New Zealand edition. This guide is written for volunteer-run clubs in New Zealand. Where rules differ — grants, tax, incorporation, safeguarding — follow the New Zealand-specific pointers below or check with your national body.
There is a box in the storeroom. It has been there for three seasons. It contains eleven playing tops in the smallest junior size, four in the largest adult size, and a stack of shorts in a colour the club stopped using. Every uniform coordinator inherits a version of that box, and every one of them knows exactly how it got there: somebody had to guess, the guess was made under time pressure, and the club paid for the guess.
Uniform ordering looks like shopping and behaves like manufacturing. You are placing a bulk order with a supplier who has a minimum run, a lead time measured in weeks, and no interest in taking stock back. Between you and that order sit two hundred families who will give you their child's size from memory, change their mind after the deadline, and turn up in week one asking whether you have a spare. The money involved is not trivial either — for most community clubs the uniform order is one of the largest single payments they make all year, and it goes out before a cent of it has been earned.
This guide is the operational half of the job. It is not about what your uniform should look like or who has to wear what — the club uniform policy template covers that. This is about running the order itself: the calendar, the sizing kit, the pre-order window, taking money before you commit, and dealing sensibly with the late requests, the swaps and the leftovers.
Treat the order as a project, and work backwards
The single biggest cause of uniform pain is starting too late and then paying for speed. Fix the date you need kit in players' hands, then count backwards. An illustrative timeline for a club ordering custom-sublimated playing tops looks like this — adjust each gap to your own supplier's quoted lead times, in writing.
| Weeks out | Milestone |
|---|---|
| 16 | Confirm design, colours and supplier. Lock the range so nothing changes after this point |
| 14 | Sample kit arrives. Check fit, print quality and colour against the artwork |
| 12 | Pre-order window opens. Sizing day announced with the closing date in the same message |
| 10 | Sizing day at the club, with samples in every size |
| 9 | Hard close. Orders and payments in |
| 8 | Reconcile orders to payments, add the buffer quantities, place the purchase order |
| 3 | Delivery due. Build in two weeks of slippage before you promise anyone anything |
| 2 | Sort by family, check against the order list, chase anything short-shipped |
| 1 | Distribution at training or a collection day. Uncollected items logged, not left out |
Two things about that table are worth defending in a committee meeting. The delivery date is three weeks before the deadline, not on it, because international freight, printing queues and stock outages are normal rather than exceptional. And the pre-order window closes a full week before the order is placed, because reconciling orders against payments always takes longer than anyone thinks.
Southern-hemisphere season shapes make one thing harder: the window when you should be placing a winter-season order falls across the summer holidays, when families are away and half the committee is not answering email. Work an extra fortnight into your timeline for anything crossing the end-of-year shutdown, and get the sizing day done before school finishes rather than after it resumes.
Sizing is where the money is lost
Nearly every expensive uniform mistake is a sizing mistake. Two forces work against you. Custom sportswear sizing rarely matches high-street sizing, and it varies between manufacturers and even between garment types from the same manufacturer. And parents order from memory — the size their child wore last year, or the size they hope they will grow into.
The sample kit earns its cost in one season
Ask your supplier for a full sample set — every size, in the actual fabric and cut you are ordering, not a similar garment. Some will provide it free against a committed order; others charge and credit it back. Either way, buy it if you have to. A sample kit costs less than the smallest size run you will otherwise write off.
Keep it in a labelled tub with a laminated card listing the size on every garment, because the tags will be gone by year two. The tub lives at the club, not at the coordinator's house, and it comes out at every sizing day, every registration day and every trial night.
Run a sizing day, and make it the easy option
A sizing day is thirty minutes of a volunteer's time per twenty players and it removes most of your returns.
- Schedule it alongside something people already attend — registration, a pre-season training night, the first team meeting.
- Set the samples up by size order, not by garment type. People try on down a line.
- Have one volunteer recording sizes directly into the order list as each player is fitted, so nothing depends on somebody remembering later.
- Have the order form open on a tablet or laptop and take the payment there and then. The order is not an order until it is paid.
- Photograph a wall chart of the size grid with body measurements and put it on the club website for anyone who cannot attend.
The rule about sizes given by text message
Anyone ordering without trying on a sample takes the risk. Say it plainly and in writing, in the order form itself: sizes chosen without a fitting are ordered at the member's risk, and swaps depend on availability. This is not harshness — it is the sentence that converts a swap from an obligation into a favour, and it dramatically increases sizing-day attendance.
Pre-order windows and minimum runs
One window, one hard close
Rolling orders are the enemy. Every extra order placed after the main run either attracts a second setup charge, misses the same freight, or arrives in a slightly different dye lot that looks wrong beside the rest of the team. Run one window per season, publish the closing date in every message about it, and count the closing date as final.
Give the window a shape that produces urgency without drama:
- Open with a full explanation — what is being ordered, the prices, the closing date, what happens if you miss it, and the sizing day details.
- A reminder at the halfway point, addressed to people who have not yet ordered rather than to everybody.
- Forty-eight hours out, a short direct message to the outstanding list. This one message routinely collects a quarter of the total order.
- Close it, and mean it. If the deadline moves once, next year's deadline is fiction.
A club shop with a scheduled open and close does this without anyone policing it — see selling club merchandise online for the wider setup.
Working with a minimum order quantity
Most custom suppliers impose a minimum run per design, sometimes per size. That constraint drives your whole strategy, so get it in writing before you design anything.
| If your supplier says… | What it actually means for you |
|---|---|
| Minimum run across the whole design | Combine junior and senior versions into one design where you can, and order the buffer up front |
| Minimum per size | Restrict the size range you offer, or you will buy stock in sizes nobody ordered |
| Setup or artwork fee per order | One order per season, never two — the fee is what makes late runs uneconomic |
| Price breaks at higher quantities | Model the break point before you set your retail price, then decide whether the extra units sell |
| Stock item with no minimum | Order small and reorder, and take the standardised sizing as a genuine benefit |
Reading the size curve
Never order a flat spread across sizes. Real demand is a curve with a fat middle. Use last season's actual order list as your starting point, adjusted for what you know about this year's intake. An illustrative junior curve for a hundred-unit order might look like this — your own club's history beats any general rule.
| Size band | Share of the order | Buffer to add |
|---|---|---|
| Smallest two sizes | Around a tenth | One or two, no more |
| Middle three sizes | Around two-thirds | The bulk of your buffer goes here |
| Largest two sizes | Just under a quarter | A couple, and expect them to sell |
Buffer stock is deliberate over-ordering to cover new members, growth spurts and replacements. Keep it modest — somewhere around a tenth of the run, weighted to the middle sizes — and treat it as stock you intend to sell, not as insurance you hope never to use. Buffer in the extreme sizes is exactly how the box in the storeroom fills up.
Collect the money before you commit
This is the rule that separates clubs that make a small margin on uniforms from clubs that quietly fund them out of general revenue.
Payment at order, always
Take payment at the moment the order is placed, not on delivery. One behaviour change removes four problems: chasing families after the goods are handed over, funding the supplier from the club's operating account, deciding what to do with an unpaid item somebody has already worn, and a treasurer pursuing a friend for a small amount.
Online ordering with card payment makes this the default rather than a policy someone has to enforce. A club shop attached to your website closes the loop — order and payment become one action, and the coordinator gets a list rather than a shoebox of notes and screenshots.
The arithmetic that keeps you safe
Work in ratios rather than guesses. A simple worked example for a hundred-unit run, using round illustrative figures:
- Supplier price per unit: 1.0 (your base unit of cost)
- Freight and setup spread across the run: 0.1
- True landed cost: 1.1
- Retail price to members at a modest fundraising margin: 1.6
- Gross margin per unit: 0.5, or about a third of the retail price
Now the safety test. If you order 110 units and sell 100, your unsold 10 units cost 11 units of cash, which is roughly 22% of the 50 units of margin you made. Fine. If you order 140 and sell 100, the unsold 40 cost 44 — nearly the whole margin. The lesson is arithmetic rather than opinion: the margin on a uniform run is thin enough that over-ordering by a third wipes it out. Print that sentence and put it beside the order form.
If your club is subsidising junior kit deliberately, that is a good decision — just make it a budget line rather than an accident discovered at the end of the season.
What belongs in the purchase order
Send a written purchase order, even to a supplier you have used for years, and keep the confirmation. State the exact garments and design reference, quantity by size, unit price, freight, the delivery date, what happens if they miss it, the colour-matching tolerance you accept, and who pays return freight on a manufacturing fault. Suppliers are generally reasonable people, but memory is not a contract.
Uniform sales are usually a taxable supply if your club is registered for GST in New Zealand, and the treatment of fundraising sales is not always obvious. Confirm the position with your accountant or Inland Revenue rather than assuming, and if you are importing kit directly rather than buying through a local supplier, check what applies at the border before you commit to a landed price.
Late orders, swaps and the box in the corner
The late-order rule
Late requests are guaranteed. Handle them with a published rule rather than a case-by-case negotiation.
- Keep a waiting list, not a promise. Late requests are filled from buffer stock if the size is there, at the same price.
- If buffer stock does not cover it, the request rolls to the next order window, with the date given up front.
- Charge the real cost for an urgent one-off run if you offer one at all. A single-unit rush order can cost several times the run price, and the club should not absorb that.
- Make one genuine exception: a new member joining mid-season is not a late order, they are a new member. Hold a small number of the most common middle sizes specifically for them, and count it in your buffer plan.
A swap policy that is fair and finite
Write four lines and stick to them:
- Swaps are available for unworn, unwashed items with tags within a stated number of days of collection.
- Swaps are subject to availability — the club exchanges from stock on hand and does not place a new order for a swap.
- No refunds on custom-printed items unless faulty, because they cannot be resold.
- Manufacturing faults are handled by the club with the supplier, not by the member. Take a photo, log it, chase it, and give the member a replacement from buffer stock immediately.
Record every swap in the same list as the original orders. A pattern in the swap data — a size band consistently running small — is the most valuable sizing information you will ever get, and it should change next season's curve.
Clearing the leftovers
Leftover stock is not a moral failure, it is inventory. Manage it like inventory.
- Keep a leftover ledger with the item, size, quantity, season and original cost. Without it, nobody knows what is in the tub and the club re-orders sizes it already has.
- Sell it at every opportunity — registration day, presentation night, the canteen counter, a permanent listing in the online shop. Old stock sells when it is visible and does not sell when it is in a cupboard.
- Discount on a schedule, not on sentiment. A published rule such as "full price for the first season, reduced in the second, free to new members after that" clears stock without a debate each time.
- Run a second-hand rack alongside it. Families outgrow kit constantly, and a swap rack turns a cost barrier into goodwill.
- Write off what is genuinely dead — old logos, discontinued colours, damaged items — at the end of the season so your stock figure is honest in the accounts, and record where it went if you donate it.
The handover file
The uniform coordinator role turns over constantly, and each new person otherwise repeats the same three mistakes. Keep one folder containing: supplier contacts and quoted lead times, the artwork files and design references, last three seasons' order lists with actual sizes, the swap log, the leftover ledger, the current price list with the margin working, and a one-page "what went wrong last time" note. Add it to your committee handover checklist so it moves with the role. That folder is worth more than any single season's savings.
Taking uniform orders without the spreadsheet
The pieces that hurt — collecting sizes accurately, taking money at the moment of order, knowing who has paid and who has collected, and closing the window on time — are all the same problem: an order list that lives in one volunteer's inbox. A club shop on your own website takes the order and the payment together, a sizing-day form captures fitted sizes straight into a list, and broadcasts send the deadline reminders to exactly the families who have not ordered yet.
ClubHelix puts all of that in one admin alongside your club website, memberships and events, with a free tier to begin on and clear pricing as you grow. If your next uniform run is a few months away, this is the ideal moment to set the club up and have the shop ready before the window opens.
Frequently asked questions
How do club uniform pre-orders work?
You publish a window with a firm closing date, collect sizes and payment during that window, then place one bulk order with the supplier after it closes. Members pay at the point of order rather than on delivery, and the club adds a small buffer quantity in the middle sizes for new members and replacements. One window per season avoids second setup fees and mismatched dye lots.
How many spare uniforms should a club order?
A modest buffer of roughly a tenth of the run, weighted heavily towards the middle sizes, covers new members and replacements without creating dead stock. Over-ordering in the smallest and largest sizes is the most common way clubs lose their entire uniform margin, because those are the units that never sell.
Should members pay for uniforms up front or on collection?
Up front, at the moment the order is placed. Payment on collection leaves the club funding the supplier from its own account, creates chasing work after the goods have been handed over, and puts the treasurer in the position of pursuing people they know socially. Online ordering with card payment makes up-front payment the natural default.
What should we do with leftover club uniform stock?
Keep a written ledger of what you have, list it permanently in the club shop and bring it out at every club event, discount it on a published schedule rather than case by case, and run a second-hand rack alongside it. Write off genuinely dead stock — old logos and discontinued colours — at the end of the season so the accounts stay honest.
Do we have to accept uniform swaps and returns?
Set a policy and publish it with the order form. A common approach is swaps for unworn, tagged items within a stated period, subject to available stock, no refunds on custom-printed items unless faulty, and manufacturing faults handled by the club directly with the supplier. Making the rule visible before people order prevents almost every dispute.
How far in advance should we start a uniform order?
Work backwards from the date players need the kit and allow around sixteen weeks for a custom run, including two weeks of slippage before the date you promise anyone. Confirm your supplier's lead time in writing rather than relying on last year's, and get sizing samples in hand well before the ordering window opens.
Keep reading — the club uniform policy template settles who wears what, and club shop versus a third-party merch store works through where the ordering should live.
