How to Order School Sports Kit Without the Headache

Ordering PE and school sports kit is never as simple as it should be. It's the invoice that comes back wrong for the bursar, the crest that looks slightly off on the proof, the colleague who nods at the June deadline and emails you in August. This guide covers the bits that nobody else explains until they become your problem.

Order Earlier Than You Think

For September delivery, place your order by the second week of July. Custom sublimation kit is made to order - no warehouse, no buffer stock. A June order arrives comfortably. August means hoping for the best.

Check Your Procurement Rules First

Most friction comes from not knowing what the policy requires before you start. Confirm:

• Whether a direct supplier quote satisfies three-quote compliance or needs a separate comparator form
• Which budget code the kit sits under and whether it needs a second sign-off
• Whether delivery goes through the main office or direct to PE

Get the Invoice Right First Time

Tell suppliers what your invoice must include before they quote - not after. A valid invoice typically needs: the supplier's company registration number, VAT number, your school's full legal name, an itemised description, and a delivery date. At My Club, every invoice includes all of this as standard; if you need a PO reference or specific naming, tell your account manager upfront.

Sort the School Crest Before Production Starts

The crest is the most common cause of last-minute delays. Three things that help:

• Send a vector file (AI, EPS, or SVG) - a JPG from the school website produces a pixelated result
• Check the proof against the original: font weight, spacing, exact colour shades
• Confirm size and placement at brief stage, not proof stage - "left chest, 7cm wide" beats "roughly where a badge would go"

My Club sets up your school crest for free and sends a proof before anything goes to production.

Agree Uniform Rules Before Briefing the Supplier

Get SLT sign-off on these before you approach any supplier:

• Are base layers allowed, and in what colours?
• Is there a prescribed trainer colour for fixtures?
• Can students wear their own shorts, or must they be school-issued?
• Names on the back, or numbers only?

Plan for Reorders From the Start

Kit disappears every July. The best suppliers make topping up painless - look for a saved kit spec in a client portal, consistent production batches across seasons, and no punitive minimums on small reorders. My Club stores your full specification in your Client Portal, so reorders take minutes, not weeks.

What to Ask Any Supplier

• Is pricing all-inclusive - design, names, numbers, crest - or will extras appear on the final invoice?
• Can they provide a quote in the format your bursar requires?
• Is there a named account manager, or a different person every time?

At My Club, every school has a named account manager for the life of the account.

Ready to Order? If you're placing your school's PE kit order for September, now is the time to start.

Get a free quote  | Design school kit |  See our reviews