Short answer: Work back from the date shirts must be in hand, then record garment choices, committed quantities, artwork approvals and distribution owners. Separate participant promises, volunteer needs and approved spares. Ask ANCO to confirm feasibility before relying on the schedule, and use one dated checklist to track changes.
Part of Events and team apparel. Planning an order? Explore Event & Team Shirts in Calgary.
Assign an owner to each dependency
| Decision | Owner to name | Ready when |
|---|---|---|
| In-hand requirement | Event coordinator | Needed date and sorting/distribution time are stated |
| Garment choices | Apparel coordinator | Style, colour and fit ranges are confirmed |
| Quantity record | Registration or team contact | Committed rows and pending choices reconcile |
| Artwork and sponsors | Design approver | Correct files, wording and permissions are ready |
| Final proof | Authorized order owner | Exact version, dimensions and locations are approved |
| Distribution | Named handout lead | Groups, labels and collection instructions are planned |
Set internal deadlines for collecting decisions, but distinguish them from ANCO's confirmed production arrangements. If a decision slips, ask about the impact before telling participants the same schedule still applies.
A plain-text checklist you can edit or print, with owners, dates, quantities, approvals and a distribution handoff.
Download the event-order checklist (Markdown)No form or email required.
Count commitments before optional stock
Illustrative example: 140 planned pieces
Illustrative example · Not a documented customer order
An event has promised 120 participant shirts. It also needs 16 volunteer shirts and has deliberately approved 4 spares with specified sizes. The total is 120 + 16 + 4 = 140 pieces.
An attendance guess does not reduce the 120 shirts already promised. If some participant sizes are unresolved, those choices stay pending in the breakdown rather than being replaced with a generic size. The coordinator explains the unresolved rows when requesting the quote.
- Keep participant commitments and volunteer garments in distinct rows.
- Record actual style, fit range, colour, size and artwork variant.
- List deliberately selected spares and their intended use.
- Identify any proposed resale stock separately from commitments.
- Reconcile row totals with the event's promises before approval.
Resolve the details that can delay approval
Give wearers the actual proposed garment's chart. A manufacturer measurement sheet illustrates why size choices must stay attached to a style. For artwork, Adobe's resolution guidance explains why the intended physical print size matters when reviewing a pixel-based file.
Collect sponsor originals and confirm the event wording before the proof stage. If the design or count changes, send a replacement dated version and identify the differences. Do not assume a spreadsheet edit updates an already approved order.
Plan how the shirts reach the right people
- Choose who receives and checks the completed order against the approved breakdown.
- Plan sorting by team, role or collection group using only the information needed.
- Separate volunteer garments and approved spares from participant allocations.
- Prepare collection instructions and decide how uncollected pieces are handled.
- Keep the current checklist available to the person running distribution.
Send the checklist with your event and team shirt request. Work through the team design brief for artwork ownership. For household-based occasions, the family reunion and birthday guide provides a collection method for mixed ages and styles.
Sources and scope
Manufacturer examples explain specific products and do not confirm ANCO stock, equipment or suppliers. ANCO reviews the proposed garment, artwork and order before confirming suitability.