A group T-shirt roster is a controlled record connecting each required garment to its size and design version. It should help a coordinator reconcile quantities, not simply collect names. The most useful roster has one current version, clear approval ownership and a predictable way to handle corrections.
Choose fields that match the order
A practical structure is reference number, wearer or distribution group, garment version, size, quantity and approval status. Add print text only if the shirt is personalized. When names are unnecessary, use a distribution reference instead. Do not collect extra personal information merely because the spreadsheet has space for another column.
Collect sizes against one chart
Send the selected style’s current measurement chart with the form. State whether measurements are garment or body based and identify the units. A free-text response such as usual size creates avoidable uncertainty. Allow a route for fit questions before the deadline so a coordinator does not guess on behalf of people who have not responded.
Reconcile totals in two directions
Count garments by size and also by design version. The totals should agree with the order summary. For example, participant and volunteer shirts may use the same base style but different artwork, so one combined size count will not tell production which graphic belongs to each unit. Keep intentional spare stock separate from wearer allocations.
Freeze the approved record
Assign one coordinator to issue the final file and retain its version number. After the cutoff, log each change with its effect on quantities and production status. A message thread should not become a competing roster. Before releasing the order, have the coordinator confirm both the artwork list and the quantity table from the same file.
Practical checklist
- Use one current style chart.
- Separate size, design and personalization fields.
- Reconcile size totals with version totals.
- Log changes after final approval.
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Related encyclopedia article: Custom T-Shirt Minimum Orders: Styles, Sizes and Total Quantities.
Explore InkSportPro custom T-shirts or send your garment reference, artwork, quantity and destination for a project discussion. Material and process availability are confirmed for the selected style.