Need some advice?
10 Tips to Get Budget Sign-Off for Branded Event Clothing
Start your budget request with what the clothing needs to do. At a company open day, printed T-shirts can help visitors find the crew, while logo polos can identify the hosts taking enquiries. Give the person approving the order the quantities, the full cost, and the date the team needs the clothing.
- Page Contents
- Explain What the Clothing Will Do
- Choose Garments for Each Role
- Work Out the Quantities and Sizes
- Choose a Logo Design You Can Use Again
- Give Promotional Stock Its Own Budget
- Check Whether a T-Shirt Bundle Fits
- Show the Full Cost of the Order
- Put the Figures Into an Approval Summary
- Work Back From the Date You Need the Clothing
- Ask for a Specific Decision
1. Explain What the Clothing Will Do
Describe how the clothing will help the team at the event. For example, say that matching logo T-shirts will help visitors recognise demonstrators as they move between displays. If hosts and crew have different jobs, explain how the clothing will distinguish them. Our guide to logo clothing for business networking events has examples for exhibitions, seminars and smaller meetings.
2. Choose Garments for Each Role
Use the event programme and the work people will do to choose the garments. T-shirts can suit setup and demonstration teams. Polo shirts with your logo can suit hosts who'll wear the same clothing at meetings or future events. Check the fit, colour and size range before you budget for a style.
If some staff will work outside, include any extra layers in the brief so you can cost them from the start. Our outdoor event crew clothing guide covers how to keep the team easy to identify when people add a jacket.
3. Work Out the Quantities and Sizes
Start with the rota. List the wearers by role and count any fresh garments they'll need for a second day or shift. Check what usable clothing you already have in the right style and sizes. Then collect sizes against the chosen garment's chart and allow for spares where you expect swaps or late additions.
Record the size split for each garment and artwork version. Our T-shirt quantity planning guide shows how to turn that list into an order quantity.
4. Choose a Logo Design You Can Use Again
If the clothing will serve more than one event, use a logo and colours that also fit the rest of the company's uniform. Put the date or event name on a badge, sign or separate promotional item if it only applies to one day. In your proposal, say when the team expects to use the clothing again and who'll look after spare stock.
List the logo size and position on each garment. Use a Free Digital Sample to check the design and placement before production, particularly if the print needs to sit clear of a name badge or lanyard.
5. Give Promotional Stock Its Own Budget
If you're planning a giveaway or prizes, add a separate line for the number of garments and the artwork they'll need. That gives the approver a clear figure for the promotion and lets the event team reserve its own sizes. Our guide to planning and distributing event T-shirts explains how to plan orders for staff, merchandise and giveaways.
6. Check Whether a T-Shirt Bundle Fits
Once you know the size split and which teams can use the same design, compare bulk printed T-shirt bundles by quantity, garment and included print. Use the bulk custom T-shirt guide to compare styles and fabrics for the people who'll wear them.
Check what the selected bundle includes for print method and position. If different teams need different artwork, ask for a breakdown of the cost for each version. If a bundle leaves you with extra shirts, include the sizes and intended use for those extras in your approval request.
7. Show the Full Cost of the Order
Use a quote that covers the garments, logo application, any artwork or setup charges, extra print positions and delivery. Show VAT separately in the format your finance team needs. Ask when the quote expires and identify any options that still need a decision.
Keep the quantities, garment specifications and print requirements consistent when you compare suppliers. Our guide to comparing the cost of printed uniforms shows how to compare finished orders and account for stock you'll hold for later.
8. Put the Figures Into an Approval Summary
For example, a company open day needs clothing for 45 crew members and 14 hosts. The organiser adds five spare T-shirts and two spare polos. The team can use one company logo on the front of each garment. A bundle of 50 printed T-shirts includes one full-colour print position, so the organiser can price that option for the crew and quote the host polos separately.
The figures below are illustrative. Use the prices on your supplier's quote.
| Item | Quantity and specification | Example cost excluding VAT |
|---|---|---|
| Crew T-shirts | 50 including five spares, with one printed logo position | £190 |
| Host polos | 16 including two spares, with one embroidered logo position | £175 |
| Delivery | One delivery address | £15 |
| Total to approve | 66 garments and delivery | £380 |
If the same quote offers a second print on the crew T-shirts for £65, show that as an option. The approver can authorise the £380 order as specified or select the £445 order with the extra print.
9. Work Back From the Date You Need the Clothing
Set the delivery date around when you'll check sizes and issue the clothing. Ask the supplier when they need the order and approved artwork to meet that date. Work back from there to set your internal approval deadline and leave time for any artwork changes.
If you're holding an event across more than one site, specify how the order will be packed or split for each location. Include those requirements in the quote so the person approving the budget can see the full cost of getting the clothing to the team.
10. Ask for a Specific Decision
Send the approver a short request with the preferred specification, total, approval deadline and quote attached. You can use this wording and fill in the details for your event.
Please approve [total and VAT basis] for [garment quantities and logo specification] for [event]. This will help [what the clothing needs to do]. The quote includes [delivery and any setup charges]. We need approval by [date] to allow time for the artwork and delivery by [date]. Please also confirm [any optional item requiring approval].
Send us your quantities, size split, logo files and required delivery date. We'll help you check whether a printed T-shirt bundle fits the brief and quote for the rest of the event clothing you need.
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