← All articles · 2026-06-28

A PTA's guide to ordering school spirit wear

Short answer: PTAs typically order spirit wear 6–8 weeks before the sale date, price shirts at a $5–$10 markup over wholesale cost, and use pre-orders to avoid guessing on quantities — here’s the full process.

Spirit wear is one of the most reliable PTA fundraisers because the product sells itself — students want to wear the school name. The margin on 100 shirts at a $7 markup is $700, with zero risk if you use pre-orders. Here’s how to run it cleanly.

Planning timeline

Weeks before sale	Task
8–10 weeks out	Choose design, get mockup, set prices
6–8 weeks out	Open pre-order window (2 weeks)
4–6 weeks out	Close pre-orders, submit final order
3–4 weeks out	Approve mockup, production begins
1–2 weeks out	Shirts arrive, sort by size/teacher
Sale week	Distribute, sell extras at the table

The 3-week buffer before your need date is the one number to protect. Production takes 15–20 business days after mockup approval — cut it closer and you’re asking for a bad week.

Choosing what to order

Recommended starting lineup:

1. Classic heavyweight tee — most popular, easiest to size, widest age range
2. Youth tee — same design, child sizes, different price point
3. Optional: lightweight hoodie for cooler climates

Keep the design the same across all styles. Consistent branding photographs better and simplifies your order.

Setting your markup (wholesale → retail)

PTAs buy at wholesale and sell at retail — the gap funds the program. A practical framework:

Shirt type	Wholesale cost	Suggested retail	Margin per piece
Adult tee	~$12	$18–$20	$6–$8
Youth tee	~$10	$15–$16	$5–$6
Hoodie	~$22	$30–$32	$8–$10

Price to sell, not to maximize margin. A $20 shirt that sells 120 units beats a $25 shirt that sells 60.

Running the pre-order

A pre-order form (paper or Google Form) with payment due at submission eliminates guessing. Include:

• Size chart image
• Clear deadline
• Payment method (cash envelope, Venmo, school payment portal)
• Pick-up date

Collect 10–15% more than pre-orders on popular sizes (adult M and L) for the day-of sale table.

Avoiding the most common PTA mistakes

• Ordering too late — Spirit week shirts ordered 10 days before the event rarely arrive in time. Build in the full 3-week buffer.
• Guessing on sizes without a size chart — Youth sizing varies widely by brand. Share a size chart with the order form.
• Designing by committee — Appoint one design lead. Approve by a 3-person sub-committee, not 15 parents.
• Underordering — Unsold extras aren’t waste; they sell at the next game or become teacher gifts.

Pre-order checklist

• Design approved by sub-committee
• Mockup confirmed with supplier
• Retail prices set and approved by PTA board
• Pre-order form live with size chart
• Deadline communicated via Konstella/email/backpack
• Order submitted with 3+ week buffer
• Distribution plan assigned (by teacher/homeroom)

How Togethread helps

Togethread offers PTAs wholesale pricing starting at 50 pieces — mixed adult and youth sizes count as one order at one price. Full-color school mascots and multi-color artwork have no per-color charge. A designer turns your logo or idea into a print-ready mockup within 24 hours, free. You approve the design before production starts and see finished product photos before paying the balance. Shirts ship delivered-duty-paid to your school — no customs surprises.

FAQ

Can we see a sample before committing to the full order? You get a digital mockup showing the exact design on the shirt color you chose. Production photos of the finished run are shared before the balance is due — so you know what you’re getting before final payment.

What if we sell out and want to reorder? Reorders use the same artwork file. Lead time is the same (15–20 business days), so plan for a second pre-order window if the first run sells out fast.

Can we mix adult and youth sizes in one order? Yes. The 50-piece minimum applies to the total combined quantity, not per size category. One price covers the whole order.

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Related: How much do custom shirts cost for 100 people? · How to run a t-shirt fundraiser that actually makes money · Custom school spirit shirts

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