How to Order Custom Gear for Your Next Event Without the Stress

Planning a tournament, conference, fundraiser, staff event, or community gathering? Choosing and ordering the right apparel and swag can elevate your event and create memorable experiences for participants. If you’re wondering how to order custom event gear without stress, this guide walks you through everything you need to know.

From selecting products to approving artwork and managing timelines, here’s how to get high-quality custom event gear that your audience will love.

Why Custom Event Gear Matters

Great event gear does more than look good — it builds excitement, boosts participation, and leaves lasting impressions. Whether you need shirts, hats, bags, jerseys, or branded merch, choosing the right items helps your event stand out.

Benefits of ordering branded event gear:

• Builds event identity and team spirit
• Creates professional, unified looks
• Helps promote sponsors
• Provides memorable keepsakes for attendees
• Adds value to registration packages or swag bags

Start with Your Timeline

Last-minute orders are where most custom apparel plans fall apart. We recommend starting your order at least 3 to 4 weeks in advance for most apparel and promotional products. For more complex items or higher quantities, 5 to 6 weeks is even better.

This allows time for design tweaks, production delays, and shipping—without the need for rush fees or cut corners. If you’re ordering during busy seasons (spring and fall), add another week for buffer.

Clarify Your Goals

Before you start picking products, get clear on what your custom gear is meant to achieve. Is it:

• To unify staff or volunteers visually?
• To promote your brand during the event?
• A takeaway or thank-you gift for attendees?

Each purpose has a different ideal product. For example:

• Uniformity and visibility: Go for matching t-shirts, polos, or hats.
• Brand awareness: Consider eye-catching designs or useful items like tote bags and water bottles.
• Gifts: High-quality branded hoodies or notebooks make a lasting impression.

Get Your Design Ready Early

Nothing slows down production like an incomplete or unclear design. Make sure you have your logo in vector format (AI, EPS, or SVG) and choose your brand colors ahead of time. If you’re not sure what looks best on different items, ask your print partner for mockups or suggestions.

We also recommend keeping your logo subtle and tasteful. Oversized designs might be appropriate for some events, but they can limit how often the gear is worn afterward.

Choose the Right Products

Stick to reliable staples for most events—t-shirts, hoodies, hats, water bottles, and drawstring bags are safe bets. You can browse our promotional product guide for a full breakdown of popular options by event type.

If you’re hosting a corporate function, branded polos or quarter-zips might work best. For school or sports events, think colorful tees, lightweight hoodies, or caps. Don’t forget accessories like lanyards, pens, or stickers that can add a little flair without a big cost.

Confirm Sizes and Quantities

Sizing issues are a common source of stress. To avoid guesswork:

• Use a quick survey to collect sizes from your team
• Add a few extras in the most common sizes (like M and L)
• Ask for a size chart from your vendor if you’re unsure about fit

When ordering in bulk, ordering extras also covers you if new participants join or if any items are defective.

Approve the Proof to Order Custom Event Gear

Always request a mockup or proof before you approve the final design. It’s your last chance to catch spelling errors, logo placement issues, or sizing concerns. This step is especially important for multi-item orders where consistency across all products matters.

Don’t skip it—and don’t be afraid to ask for tweaks.

Build in a Buffer

Even with a great print partner, things can happen. Design revisions, courier delays, or product substitutions are all possibilities. That’s why we always recommend adding a few extra days into your timeline.

Better to have your items arrive a week early than a day late.

Bundle with Swag Bags or Gifts

If your event includes giveaways, consider bundling custom apparel with other branded products to create swag bags. Reusable totes, stickers, notebooks, and drinkware can turn a simple t-shirt into a full brand experience.

Just make sure all the items are cohesive in design and color palette. You want everything to feel like part of the same collection.

Work with a Print Partner You Trust

Not all printers are created equal. Choose a partner that’s responsive, transparent, and can guide you through each step—from design and product selection to fulfillment.

We built Drive Sportswear to make this process easy. Whether you’re planning a 20-person team event or a city-wide fundraiser, we’ll help you stay on track, on budget, and on brand.

Final Thoughts

Ordering custom gear doesn’t have to be a headache. With a clear plan, early action, and the right supplier, your branded products can be a highlight of your event—not a source of stress. Start early, keep your design clean, and choose gear people actually want to wear or keep. Need help? Reach out to Drive Sportswear and let’s bring your next event to life.

Helpful Canadian Resource for Event & Marketing Planning

When planning how to order custom event gear, it helps to think of your apparel and promo items as part of your overall event and marketing strategy — from promotion before the event to lasting brand visibility afterward. The Government of Canada offers a helpful guide on marketing and advertising strategies that can support event planning and promotional efforts: https://www.canada.ca/en/services/business/start/marketing.html