Short answer: Maintain separate totals for volunteer garments, confirmed supporter orders and deliberately chosen stock or spares. Give each group a clear purpose, approved design and actual size breakdown. Decide who accepts the cost and unsold-stock responsibility before adding speculative pieces to the order.
Part of Events and team apparel. Planning an order? Explore Event & Team Shirts in Calgary.
Use three separate quantity records
| Record | Include | Decision owner |
|---|---|---|
| Volunteer garments | Confirmed roles, wearers, styles and sizes | Volunteer coordinator |
| Committed supporter orders | Actual promised garments and confirmed selections | Supporter-order coordinator |
| Optional stock and spares | Deliberately selected sizes and intended use | Person authorized to accept the cost and leftovers |
Keep a pending supporter size visible rather than turning it into a popular-size guess. If you are considering sale-day stock, distinguish your planning assumption from an actual commitment. This guide does not forecast demand, recommend a resale price or promise a fundraising return.
Illustrative example: 50 committed pieces, six proposed extras
Optional stock stays a separate decision
Illustrative example · Not a documented customer order
An organizer needs 14 volunteer shirts and has 36 confirmed supporter orders. Those commitments total 50 pieces. A proposal for 6 additional sale-day shirts would bring the total to 56 only if the authorized organizer approves it.
The six proposed extras remain in a separate row with chosen styles and sizes, a budget owner and a plan for leftovers. They are not described as confirmed sales, and they do not replace any of the 50 committed pieces.
Decide what distinguishes a volunteer
- Define whether the volunteer role must be readable or whether the shared event identity is enough.
- Review role wording alongside the main design instead of adding it as an afterthought.
- Check the proposed artwork at physical print size and on the selected garment colour.
- Keep volunteer and supporter artwork versions labelled if they differ.
- Confirm names, sponsor logos and event wording with the appropriate owners.
Adobe's printed-image resolution guidance explains why output size matters to a raster file. Design hierarchy still needs its own review: more pixels will not make a role label physically larger.
Collect choices and plan the handout
Provide the proposed garment's size chart before collecting final choices. The BELLA+CANVAS measurement sheet is one style-specific example, not a universal chart or an ANCO stock list. Keep garment and fit-range references with the size entries.
- Reconcile committed rows and identify any missing selections.
- Obtain a separate decision on optional stock and spares.
- Set the requested in-hand date, allowing for the organizer's sorting and distribution needs.
- Keep volunteer allocations separate during the handout.
- Record how uncollected supporter garments and unsold stock will be handled by the organizer.
Discuss the full scope with ANCO's event and team apparel service. Use the team design approval matrix for artwork owners. Track the needed date, approvals and distribution using the event-order checklist.
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.