Ordering kit for an amateur team turns on a few predictable choices: when to order, who prints the sponsor, and how to be certain the sizes actually fit the squad. Decisions made early — on supplier type, material and numbering — control cost, delivery date and how usable the finished kit will be on matchday.
This guide sets priorities in order, explains where teams typically go wrong, and ends with a clear to-do list that a captain, club secretary or kit officer can follow straight away. It assumes no equipment testing has been done; the recommendations are about choosing durable, sensible options and avoiding known pitfalls.
How to decide before contacting suppliers
Start by deciding the non-negotiables: the season length, how often the kit will be washed, whether the shirts will carry a sponsor logo, and the club’s tolerance for variable fit across players. Those answers determine material choices and printing methods because a weekly-washed training shirt needs different printing to a shirt used once a month for cup games. Check the governing body for size, colour and number rules early; many amateur competitions reference broader standards such as FIFA kit regulations when setting restrictions on number size and placement.
Next, select the supplier type: a local embroiderer or printer will give more hands-on help and faster adjustments, a national kit manufacturer will offer consistency across seasons, and online bespoke platforms will often undercut both on price but add uncertainty on fit. Factor in lead time tolerance here: custom designs and heavy embroidery extend production time substantially compared with simpler printed transfers.
Ordering checklist: sequence of priority actions
The following sequence sets priorities by how often a decision changes the end result. Follow the steps in order so that one late choice does not force rework of an earlier commitment.
Design and club colours
Finalise the shirt design and primary/secondary colours before any technical conversation with suppliers. A change of colour later can require new fabric runs and dye-lot matching, which almost always creates extra cost and delay. Keep a simple, reproducible palette and avoid gradients if matching across manufacturers matters.
Quantity and size mix
Decide the total order and the size breakdown as a package rather than ordering by assumption. Size mix matters more than minimum order value; many suppliers enforce minimums per size for customised printing. Use recent registration lists to plan sizes rather than guessing, and include a small buffer for new players and damaged shirts.
Fabric and construction
Choose fabric by use-case: lightweight, breathable polyester works for hot-weather teams; a slightly heavier knit is better where durability and repeated washing are priorities. For mixed-use kits that will be both training and match shirts, favour fabrics with known moisture management and reputable construction rather than experimental blends. If a seam type or collar style is essential, confirm it early.
Numbering and lettering method
Pick the numbering method to match wash frequency: sewn-on numbers or embroidery last longer under heavy laundering, while heat-transfer vinyl is cheaper but more prone to cracking. If numbers must meet competition rules on size and contrast, confirm the supplier can reproduce the exact dimensions before approving final artwork.
Sponsor printing and logos
Decide who supplies sponsor artwork and whether the club or the sponsor pays for print setup. Vector artwork provided by the sponsor avoids rework. Clarify whether the sponsor requires a protective coating or different placement on goalkeeper jerseys; these changes affect layout and may alter cost and lead time.
Samples and size checks
Obtain physical sizing samples whenever possible and require the supplier to send a numbered run of sample sizes for the most common body shapes in the squad. Photos or size charts are not substitutes for physical try-ons. Agree in writing who covers return postage for incorrect samples and what adjustments are permissible after a first production run.
Lead times and delivery schedule
Lock in calendar dates for artwork approval, production start and delivery. Custom printing and embroidery add days or weeks; allow extra time for reprints. If the club has a fixed event or first match date, plan to have kits delivered well in advance and build an internal deadline for sign-off that sits earlier than the supplier’s final approval cut-off.
Where people go wrong
Common mistakes follow predictable patterns. The list below names the error, shows the immediate consequence, and offers a single corrective step that prevents repetition.
- Late artwork: Supplying low-resolution or late sponsor files forces a production delay; require vector logos and set a firm cut-off for artwork submission.
- Wrong size assumptions: Ordering by average rather than checking actual player sizes produces poor fit; collect measurements or do a sizing session first.
- Skipping samples: Relying on charts leads to mismatches across brands; insist on physical samples for the most common sizes.
- Ignoring washing needs: Choosing transfers that crack under heavy laundering results in early replacements; pick a printing method rated for the expected wash frequency.
- No contingency: Failing to budget for replacements leaves clubs short when shirts arrive late or wrong; include a small reserve in the order for repairs.
Comparing supplier types
Different supplier kinds trade cost, control and turnaround time. The table compares typical alternatives across four practical axes to help pick the right partner for the club’s priorities.
| Supplier type | Control over fit | Lead time | Printing options |
|---|---|---|---|
| Local printer/embroiderer | High — in-person fittings possible | Short — faster adjustments | Wide — embroidery, vinyl, bespoke work |
| National kit manufacturer | Medium — standardised lasts and cuts | Medium — scheduled production runs | Consistent — in-house techniques, limited bespoke work |
| Online platforms | Low — reliant on size charts | Variable — can be quick but risk delays | Mostly printed transfers and custom designs |
Beginner versus experienced club needs
New clubs benefit from prioritising fit and flexibility. Beginners should order smaller initial runs and include a clear swap and returns policy with the supplier because early seasons change squad numbers and body shapes. Experienced clubs prioritise consistency and supplier relationships, because repeat orders with the same maker reduce colour and fit surprises.
Experienced kit officers can negotiate standardised artwork files and pre-approved sample blocks, which cuts lead time. Clubs that use regular suppliers should formalise expectations about sizing and repairs so that small issues in one season do not balloon into administrative headaches the next.
What to do next
Assign a single kit contact and set a final internal approval date two weeks before the supplier’s final artwork deadline. Collect sponsor artwork as scalable vectors, run a sizing session with representative samples, and get written confirmation of lead times in the order contract. Treat the first production run as a pilot: reserve a small number of extra shirts for replacements and document any changes to the size mix for future orders.
Keep a short checklist with the club files: artwork files, supplier contact, size list and the agreed delivery calendar. These four items stop most failures before they happen and make reordering straightforward.
The FA’s kit rules are useful to check if competition-specific restrictions apply to number size or placement.
Frequently asked questions
How long before the season to order kit
Plan for a supplier’s artwork and production deadlines by setting an internal approval date several weeks earlier. Allow extra time for samples, reprints and sponsor artwork to avoid last-minute rushes.
Which numbering method lasts longest
Sewn-on numbers or embroidery withstand heavy washing better than heat-transfer vinyl. Choose a durable method if shirts will be laundered frequently or used for both training and matches.
Should sponsors provide artwork files
Yes. Request vector artwork from sponsors to avoid resolution issues and rework. Agree on file format and placement in writing before production to keep lead times predictable.
