Because those fantastic uniforms aren't so fantastic when they show up mid-season.
Choosing the right vendor for your team’s apparel and equipment isn't just about who can slap a logo on a hoodie the fastest. It’s about finding a partner—someone who makes your job easier, your team look sharp, and your season run smoother.
With countless options (local, online, big box, small shop, cousin Eddie’s “side hustle”), how do you actually choose the right one?
Here’s a practical, no-fluff guide to finding a vendor who won’t ghost you after the invoice clears.
Define What You Actually Need
Before you shop vendors, get crystal clear on what your team really needs—not just what’s worked in the past.
Ask yourself:
- Do we need custom uniforms, spirit wear, or equipment (or all three)?
- How many teams or sports are we ordering for?
- Will this be a one-time order or season-long support?
- Do we want an online store for parents to buy gear directly?
- Who’s handling the ordering—you, parents, or a team manager?
If you don’t know what you want, no vendor can deliver it right.
Understand What a Great Vendor Actually Does
Spoiler: It’s more than just selling stuff.
A great vendor should:
- Respond quickly and communicate clearly
- Offer flexibility in brands, budgets, and timelines
- Have a reliable supply chain (not just “fingers crossed” availability)
- Provide mockups and design support
- Handle mistakes professionally and quickly
- Offer custom stores or bulk ordering options
- Be honest about what they can and can’t do
If you’re chasing them for updates before you’ve even placed an order… consider that a preview.
Evaluate Their Offerings (Not Just Their Website)
Dig deeper than the homepage. Ask:
- What brands do they offer?
- Do they have stock on hand or rely on third parties?
- Can they match your school’s colors precisely?
- What customization options are available (screen print, embroidery, sublimation)?
- Do they offer rush services, sizing kits, or on-site fittings?
If they can’t meet your top needs in two or more of those categories, keep looking.
Ask About Service—Not Just Products
Here’s where most coaches and directors get burned. The price might be great. The product might look good. But the service—that’s where the wheels fall off.
Ask about:
- Turnaround time (be specific)
- Reorder policies (can you order 3 more jerseys later?)
- Returns or misprints (what happens if something’s wrong?)
- How they handle parents if it’s an online store
- Account support—is there one go-to person, or a helpdesk vortex?
You’re not just buying uniforms. You’re buying a stress level.
Get References—or Better Yet, Stories
Ask other coaches, ADs, or program directors:
- Who do they use—and why?
- What went well? What didn’t?
- Who do they call when they’re in a pinch?
The best vendors earn reputations. The worst ones, too.
Bonus: Google reviews and social media tags tell you a lot. Look for vendors who consistently get praise for service, not just product quality.
Compare More Than Just the Price Tag
Yes, budgets matter. But remember: the cheapest vendor often costs the most in time, frustration, and last-minute replacements.
Ask:
- What’s included in the price? (shipping, art setup, returns, store hosting?)
- Do they offer discounts for bulk or multi-season deals?
- How are their payment terms? (Upfront? Net 30? Installments?)
A vendor who helps you stretch your budget without cutting corners is worth gold.
Start Small—and Build Trust
Not sure if a vendor is “the one”?
Start with a small order—spirit wear, team warmups, or one sport.
See how they communicate. Check the quality. Test the turnaround time.
If it goes well, expand. If it doesn’t, you just saved yourself a full-season headache.
What the Right Vendor Feels Like
When you’ve found the right vendor, you’ll feel it.
- You stop worrying about whether the gear will show up.
- You stop chasing order forms and tracking numbers.
- You stop re-explaining your logo every season.
And you start focusing on what matters—your team.
Recap: How to Find the Right Vendor for Your Apparel & Equipment
- Clarify your needs: gear, spirit wear, support, online store, etc.
- Look for true partners, not just product pushers
- Ask the right questions about service, turnaround, and flexibility
- Check references—look for stories, not just 5-star ratings
- Compare full value, not just price
- Start small, test the experience, and build a relationship