How Many Custom Shirts Should You Order for an Event or Business?

Ordering custom shirts sounds simple until you have to decide exactly how many to buy. Order too few and staff members, volunteers, customers, or attendees may be left without one. Order too many and you may end up storing boxes of unused sizes after the project is over.

The right quantity depends on who will receive the shirts, whether you know their sizes, how the shirts will be used, and whether you expect to reorder later. A company uniform program needs a different plan than a fundraiser, community event, merch launch, or promotional giveaway.

This guide will help you estimate your total quantity, build a practical size breakdown, decide how many extras to include, and choose a printing method that fits your order.

Quick Answer: Start With the People, Not a Round Number

The most reliable shirt order begins with a list of the people who are expected to receive one. From there, account for how many shirts each person needs, add replacements or event extras, and then adjust the order to fit your production method and budget.

If you do not know who will receive the shirts, use registrations, previous event attendance, past sales, or employee records instead of choosing an arbitrary number. The better your input data, the more accurate your order will be.

How to Estimate Shirts for Different Types of Orders

There is no single quantity that works for every project. Start by identifying the purpose of the order and how predictable the audience is.

Employee and Business Uniforms

For an employee uniform order, multiply the number of team members by the number of shirts each person needs between laundry cycles. Then add a small supply for new hires, damaged shirts, size exchanges, and unexpected replacements.

For example, a team that works five days per week may need more shirts per employee than a crew that wears branded apparel only once or twice per week. It is usually more accurate to plan around the work schedule than to give every employee the same arbitrary quantity.

Conferences, Fundraisers, Races, and Community Events

If the shirt is included with registration, use the confirmed registration list and collect sizes in advance whenever possible. If the shirts are for volunteers or event staff, create a named roster and add a modest buffer for last-minute additions and size changes.

For public giveaways, attendance does not always equal shirt demand. Estimate how many attendees are likely to receive or claim a shirt, then add a buffer based on how important it is to avoid running out.

Merchandise and Pop-Up Sales

Merch inventory should be based on prior sales, preorders, audience size, price point, and the fit of the garment. If this is your first launch, a smaller initial run can reduce risk and help you learn which sizes and designs actually sell.

For small batches or designs that may change frequently, DTF transfers can make short runs and reorders more practical. For stable designs and larger quantities, screen printing may offer better value as volume increases.

How Many Extra Shirts Should You Order?

For a known group, ordering approximately 5% to 10% extra is a practical starting point. The correct buffer depends on how certain your headcount is and what happens if someone does not receive the right shirt.

• Employee uniforms: Include replacements and a few common sizes for future hires.
• Registered events: Add extras for late registrations, volunteers, sponsors, and damaged items.
• Giveaways: Use expected distribution rather than total attendance, then decide whether selling out is acceptable.
• Merchandise: Keep the first run controlled unless reliable sales history supports a larger order.

A buffer is most useful when it is distributed intentionally. Ten extra shirts all in the same size will not solve a shortage across several sizes.

How to Choose a Custom Shirt Size Breakdown

The safest option is always to collect each recipient's actual size. Add a size question to registration forms, employee onboarding, preorder pages, or volunteer sign-ups. This removes guesswork and makes the order easier to approve.

When individual sizes are not available, consider the audience, garment fit, and whether the order includes youth, women's, unisex, or extended sizes. Do not combine different garment cuts into one size estimate because their fit can vary significantly.

The table below is an illustrative starting example only for a general adult unisex order. It should be adjusted using real audience information and the size chart for the selected garment.

Before approving the order, compare the final breakdown with the manufacturer's size chart. A medium in one shirt style may fit differently from a medium in another, especially when changing between unisex, fitted, youth, or heavyweight garments.

How Printing Method Affects Order Quantity

The number of shirts you need can influence which decoration method makes the most sense.

Screen Printing for Planned Bulk Orders

Screen printing is built for bold, durable designs and planned bulk orders. At Fresh Press Ink, the standard screen-printing minimum starts at 25 pieces per design. Designs with two or more colors generally begin at 50 pieces per design, and jumbo prints also begin at 50 pieces.

If your project fits a simple one-color design, the 50 One Color Tees package provides a clear starting point for business, event, and team orders.

DTF for Small Runs and Flexible Reorders

DTF printing has no minimum and works well for full-color artwork, names, numbers, small batches, samples, and quick reorders. It can also be useful when you want to test demand before committing to a larger production run.

If you are deciding between the two methods, read our guide to screen printing vs. DTF transfers.

Common Shirt-Ordering Mistakes to Avoid

• Splitting sizes evenly: Equal quantities of every size rarely reflect a real audience.
• Using attendance as demand: Not every attendee will need or claim a shirt.
• Ignoring garment fit: Size labels do not fit identically across brands and styles.
• Forgetting staff and sponsors: Event orders often miss organizers, volunteers, vendors, and last-minute participants.
• Ordering no extras: A small buffer can prevent an expensive rush reorder.
• Submitting the order too late: Artwork approval, garment availability, production, and delivery all require time.
• Sending low-quality artwork: Review the Fresh Press Ink art requirements before production.

Plan the Order Before You Approve Production

A successful custom shirt order is not simply a round number. It is a quantity built from real recipients, realistic usage, intentional extras, and a size breakdown that matches the audience.

Fresh Press Ink helps businesses, schools, teams, organizations, and event planners in Roseville and the greater Sacramento area choose garments, quantities, sizes, and printing methods that fit their project. If you have a headcount but are unsure how to turn it into a production-ready order, our team can help you build a practical plan.

Request a custom apparel quote from Fresh Press Ink.