How to Order Staff Jackets for a Large Outdoor Event (Without the Stress)
If you're running a large outdoor event — a festival, a sporting event, a community fair, a corporate conference — your staff jackets serve two purposes. They identify your team clearly in a busy environment, and they represent your event's brand to everyone who sees them.
Getting the order right is important. Getting it right on time is critical. Here's how to manage the process without the last-minute stress.
Start Earlier Than You Think You Need To
The most common mistake with event jackets is starting the process too late. Custom jackets typically take 3-6 weeks from approved design to delivery. For large events with complex requirements — multiple roles, different colourways, or very high volumes — the timeline can stretch further.
As a rule of thumb, start your jacket order process 8 weeks before the event. This gives you time for design iteration, size collection, production, and delivery — with a buffer for any delays.
Define Your Requirements Before You Start
Before contacting a supplier, have answers to these questions: How many staff members need jackets? Are there different roles that need to be visually distinct (e.g., security, volunteers, event management)? What's the weather likely to be? What logo and branding elements are required?
Knowing the answers in advance will dramatically speed up the quoting and design process.
Choose the Right Jacket for Outdoor Use
For outdoor events, practicality matters as much as appearance. Consider: weather resistance (will it be cold? wet?), visibility in crowded environments, weight and comfort for staff wearing them for 8-12 hour shifts, and whether the jacket needs to accommodate layers underneath.
Coach jackets, bomber jackets, and puffer vests are all popular for event use. If the weather is unpredictable, a lightweight jacket with some water resistance is usually the smart call.
Collect Sizes With a Deadline
Use a Google Form or shared spreadsheet to collect sizes. Give your team a firm deadline and make it clear that anyone who doesn't respond will receive a medium (or whatever size you designate as the default). This prevents the endless chasing that delays so many orders.
For large teams, assign someone at each department or team level to collect sizes from their group and report back to the central coordinator.
Plan for Last-Minute Staff Additions
Event staffing changes right up to the last day. Plan for this by ordering 5-10% more jackets than you think you need in the most common sizes. It's far less stressful to have a handful of spare jackets than to have new staff turn up on event day without one.
Confirm Delivery in Advance
Confirm the delivery address, window, and contact name well in advance. For very large orders, ask your supplier whether they can stagger delivery or provide jackets pre-sorted by size or role. This saves significant time on distribution day.
For outdoor shifts, coach jackets and puffer styles handle changeable weather best.
