people: invitees who have not replied or may decide at the last minute.
• Potential replacements: people who may receive a shirt if an attendee cancels, changes size or damages theirs.

Keeping these groups separate makes the order easier to explain and adjust. It also prevents organisers from quietly assuming that crew shirts are included in the attendee total.

Use a simple quantity formula

A useful planning method is:

Total order = confirmed attendees + organiser and crew shirts + sizing allowance + late-change allowance

For a small event, you can calculate this in a spreadsheet or even on paper. For example:

• 60 confirmed attendees
• 6 organisers and volunteers
• 4 shirts for sizing changes or recording errors
• 5 shirts for late registrations and other changes

The recommended order would be 75 shirts. The exact allowances will depend on your event rather than a fixed rule. A private gathering with a locked-in guest list needs less flexibility than a public event where registrations remain open until the day.

Check sizes before you order

Headcount alone is not enough. A total of 75 shirts is only useful if the size breakdown is sensible.

Ask each person for their preferred size using the actual size chart supplied for the garment. Avoid relying only on labels such as small, medium or large, because sizing varies between cuts and manufacturers. If possible, provide chest measurements and explain how the garment is intended to fit.

Before placing the order, check for:

• duplicate size entries
• blank or unclear responses
• people who have selected a size outside the available range
• different preferences for a relaxed or fitted style
• children’s and adult sizes being counted together

Keep a few spare shirts in the most commonly requested sizes, but do not let the spare allocation distort the whole order. If your list includes several larger or smaller sizes, order according to the actual responses rather than assuming everyone follows the same distribution.

Allow for organisers and people behind the scenes

People who are not counted as attendees may still need a shirt. This commonly includes registration desk staff, photographers, event coordinators, coaches, drivers and volunteers who move between groups.

Decide whether these people need the same shirt as attendees or a different colour or design. A distinct shirt can make the team easier to identify, but it may also create a separate minimum order or complicate the sizing list. If the supplier has a minimum quantity per colour, account for that before finalising the artwork and quantities.

Decide how many spares are worthwhile

Spare shirts are useful when they solve a realistic problem. They may cover a forgotten size, a shirt damaged during the event, a late arrival or an unexpected volunteer. They also give you a few options if someone’s original shirt is misprinted or unsuitable.

They are less worthwhile when the event has a fixed guest list, the shirts are costly, the design is date-specific or you have no realistic use for leftovers. Custom shirts cannot always be returned, exchanged or reordered in a small quantity, so excess stock can become an avoidable expense.

Ask these questions before adding extras:

• Can shirts be reordered in time if we run short?
• Will the design still be useful after the event?
• Are late registrations likely?
• Would a shortage create a serious problem, or merely mean one person misses out?
• Can leftover shirts be used by volunteers, future events or new members?

Review the order before approval

Have one person own the final quantity and size check. Circulate a clear list showing the total number, each size, each colour and the people included. Ask for corrections by a firm deadline, then treat the list as closed unless there is a strong reason to change it.

Check the artwork and garment details at the same time. A quantity change may affect minimums, packaging or the balance between sizes. Confirm the delivery address, required arrival date and who will inspect the order when it arrives. Build in time to report missing, damaged or incorrect shirts before the event.

Practical summary

Count confirmed attendees first, add every organiser who needs a shirt, verify sizes from the correct chart and include a measured allowance for late changes. For many events, a 10–15% buffer is a reasonable starting point, but use less for a firm, high-cost order and more when attendance is still changing or reordering is difficult. Keep the size list separate, set a response deadline and order only extras you can realistically use.