Soup to Nuts: Group Order Tips

Soup To Nuts

Group Order Tips

It's the moment of truth--you've found a great deal on t-shirts with this really cool company (hint, hint, you're on their website now) and you've volunteered--been drafted--or appointed to coordinate the group t-shirt order for your organization, event, company, group or reunion. So what do you do first? How do you make sure that your group's t-shirt order process is smooth, easy and doesn't become a major headache or a lot of work for you?

We've seen the good, the bad and the ugly when it comes to group orders, so we decided to put some tips together that will help make the process simple, smooth and positive for everyone involved (including us).

Take a look at the tips we've compiled below and try a few of them out. We can't guarantee absolutely perfect results, of course, but at least it'll give you a start or maybe even some ideas of how to proceed with your individual situation. No two groups are the same, and what works for one person or organization may not necessarily work for another. But one thing is certain--the key to a successful group ordering process is preparation, organization and information.

If you've found some tips that have helped you navigate your group's ordering process, drop us a line and share your experiences. We'd love to pass along tips and tricks that will help novices and experts alike. After all, the goal is to have everyone outfitted in a great-looking t-shirt--and that's something we're all for!

Tip #1: Create and Use an Order Form:

To make sure that you have everyone's correct t-shirt size and quantity--not to mention a record of what they want and what they owe you for the t-shirts--use a common order form that members of your group can fill out and return to you (preferably along with their payment). You can create a simple form of your own or download different ones from various websites online. We've included a simple one here that you can download and use for your group or as a baseline to creating your own. Having an order form from each person in the group provides a record of what's been ordered and also helps you later in the process when it's time to deliver the shirts. Sample Order Form: PDF Word

Tip #2: Double-check and Confirm the T-Shirt Sizes

It's no fun at all when someone has ordered an adult medium and is mistakenly presented with a youth medium. Use your order forms to compile the quantities for each size of t-shirt and double-check the quantities and sizes for each person who's ordering a t-shirt for your group. When you present us with a group order that summarizes the quantities for each size, we print and deliver exactly what you order. That means that if you order 15 Large, 2 X-Large and 4 3X-Large t-shirts, we'll print and deliver 15 Large, 2 X-Large and 4 3X-Large t-shirts. Never mind that you were actually supposed to order 12 Large, 3 X-Large and 6 3X-Large. Once the order comes in to us and we have you confirm the sizes and quantities for each size, we give you exactly what you ask for. So be sure that what the members of your group request is exactly what you order from us--double and triple check the sizes and quantities.

Tip #3: Initial the Order Form:

If you're using an order form, it's simple to have each member of your group confirm their order and initial the order form to ensure that you're submitting exactly what they asked for. Especially in the case where someone want to change the quantity or size that they're requesting. If someone wants to change their order, have them modify the original order form and initial that they're making the change. This makes sure that there are no surprises and no confusion over who ordered what. It's also a good idea to deal with a designated person from a family or group who's submitting an order for multiple t-shirts on one order form. That way, if there are any changes, it comes from the person who originally submitted the order and there are no surprises or confusion.

Tip #4: Collect Payment With Order:

We can't tell you how many times we've received orders from group leaders that include t-shirts that haven't been paid for by an individual. The group leader is then faced with a dilemna--do they go ahead and order these shirts and pay for it themselves, then try to recoup the cost later? At IndividualiTees, we require payment in full at the time you order your t-shirts for the simple reason that our suppliers require us to pay them at the time we order your shirts. So we take your funds, buy the shirts, print them and then deliver them to you. Technically, there is no order if there is no payment. For most groups, it's easiest to collect payment from all of the group members and then submit payment to our company in one collective form--be it a check, money order, cash (for local groups) or credit/debit card. We do not accept multiple payments from individuals for a group order. Simply put, you can't bring in various credit card numbers, checks, money order and cash from individuals in your organization to pay for your group order. Remittance needs to be from one single source. One other thing to note--when determining the amount that each group member needs to pay, don't forget to include enough to cover any additional fees or charges (i.e., size upcharges, art fees, sales tax, etc.)

Tip #5: Complile the Order BEFORE You Submit it

You may be pleased as punch that you've created and used an order form to collect your group's t-shirt information, but don't bring in all 100 forms and give them to us as your group's order. Take the time to carefully compile all of the orders into one summary order for your group. Be sure to double- and triple-check the quantities and sizes for accuracy.

Tip #6: Account for the Late Comers:

We recommend setting a deadline to receive both the order forms and payment from members of your group. But even if you've been meticulously organized and prepared well in advance for your t-shirt order, there will always be latecomers who want to know if "it's too late to get a t-shirt". Because of this, you might want to plan for a secondary due date--the absolute, final date the order has to be submitted and paid for in order to receive delivery of your shirts in time for your event.

Tip #7: Order Extra Shirts:

Even though you've publicized the fact that you're ordering t-shirts for the past month, posted flyers, sent out emails and made an announcement at each of the past 5 meetings; you'll undoubtedly have people who insist that they didn't know about it or who've decided they want a shirt once they see everyone else wearing one. We recommend planning ahead and ordering a few extra t-shirts in some of the more popular sizes when you place your initial order. This ensures that you can offer t-shirts to any as

Tip #8: Don't get "jacked":

On occassion, t-shirts have a way of "disappearing" from the box for some reason after they're delivered. This inexplicable phenomenon is more likely to occur if your t-shirts are left unattended and the box left opened for even a short period of time. It's suprising how many calls we'd get from group leaders who are frantic because they're missing t-shirts. One thing is certain--we double- and triple- check the quantities of each order to ensure that the number of shirts you ordered is the same number of shirts that are delivered or you pick up. We recommend that the first thing you should do upon receiving your group order of t-shirts is to sit down and confirm the quantities for each size and color before you start distributing any of them.

Tip #9: Designated Distributor:

The moment of truth has arrived. You've picked up your group order t-shirts and are now ready to distribute them to the individuals in your organization. To make this process easy and accurate, we recommend having one designated "T-Shirt Disbtributor" who will hand out the shirts and receive a signature or initial from each person who receives them. Preferably, the "T-Shirt Distributor" would be the same person who took the individual orders and received payment for them. This ensures that you have one point of contact who has personally dealt with everyone who has placed an order.

Tip #10: Plan for Reorders:

If you don't have enough extras or you have such a cool design that people want to order more shirts after your event or activity, you'll more than likely need to place a reorder for additional t-shirts. Reorders must have a minimum of 12 and are subject to the same processing times as regular orders.

If you're planning your group's order and want some feedback on how to organize things. Drop us a line at contact@individualitees.com or give us a call! We're here to help!