Ordering Camp Staff Shirts: A Planning Checklist
Start a camp staff-shirt order with the date staff need the shirts in hand. Then build a roster by role and size, choose the garment, and confirm the artwork. Those details give your supplier something concrete to price and schedule.
The staff orientation date may matter more than opening day. If counselors need their shirts for training, photographs or family arrivals, use that earlier date when planning.
Decide what each staff role needs
List the groups receiving apparel: counselors, activity leaders, office staff, maintenance staff and other teams. Decide whether everyone needs the same shirt or whether different colors would help people identify roles.
Keep that decision practical. Every extra garment or decoration variation adds another item to approve and track. A shared shirt with a clear staff designation may do the job without a separate design for each department.
Record the number of items issued to each person. A headcount of 60 staff does not equal an order for 60 shirts if each person receives more than one. That is an example of the arithmetic to resolve before requesting a quote, not a recommended allocation.
Choose the garment before collecting sizes
Ask for the size chart for the actual style under consideration. A size label alone does not describe the fit across different garments.
Consider the work staff will do, the conditions they will wear the shirt in, and the care instructions. If you are comparing a cotton tee and a performance garment, ask to review the options instead of treating them as interchangeable.
Browse apparel and headwear ideas to compare options before requesting the selected garment’s size chart.
Then collect sizes against the selected style. Keep youth and adult sizing separate if both are offered. Avoid ordering from a roster that simply says “medium” without identifying which size range it refers to.
Give the artwork a single owner
Send the best logo file available and identify who can approve the proof. Include:
Garment color and intended print or embroidery locations.
The exact wording, including “STAFF,” dates or department names.
Any brand-color guidance you have.
Whether the same design will appear on other products.
Review the actual proof for wording, placement and color treatment. A logo that looks clear on a screen may need a different decoration approach on a small garment area. Ask about that before approval.
Plan arrivals and late hires separately
Give the supplier the delivery address and the date someone can receive the shipment. A camp office may have different access arrangements before the season begins.
Keep confirmed staff and unfilled positions in separate columns. Ask what a later order would involve, including minimums, availability and a new delivery schedule. Do not assume a small top-up can be added to an order already in production.
If you decide to order spares, base the mix on your own hiring history and remaining roles. There is no single extra-size percentage that fits every camp.
Copy this into your quote request
Camp name and contact:
Staff need shirts in hand by:
Delivery location and receiving hours:
Garment or garment preferences:
Quantity per person:
Confirmed quantities by size:
Unfilled roles or expected additions:
Artwork and decoration locations:
Proof approver:
Before you send the order
Check that the size totals match the quantity being quoted. Save the approved proof with the garment style and color. Keep one final roster so separate staff members do not send competing revisions.
See our camp apparel options, then send your roster totals and logo for help choosing products and planning the order.