Information and Resources for the Position of Shirt Sales and Fundraising
Official Statement of Duties per ByLaws
Shirt Sales/ Fundraising Coordinator This Officer shall be responsible for ensuring design, ordering, quantities, delivery, etc. of any planned shirt sale endeavors. An invoice should be obtained and provided to the Treasurer for payment. Making arrangements to obtain the necessary workers, tables, tents, etc. are also responsibilities. Contact with the Treasurer is also required to obtain start up change, providing receipts and end of race monies. Other persons may assume fundraising projects such as spirit wear, decals, etc. under this officer.
How to: T-shirt Sales for Meets
The Fundraising/T-shirt position on the UHS Parent's Group is mostly concerned with selling shirts at meets hosted by the UHS cross country team. Other than concessions, t-shirts sales are the main money making endeavor for the Parent's Group.
T-shirts are sold at two middle school meets hosted by the UHS Cross Country team: the Mountain Holler Middle School XC Invitational and the Monongalia County Middle School XC Championship. Occasionally UHS hosts the WV Region 1 AAA High School XC Championship meet and shirts are sold there also.
The first step is to create a design for the t-shirt. You can see past designs for shirts on the right for inspiration. Usually there has been a graphic on the front with the name of the meet and the year. On the backs of the shirts there has been an inspirational saying. To keep costs low, the shirts usually have only two print colors on the front and one on the back.
For the Mountain Holler meet we've offered two different colored shirts with the same design (design colors altered appropriately). For both the MS Championship and the HS Regional we've just had a single color t-shirt for sale.
Historically, t-shirts have been designed and ordered from Underground Printing in Morgantown. Underground Printing has an easy design portion on their web site and because we are a local non-profit school group we are given a 10% discount on orders. That said, there are lots of good web sites and other local vendors to choose from. The Parent's Group isn't obligated in any way to use Underground Printing so feel free to experiment.
I think it's a good idea to get input from a few team veterans before you finalize the design with the printer. Sharing the design with the Parents Group Board might be a good idea, too.
After everything is final with the design, it's just a matter of ordering and receiving the shirts before the meet.
Just for reference, in 2019 for the Mountain Holler we ordered 100 shirts (10 Youth Medium, 60 Adult Small, 26 Adult Medium, 4 Adult Large). For the 2019 MS Championship we ordered 80 shirts (13 Youth Medium, 30 Adult Small, 35 Adult Medium, 2 Adult Large) and for the Region 1 AAA HS meet we ordered 53 shirts (21 Adult Small, 21 Adult Medium, 11 Adult Large).
We charged $15 per shirt and sold out all races. After every meet we've tried to assess whether we should have ordered more or fewer shirts. Usually we've increased the numbers by 5 or 10. One note: 50 shirts was too few for the 2019 Regional race. I think we could have sold 20 more.
The last part is the actually selling of shirts. It's a good idea to ask our Treasurer for $100 - $150 in $5 bills.
Use the link below for some easy printouts of sizes for the table. There is also a sign for those who would like to pay by check and PayPal.
Otherwise, enjoy. This is the best position on our XC Board!
