Ordering custom T-shirts for 50, 100 or 500 people requires more planning than multiplying a per-piece price. The final requirement depends on the size breakup, garment specification, artwork, print locations, personalisation, packing and delivery date.
This guide explains how to prepare a quote-ready brief for a college batch, corporate team, sports group or event.
Start with the confirmed wearer list
List the people who definitely need a T-shirt before deciding the final quantity. Separate employees, students, players, organisers, volunteers, speakers, guests and sale inventory if they have different requirements.
Do not add every possible attendee to the confirmed quantity. Keep expected late additions or extra stock in a separate line so the supplier can see the actual requirement.
How should you plan for 50 people?
For a group of 50, the size-wise breakup and design specification can have a significant effect on the quote. Confirm whether everyone needs the same colour and artwork or whether organisers, departments or sponsors need separate versions.
Prepare one approved list before requesting production. If a few additional pieces are needed, record them separately from the confirmed wearer count.
How should you plan for 100 people?
For a 100-person order, use a structured form and one final size-wise count. Separate quantities for different colours, artwork versions, print locations or groups before adding them to the total.
Check that the size totals equal the confirmed quantity. A simple spreadsheet or form export can help identify blanks, duplicate names and unexplained differences.
How should you plan for 500 people?
For a larger order, appoint one person to own the final brief and divide the size collection by approved teams or departments if needed. Keep one master list, one artwork approval and one final quantity summary.
Confirm packing, sorting and delivery requirements early. A large order may need to be grouped by department, location, team or size before dispatch.
Collect sizes before approving the quantity
Share the actual product size chart and use one form to collect sizes. Ask for the person’s name, group or department, selected size, colour if relevant and any personalisation.
Close the form at a clear deadline. Then check blank entries, duplicate names, unusual selections and changes submitted outside the form. Prepare a final size-wise count for each product and colour.
Confirm the product specification
State the T-shirt style, fit, colour, fabric preference, approximate GSM where relevant and care instructions. If you are unsure about the fabric, explain the use case, climate, activity and expected frequency of wear.
Do not compare a lightweight promotional garment with a heavier everyday teamwear option as if they were identical.
Prepare the artwork and print brief
Send the original or highest-quality artwork available. Specify the front, back and sleeve locations, approximate print size, colour requirements and any names, numbers or sponsor marks.
Approve one mock-up on the chosen garment colour before production. Keep personalisation in a separate approved list so spelling and quantities can be checked.
Compare printing options fairly
The suitable printing method depends on artwork detail, number of colours, quantity, fabric, print size and expected use. Compare quotes using the same garment, print locations, artwork versions and packing requirements.
Read our DTF versus screen printing guide before making a final decision.
Plan packing and distribution
Choose whether the T-shirts should be delivered in bulk, sorted by size, grouped by team or packed individually. For 500 people, location-wise or department-wise sorting may be important. For a single event, size-wise grouping may be easier for distribution.
Share labels, names, group lists and delivery locations before approving the quote.
Work backwards from the required-by date
Start with the date the T-shirts must be in hand. Allow time for artwork approval, size collection, quotation, production, quality checking, packing and transport.
Share the required-by date in the first enquiry. If the event date is fixed, plan for the apparel to arrive before the event rather than on the day itself.
What should the quote brief include?
- Confirmed wearer quantity
- Extra stock shown separately
- Product type, colour and fit
- Size-wise breakup
- Artwork and print locations
- Personalisation list, if needed
- Packing and sorting requirements
- Delivery city or cities
- Required-by date
A complete brief makes it easier to compare quotes and reduces changes after approval.
Common quantity-planning mistakes
- Using headcount instead of a confirmed wearer list
- Ordering before collecting sizes
- Mixing sale stock with confirmed wearer quantities
- Comparing different fabrics or print specifications
- Adding sponsor or personalisation requirements late
- Forgetting volunteers, organisers or separate teams
- Leaving packing and delivery locations until the end
Requesting a quote for your group
Share the group size, product preference, size-wise breakup, artwork, branding locations, delivery city and required-by date. If some information is still being finalised, list the open items so the supplier can identify what is needed next.
For more planning help, read our custom T-shirt bulk-order guide and custom T-shirt timeline guide.
Ready to plan your group order? Share the complete brief with Alma Mater Store for a practical bulk quote.
Request a custom T-shirt quote for 50, 100 or 500 people.