How Far in Advance Should You Order Custom Shirts for an Event?

Every year, we get the same kind of call. An event is two weeks away, the shirts aren’t ordered yet, and the person on the phone is somewhere between anxious and fully panicked. We do our best to help, and often we can, but this situation is always more stressful and more expensive than it needs to be.

Whether you’re planning a corporate event, a school fundraiser, a sports tournament, a charity run, or a company outing, custom apparel has a production process that takes real time. This guide will give you the exact timeline you need so your shirts arrive on time, on budget, and looking exactly the way you imagined.

The Custom Shirt Production Process: What Takes Time?

Understanding why production takes as long as it does will help you plan realistic timelines and avoid the most common ordering mistakes.

Artwork Review and Approval

Before a single shirt is printed or stitched, your artwork has to be reviewed. Vector files need to be checked for print readiness. Embroidery designs need to be digitized into stitch files. This step typically takes 1-2 business days, faster if your file is production-ready, longer if revisions are needed.

Screen Setup (Screen Printing)

For screen printing, each color in your design requires a separate screen to be burned and prepared. A two-color design requires two screens. This setup process typically takes 1-3 business days depending on current production load.

Digitizing (Embroidery)

For embroidery orders with a new design, digitizing, converting your logo into a machine stitch file, is a one-time process that takes 1-2 business days. Repeat orders with an existing file skip this step entirely.

Production Run

The actual printing or embroidering of your order takes 2-5 business days depending on quantity, number of colors or locations, and current production schedule.

Quality Check and Packaging

Every completed order goes through a quality check before it leaves our facility. Count verification, print inspection, and packaging typically add 1 business day.

The Custom Shirt Timeline: How Far in Advance to Order

Order Type	Recommended Lead Time Before Your Event
Standard embroidery order (new design, 12-50 pcs)	3-4 weeks minimum
Standard screen printing order (1-3 colors, 24-100 pcs)	2-3 weeks minimum
Large quantity order (100+ pieces, any service)	4-6 weeks minimum
Multi-service order (embroidery + screen printing)	4-5 weeks minimum
Repeat order (same design, in-file)	1-2 weeks minimum
Rush order (when available)	Contact us immediately, timeline varies

The Event Ordering Mistake Most People Make

The single most common mistake we see is confusing the event date with the order deadline. People plan their event for weeks, lock in the venue, send the invitations, and then, about ten days out, think about the shirts.

By that point, standard production isn’t possible without rush fees. Rush production may not even be available depending on current schedule. And the stress of chasing an order during the final week of event prep is something everyone remembers for the wrong reasons.

The rule of thumb: order your custom apparel the same week you book your venue. That’s the window where you have maximum flexibility, zero rush fees, and time to make changes if something needs adjusting.

What Happens If You're Already Cutting It Close?

First: contact Tanner’s Inc. immediately at 813-689-4920. Don’t spend time getting quotes from multiple vendors, every day you spend comparing is a day of production time lost.

Tell us your exact event date, your quantity, and what you need. We will tell you honestly what is possible within your timeline. If rush production is available, we’ll give you the real cost and the real timeline. If it’s not possible to hit your date with quality we stand behind, we’ll tell you that too, and we’ll help you think through options.

The worst outcome is ordering from a vendor who promises something they can’t deliver, sending you a box of shirts the day before your event that aren’t what you approved.

Planning Your Event Apparel Calendar, A Simple System

What Tanner's Inc. Can Screen Print

If you manage recurring events, annual company outings, seasonal sports leagues, school spirit wear seasons, here’s a simple planning system that eliminates last-minute stress:

Set a reminder 6 weeks before any event with branded apparel
At 6 weeks out: confirm quantity, finalize design, contact Tanner’s Inc. for a quote
At 4 weeks out: approve artwork and place your order
At 2 weeks out: your order should be in production or complete
At 1 week out: pick up or receive your order with plenty of time to verify

For recurring events that use the same design each year, your artwork file is already on file with us. Reorders skip digitizing and most of the setup process entirely, your lead time compresses significantly.

Frequently Asked Questions About Custom Shirt Lead Times

Can I get custom shirts in one week in Tampa Bay?

In some cases, yes. Rush production availability depends on current schedule at Tanner’s Inc. For single-color screen printing on a simple design with a production-ready file, one-week turnaround may be possible. For embroidery or multi-color screen printing, one week is very tight. Contact us immediately and we’ll give you an honest answer.

How long does screen printing take in Brandon, FL?

Standard screen printing turnaround at Tanner’s Inc. is typically 7-10 business days after artwork approval. Rush options may be available for an additional fee.

How long does embroidery take in Brandon, FL?

Standard embroidery turnaround is typically 7-10 business days after artwork approval and digitizing confirmation. Repeat orders with an existing digitized file may be faster.

What if I need to make a change after placing my order?

Contact us immediately if you need to make changes after placing your order. The earlier you reach us, the more options you have. Once screens are burned or production has begun, changes become significantly more difficult and may carry additional costs.

Do you offer rush screen printing and embroidery in Tampa Bay?

Rush production availability varies based on our current schedule. We always do our best to accommodate urgent needs. Call us directly at 813-689-4920 for the most current turnaround options.

Order Your Event Shirts Early, And Order With Confidence

Tanner’s Inc. has been handling event apparel for Tampa Bay businesses, schools, sports leagues, nonprofits, and community organizations for over 25 years. We know how to hit deadlines, and we know how to have an honest conversation when a timeline is too tight.

The best way to work with us is to start early. Call us at 813-689-4920, stop by 1055 E Brandon Blvd in Brandon, or fill out our online quote form to get the process started today.