Most club kit problems come from ordering too late. A new kit has four stages: design, sample, bulk production and shipping. If you know roughly how long each takes, you can work backwards from your first fixture and order with time to spare. This guide is for club secretaries, kit managers, academy directors and school sports staff in the UK, Ireland, Australia, New Zealand and the USA.
The short answer: start about 8 weeks before you need the kit
Working with a factory such as Pexton Apparel, a typical custom kit order looks like this:
| Stage | Typical time |
|---|---|
| Design and quote | Quote within 24 hours; allow a week for the committee to agree the design |
| Sample | About 8–10 days to make, plus courier time to you |
| Sample approval | A few days to try it on and send feedback |
| Bulk production | About 10–12 days after approval |
| Shipping | Depends on method and destination; confirmed with the quote |
Added together that is roughly six to seven weeks. Starting eight weeks out leaves a buffer for late size lists, design changes or a busy shipping period.
When do seasons start?
Season dates vary by league and age group, so always check your own fixtures. As a rough guide:
- UK and Ireland football: most grassroots leagues kick off in late summer, so kits should be ordered in early summer.
- UK cricket: the season runs through spring and summer, so order over the winter.
- UK netball: many club leagues run from autumn to spring.
- Australia and New Zealand winter sports (football, netball, rugby): seasons usually start in autumn, so order in the summer before.
- Australia and New Zealand cricket: played through the southern summer, so order in winter.
- USA fall sports and ice hockey: teams are usually picked in late summer, so order soon after tryouts.
Step 1: Collect sizes before you order
Late size lists are the most common cause of delay. Send players or parents a simple form with name, preferred number and size. If you are unsure of sizes, ask the factory for a size chart or order a small set of size samples first. With Pexton Apparel, sizes can be mixed within the minimum of 30 pieces per design; read how mixing sizes works.
Step 2: Agree the design once
Share one mockup with the committee and set a deadline for comments. Decide on:
- home and away colours
- crest and sponsor logo files (vector files such as AI, EPS or PDF print best)
- names on the back or numbers only
- short or long sleeves, and junior and adult cuts
Step 3: Approve a sample
A sample shows the real colours, fabric and fit. Check that sponsor logos are the right size, that numbers are readable from a distance and that the fabric feels right. Use our sample approval checklist.
Step 4: Bulk production and packing
After approval, bulk production takes about 10–12 days. Ask for kits to be packed per player with the name on each bag; it saves hours on handout day.
Step 5: Shipping and duties
For the UK, Ireland and the USA, Pexton Apparel ships delivered duty paid (DDP), so the club has nothing to pay on arrival. Ireland is also delivered duty paid. Australia and New Zealand get door-to-door delivery by courier or freight. See our country pages for the UK, Ireland, Australia, New Zealand and the USA.
Plan for top-ups
New players join during the season. Keep the design files and ask the factory whether small top-up orders are possible. A factory that keeps your files can match the original kit next season.
Quick checklist
- 8 weeks out: request a quote and mockup.
- 7 weeks out: agree the design and collect sizes.
- 6 weeks out: approve the sample.
- 4 weeks out: bulk production underway.
- 2 weeks out: kit shipped.
- First fixture: kit handed out, packed per player.
Ready to start? See our teamwear for clubs and academies, or the sport pages for football, rugby, netball, cricket, GAA, AFL and ice hockey. Or send your design for a free quote.