Whether you're running a nonprofit fundraiser, a community festival, a company offsite, or a sports league opening day, branded merchandise is one of the most powerful ways to build connection and leave a lasting impression. It's also one of the most stress-inducing things to plan, especially if you've ever had a box of t-shirts arrive the day after your event.

At Oaklandish Made, we've produced event merch for Bay Area organizations of every size, from neighborhood PTAs to professional sports teams. Here's what we've learned about how to do it right.

Start Earlier Than You Think

The single most common mistake in event merch planning is starting too late. Here's a realistic timeline for a standard screen printed order:

2-3 weeks before your event: First contact, quote, and design approval. This is the minimum. 3-4 weeks out: Comfortable timeline for standard production. 6-8 weeks out: Ideal for large orders, complex designs, or custom sourced items like hats, bags, or specialty products.

If your event is in six weeks and you haven't started yet, reach out immediately. It's doable, but the window closes fast.

Know Your Quantities Before You Call

You don't need exact numbers, but having a ballpark saves everyone time. Think about who is receiving merch — attendees, staff, VIPs, sponsors — and estimate by category. For t-shirts, a typical size breakdown for a general audience runs roughly: S 10%, M 30%, L 30%, XL 20%, 2XL 10%. Adjust based on what you know about your audience.

Choose the Right Decoration Method for Your Product

Not every decoration method works on every product. Screen printing is ideal for t-shirts, totes, and flat apparel in quantities of 48 or more. Embroidery works beautifully on hats, polos, and jackets and conveys a premium, professional feel. Heat transfer is great for jerseys, athletic wear, and items where screen printing isn't practical. DTG (direct-to-garment) printing is perfect for low quantities or designs with complex full-color artwork.

Not sure which is right for your project? That's what we're here for. Tell us what you're making and we'll recommend the best approach.

Budget Realistically

Good merch is an investment, not an expense. A well-made t-shirt that people actually wear is a walking billboard for your organization for years. A cheap shirt that falls apart after two washes ends up in a landfill and reflects poorly on your brand.

As a general benchmark for Bay Area event merch: basic screen printed t-shirts run $15-25 per unit depending on quantity and complexity. Embroidered hats run $20-35. Custom sourced items like water bottles, tote bags, or notebooks vary widely based on specs and quantity.

Have a Single Point of Contact

The fastest way to slow down a merch project is to have five people approving artwork by committee over email. Designate one person on your team to own the project, communicate with your printer, and give final approval on artwork. Everything moves faster with a single decision-maker.

Work With Someone Who Knows Oakland

There's something to be said for working with a printer who is part of the same community you're serving. At Oaklandish Made, we've been producing for Bay Area organizations for over 25 years. We know the community, we know the culture, and we care about the outcome.

Ready to start planning your event merch? Request a quote at oaklandishmade.com and let's get to work.