Whether you’re planning your first reunion or your 10th, placing the order, receiving family reunion t-shirts, organizing shirts and distributing them can be a major project. Underestimating the time involved in gathering individual orders can result in extra charges for rush service, nail biting and lots of stress. The following tips will take you through the order and distribution process step by step.
What’s Your Budget?
Determine how much you would like to spend per shirt. Ordering t-shirts in bulk will save lots of money. The more shirts you buy, the more you save in most cases. If you are planning for a small group that’s no problem. We offer t-shirts in quantities as low as 12 pieces. Many families sponsor fundraisers all year long to offset the cost of t-shirts and other items. If you have hosted any fundraisers, make sure to factor in any funds raised during the year into your budget.
Choose a Vendor
Decide on a vendor that will give you not only the best price, but quality items, and the service and support needed to answer any questions or handle any issues that may arise. Ordering for a large group takes planning and especially if you are a newbie, you need to work with a company that will be there to help with planning if needed, as well as capturing all the order details to ensure on time delivery within your budget.
Create a T-Shirt Order Form
The forms should include t-shirt sizes (both youth, adult, plus, and talls), payment information and a section to suggest the theme and color of the shirts. Send the forms to your family 10-12 months in advance, and request that they be returned by a specific deadline.
- Reunion Tip: When creating the order deadline, make sure to allow enough time to tabulate the order and create your design. To ensure that orders get back to you in time, include reminders in your reunion updates, and discussing the orders at other family gatherings. You should make your order deadline at least 8 months ahead of the reunion date. Receiving forms 8 months from of the date you plan to place your order will give you plenty of time to receive the orders, separate and label the shirts and place them into your welcome packets.
Tabulate the Order
As you receive order forms, record the orders on an Excel spreadsheet roster or another form, making sure to keep track of sizes and payments. Use our free t-shirt order form and t-shirt roster spreadsheet that calculates total sizes and payments received, makes gathering information a snap.
- Reunion Tip: A one color, one location imprint like the one shown above is the most cost effective combination. For each additional color, and each additional location (front, back, sleeve, left chest, etc) additional costs will be incurred for each shirt.
Create the Reunion Design: Enlist a creative family member to design a graphic/logo to express the spirit of the occasion. If no one from your family is available to create your design, use our font list and stock art to give you some ideas. If you would like to use our designs, make sure to allow extra time (2 working days) for our team to create your design once the order is received.
Place Your Reunion T-Shirt Order
Optimally, your order should be placed at least 6 months in advance to allow for a smooth hassle free order process. If by chance your deadline has passed and you need to place an order in a hurry, no worries. We can process a rush order, submit a request for quote as soon as possible once you have your shirt total and design details. We will send you a quote that includes expedited service.
- Reunion Tip: It’s better to allow plenty of time to manage any issues, sometimes that is not possible. If you have at least one month before your event date, and you have your imprint ready, we can usually process your order and have it delivered in time using regular service. Anything over one month might require expedited production and/or shipment. Contact us as soon as you have your shirt totals and artwork, and we’ll work to meet your deadline.
Family Reunion T-Shirt Distribution
How will you distribute t-shirts at the reunion? Receiving your shirts in advance, will allow you to open the shipment, review the shirts, and using your spreadsheet separate and organize the shirts in a meaningful way (by person, family, style etc.). If there are any issues with the shipment, you will have time to address them before the event.
- Reunion Tip: Purchase out of town, or welcome bags to put the shirts in for distribution. Include items like the reunion program, maps, tickets, snacks and other helpful items into the bag for guests arriving at the reunion. We have tote bags, and plastic bags that can be custom printed with your reunion logo. Print labels for the bags from the t-shirt roster spreadsheet for easy distribution. Organize the shirts when you receive them by bagging and labeling. Send the shirts to your family members or distribute them at the reunion.
Contact us with any questions about shirts, cups, pens, bags and other items for your next event!