Ordering uniforms sounds simple until you’re the one juggling roster changes, player sizing, sponsor expectations, league rules, and a deadline that’s somehow two weeks earlier than you remembered. If you’ve ever had a box arrive with missing shorts, mismatched numbers, or one goalie jersey in the wrong shade of “red,” you already know why a checklist matters.
This guide is built for coaches, team managers, parents, and club admins who want a repeatable, stress-free way to order gear. You’ll get a practical checklist you can copy, plus the “why” behind each step—because the details are what usually get missed. And since lascena.ca readers often manage multiple teams or seasons, we’ll also cover how to plan ahead for reorders, growth spurts, tournament add-ons, and future-proofing your design.
By the end, you’ll have a clear system for ordering lacrosse uniforms for teams that look unified, fit properly, and show up on time—without the last-minute scramble.
Start with the “why”: the season plan that drives every uniform choice
Before you pick colors or finalize a logo, get clear on what the season actually looks like. Are you playing a short spring league with 8 games, or a full slate plus tournaments? Are you traveling? Do you need alternate jerseys for clashes? Uniform orders go smoother when they’re tied to a simple plan: what you need, how many sets, and by when.
It helps to write down the season structure in plain language: first game date, first practice date, photo day, tournament weekends, and the last possible date you’d want to be doing reorders. That timeline becomes your guardrail, especially when you’re coordinating with players and parents who might not respond quickly.
Also, think about your team identity and consistency. If your club has multiple age groups, it’s worth aligning designs across teams. That reduces confusion at events and makes future reorders much easier because you’re not reinventing the look every year.
Roster and role checklist: don’t let the “who” get fuzzy
Lock in the roster version you’re ordering for
The most common uniform-order mistake is ordering off an “almost final” roster. You don’t need perfection, but you do need a clear roster cut-off date. Decide: are you ordering for a final roster, or ordering a base set plus extras for late adds?
For youth teams, it’s smart to assume at least one change—new players, players switching numbers, or someone realizing they signed up for the wrong division. For high school and club, you might have tryout uncertainty. Your checklist should include a roster freeze date and a buffer plan (like 1–2 blank jerseys or a set of extra shorts).
Write it down in a shared doc so everyone knows which roster list is “the one.” If multiple volunteers are helping, this step alone prevents duplicate orders and mismatched info.
Separate field players, goalies, and any special roles
Goalies are their own category. Their jersey cut may differ, they may need different numbering rules depending on your league, and they almost always need at least two options (home/away or primary/alternate). If you’re ordering goalie gear, confirm whether the goalie will wear the same shorts as field players or a different style.
Also consider captains, coaches, trainers, and sideline staff. Do you want coaches in branded tops? Do you need pinnies for practice? Are there volunteers who need matching apparel for tournament weekends? When you list roles separately, you’ll catch items that get forgotten until the first game.
Finally, if your organization has both boys’ and girls’ programs, confirm whether cuts differ (women’s vs unisex) and whether any league-specific uniform rules apply differently by division.
Design essentials: the “look” that stays consistent across every item
Confirm your color palette (and define it clearly)
“Navy” can mean ten different things. To avoid the dreaded mismatch between jerseys, shorts, and warmups, define your colors precisely. If possible, use a Pantone reference or a vendor’s standardized color chart. Your checklist should include the primary color, secondary color, and accent color, plus where each one appears (body, sleeves, side panels, trim, etc.).
If your team uses both light and dark jerseys, confirm which is considered “home” in your league. Some leagues default to dark at home; others do the opposite. It seems small until you arrive at an away game and both teams show up in white.
Also think about visibility. Numbers need to pop from the stands and in photos. High contrast between number color and jersey color isn’t just aesthetic—it’s practical for scorekeepers and officials.
Logo files, placement rules, and sponsor space
Gather your logo files before you start. You want vector formats (AI, EPS, or high-res PDF) when possible, plus a transparent PNG as a backup. Your checklist should include: primary logo, secondary logo/mark, wordmark, and any sponsor logos.
Then define placement: chest logo size, sleeve logo options, back-of-neck marks, and where sponsors go (if allowed). Some leagues restrict sponsor placement or require specific spacing around numbers and names. Confirm this early so you don’t have to redesign after artwork approval.
One more tip that saves headaches: decide whether you want the same logo placement on every item (jersey, shorts, warmups) or a simplified version on smaller pieces. Overcrowding a short leg panel with a full sponsor logo can look messy fast.
Uniform pieces checklist: what you’re actually ordering (and how many)
Game jerseys: home, away, and alternate
At minimum, most teams need one game jersey. Many need two (light and dark). Your checklist should specify the exact jersey types: sleeveless or capped sleeve, reversible or single-sided, and whether you’re ordering separate home/away jerseys or a reversible to reduce cost.
Reversible jerseys can be convenient, but they’re not always ideal for numbering, breathability, or visual consistency. If you go reversible, confirm how numbers will appear on both sides and whether the contrast meets league rules.
Also decide on nameplates or player names. Some programs skip names to simplify reorders and hand-me-downs; others love the personalization. Either is fine—just be consistent and confirm your league’s stance if you’re adding names.
Game shorts (and the small details that matter)
Shorts are easy to overlook because they feel “standard,” but there are choices that affect comfort and appearance. Decide on inseam length, waistband style, and whether you want pockets (usually not for game shorts, but sometimes for warmups).
Confirm whether the shorts will include numbers. Some teams number shorts; others don’t. Numbered shorts look sharp but complicate reorders if a player changes numbers mid-season.
Finally, confirm the color match. Shorts that are “close enough” in shade can still look off in team photos—especially under stadium lights.
Socks, shooter shirts, and underlayers
Socks can be a unifying piece, but only if everyone actually wears the same ones. Decide whether socks are required and whether you’re ordering them as part of the uniform package. Include sock height and color in the checklist.
Shooter shirts and compression layers are another common gap. Players often show up in random undershirts that clash with the uniform. If your program cares about a clean look, consider ordering team-colored shooters or setting a strict “undershirt color policy” (like black or white only).
For colder climates or early-season games, underlayers can be the difference between a comfortable player and a miserable one. Planning this in advance avoids panic purchases that don’t match.
Warmups and travel gear: the stuff everyone sees off the field
Warmups matter more than people think. They’re what teams wear arriving at games, sitting on the sideline, and taking pregame photos. If you want a polished look, include warmup tops and bottoms in your order plan.
Travel gear can include hoodies, jackets, or even backpacks. These items typically have longer lead times and more sizing variance, so build extra time into your checklist. If you’re ordering bags, confirm whether names or numbers go on them and how that affects production time.
One practical approach: make warmups optional for families on a budget, but keep game-day uniform items mandatory. Your checklist should clearly label what’s required versus optional.
Sizing workflow: the part that makes or breaks satisfaction
Pick a sizing method and stick to it
Sizing is where uniform orders go sideways. The fix is to choose a single sizing workflow: in-person try-on, a sizing kit, or a standardized measurement form. Whichever method you choose, document it and don’t mix systems mid-order.
If you can do an in-person try-on night, it’s the most accurate. If not, a measurement form can still work well—just be clear about how to measure chest, waist, and height, and provide guidance on whether items run slim or relaxed.
Your checklist should include a sizing deadline, plus a reminder that late sizes may mean limited options or extra fees. That gentle pressure helps families respond.
Plan for youth growth and mid-season changes
Youth athletes grow fast, and lacrosse gear gets layered. A jersey that fits in March might feel tight by June, especially if players wear pads underneath. When collecting sizes, ask whether the player prefers a fitted or looser cut and consider building in a little room.
Also plan for mid-season roster adds. It’s smart to order a couple of extra items in common sizes (like one medium and one large jersey, plus an extra pair of shorts). Even if you don’t use them, they become your emergency inventory for next season.
If your club runs multiple teams, consider a small “uniform library” for late additions—clean, unnumbered pieces that can be customized quickly if needed.
Names, numbers, and personalization: keep it organized or it gets messy
Create a numbering policy (and communicate it early)
Numbers feel personal, but they’re also a logistics problem if you don’t set rules. Decide whether numbers are assigned by the coach, chosen first-come-first-served, or based on returning players keeping their numbers.
Write down any restrictions: goalie numbers, league rules, or retired numbers. If you allow number requests, set a firm deadline and a tie-breaker system so you’re not mediating disputes the night before the order goes in.
Your checklist should include a final “number verification” step where each player confirms spelling (if names are included) and their number in writing. This single step saves reprints.
Spellcheck isn’t enough—standardize formatting
Names on jerseys are tricky because formatting choices matter: all caps vs title case, hyphenated names, apostrophes, and special characters. Decide on a standard (for example, all caps, no punctuation) and apply it consistently.
Also decide on nickname policy. Nicknames can be fun, but they can also create awkward situations later. If you allow them, set guidelines (appropriate language, coach approval, and consistency across items).
Finally, confirm whether names appear on game jerseys, warmups, bags, or all of the above. The more places names appear, the more important it is to get the formatting right.
Fabric, fit, and performance: comfort is part of team performance
Choose materials that match your climate and play style
Lacrosse is fast, physical, and sweaty—so breathability matters. Ask what fabric options exist and how they handle moisture. If your team plays in hot conditions, prioritize lightweight, ventilated materials. If your season includes cold evenings, consider slightly heavier warmups that actually keep players warm on the sideline.
Durability matters too. Youth players slide, tug jerseys, and toss gear into bags. A fabric that looks great but pills quickly won’t feel like a good investment. Your checklist should include a note to ask about durability, washing instructions, and expected lifespan.
One more comfort factor: seams and stretch. Players with pads underneath need room to move. If possible, confirm how the jersey is cut through the shoulders and torso.
Don’t forget the “feel” factor for team buy-in
Teams wear these uniforms a lot. When players like how the gear feels, they wear it proudly—and that matters for team culture. If you can, get a sample or at least confirm the fabric weight and texture.
It’s also worth considering inclusivity in fit. Some athletes prefer a looser cut; others want a more tapered look. Offering a range of sizes and a clear fit guide helps everyone feel comfortable.
If your program includes both men’s and women’s teams, consider offering women’s cuts where appropriate and desired. Comfort and confidence go hand in hand.
Artwork approval: the checkpoint that prevents expensive surprises
Review mockups like a referee—slowly and carefully
When you receive artwork proofs, treat them like a contract. Zoom in and check everything: logo placement, spacing, colors, number font, name spelling, and alignment. It’s easy to glance and approve—then regret it when the final product arrives.
Your checklist should include a structured proof review: one person checks names and numbers, another checks colors and logos, and a third checks overall layout. That “three sets of eyes” system catches mistakes that one person misses.
Also confirm that the mockup reflects the exact items you’re ordering. Sometimes proofs show a generic jersey template that differs slightly from the final cut.
Ask the questions that proofs don’t always answer
Proofs may not show how colors look on fabric, how reflective elements appear under lights, or how mesh panels affect the final look. If you have any doubts, ask before approving. A quick question now is cheaper than a reorder later.
Confirm production methods too: sublimation, screen printing, embroidery, or heat-applied elements. Each has pros and cons for durability and feel. Your checklist should note what method is used for numbers and names specifically, since those take the most wear.
Finally, confirm whether there are any limitations on fine details in logos (thin lines, gradients, small text). Adjusting a logo for apparel is normal—better to do it intentionally than to be surprised.
Budgeting and packaging: make the money part less awkward
Build a clear per-player package (required vs optional)
Families appreciate clarity. Create a standard package list: required game jersey(s), shorts, socks (if required), and any mandatory accessories. Then list optional add-ons like hoodies, warmups, shooter shirts, and bags.
Your checklist should include final pricing per item and per package, plus payment deadlines. If you’re collecting money as a team, decide whether you’re using e-transfer, online invoices, or a team store approach.
Also plan for extras: replacement items, late fees, and the cost of reprints if a player changes numbers. Having these policies written down prevents uncomfortable conversations later.
Think about sponsors and fundraising early
If sponsors are involved, clarify what they’re paying for and what they expect in return (logo placement, social posts, banner space). Sponsor logos can add complexity to artwork approvals, so don’t leave that to the last minute.
Fundraising can also offset costs. Some teams build a small margin into optional apparel to support tournament travel. If you do this, be transparent so families understand where the money goes.
And if your club supports multiple sports, you can sometimes streamline ordering across programs. For example, if your organization also needs to buy tennis uniforms for another season, aligning timelines and vendors can reduce admin work and help with consistent branding.
Timeline planning: reverse-engineer your deadline
Work backward from the first “must-have” date
Instead of planning from today forward, start with the first date uniforms must be in hand—often photo day or the first game. Then work backward: shipping time, production time, artwork approval time, roster freeze date, sizing deadline, and try-on date.
Your checklist should include buffer time. Shipping delays happen. Players forget to submit sizes. A sponsor sends a new logo. Add at least 1–2 weeks of cushion if you can, especially for custom items.
If your team is traveling early, prioritize the game kit first. Warmups and optional gear can sometimes follow in a second order if needed.
Create a communication cadence (so you’re not chasing people daily)
Uniform orders stall when communication is ad hoc. Set a cadence: one announcement with all deadlines, a reminder one week before, and a final reminder 48 hours before the cut-off. Keep messages consistent across email, team apps, and group chats.
Include a single link or doc where families can find everything: size forms, package options, payment info, and number assignments. The fewer places information lives, the fewer mistakes you’ll see.
Finally, designate one point person for uniform questions. When everyone answers questions differently, confusion spreads fast.
League rules and compliance: avoid the “we can’t wear these” nightmare
Confirm what the league actually enforces
Most leagues have rules about number size, number placement, color contrast, and sometimes logo placement. Some are strict; others are relaxed until playoffs. Don’t guess—check the rulebook or ask a league contact.
Your checklist should include: required number placement (front/back), minimum number height, acceptable fonts, and whether names are allowed. Also confirm any restrictions around goalie jerseys and whether they must be a different color from both teams.
If you play in multiple leagues or tournaments, check the strictest set of rules and design to that. It’s easier than maintaining multiple uniform variants.
Safety and visibility considerations
Uniforms aren’t just style—they affect gameplay. Numbers that are too small or low-contrast make it harder for officials and scorekeepers. Jerseys that are too loose can get grabbed. Materials that overheat players can impact performance.
Also consider weather. If your team plays in rain or cold, will the uniform remain comfortable? Will dark colors show mud excessively? These aren’t deal-breakers, but they’re worth thinking through.
And if your club values accessibility, consider offering alternative cuts or sizing options so every athlete can participate comfortably.
Order accuracy: the spreadsheet that saves your sanity
Use a master order sheet with locked fields
A shared spreadsheet is your best friend—if it’s structured well. Your checklist should include a master sheet with standardized fields: player name, jersey size, short size, sock size, number, name spelling, package selection, payment status, and notes.
Lock fields that shouldn’t change (like numbering once finalized) and track revisions. If you’ve ever had someone “fix” a number by accident, you know why this matters.
Also include an “order verification” column where a second person initials that the row has been checked. It sounds old-school, but it works.
Double-check totals and size distributions
Before submitting the order, verify totals: number of jerseys equals number of players plus extras, shorts match jersey count, goalie items are included, and optional items match payments received.
Look at size distributions too. If you have 18 players and 12 of them are listed as “small,” that might be accurate—or it might be a sign that families guessed sizes. A quick sanity check can prevent a pile of returns or unhappy players.
Finally, confirm shipping address and delivery contact details. Many uniform mishaps are simply a box delivered to the wrong place at the wrong time.
Delivery day and distribution: plan the handout like an event
Inspect everything before you hand it out
It’s tempting to distribute gear immediately, but do a quick inspection first. Check that counts match the packing slip, verify a few random sizes, and confirm that names/numbers look right. If there’s an issue, it’s easier to resolve before items are worn and washed.
Your checklist should include a photo log of any errors (wrong number, misprint, damaged item). Vendors can usually help, but they’ll want clear documentation.
Also keep packaging organized. Separate by player and label bags. That reduces the chance of mixing up items—especially if you’re distributing in a busy gym after practice.
Set expectations for care and replacements
Uniforms last longer when families know how to care for them. Provide simple wash instructions: cold wash, hang dry if recommended, avoid high heat. This helps keep colors crisp and numbers intact.
Clarify replacement policies too. If a player loses a jersey, how do you handle reorders? Do they pay the full cost? Is there a team spare they can borrow temporarily? Having a plan avoids awkward moments.
If your club wants a consistent look at events, remind families about game-day standards: matching socks, undershirt color rules, and what to bring for cold weather.
Reorders and future-proofing: make next season easier than this one
Save everything you’ll wish you had later
After the order is complete, save the final artwork files, the approved mockups, the exact color references, and the final roster spreadsheet. Put them in a shared folder with clear naming (season + team + version). This becomes your “uniform playbook.”
Your checklist should include notes about what worked and what didn’t: sizing feedback, fabric comfort, any items that ran small/large, and how long production actually took. Next year, those notes are gold.
Also track inventory of extras. If you ordered spare jerseys or shorts, label them and store them in a known location. Spares are only helpful if you can find them when you need them.
Coordinate apparel across sports and off-season training
Many athletes play multiple sports, and clubs often run off-season conditioning. If you’re planning training gear, it can be helpful to coordinate design elements across programs. For example, if your athletes do speed work in the off-season, ordering custom track apparel for training groups can keep branding consistent and simplify future ordering processes.
When you think bigger than one season, you can also standardize fonts, logo placement, and color usage across all apparel. That consistency makes your club look more established and helps sponsors feel they’re associated with a professional program.
Even if you keep things simple, just having a repeatable checklist and a saved folder of assets makes the next order dramatically smoother.
A copy-and-paste uniform order checklist you can use right away
Pre-order planning checklist
Season timeline: first practice, first game, photo day, tournaments, reorder cut-off.
Roster plan: roster freeze date, expected adds, number of spare items to order.
League rules: number size/placement, color contrast requirements, sponsor/logo rules.
Design and branding checklist
Colors: primary/secondary/accent with exact references; home/away definitions.
Logos: vector files collected; placement map; sponsor assets approved.
Personalization rules: number assignment policy; name formatting rules; nickname policy.
Uniform items checklist
Game kit: home jersey, away jersey or reversible, shorts, socks (if required).
Extras: goalie jersey options, practice pinnies, shooter shirts/underlayers policy.
Off-field: warmups, travel tops, hoodies/jackets, bags (optional vs required).
Sizing and order accuracy checklist
Sizing method: try-on night / sizing kit / measurement form; sizing deadline set.
Master sheet: player name, sizes, number, spelling, package, payment status, notes.
Verification: second-person check for each row; totals checked; shipping details confirmed.
Proofing and delivery checklist
Artwork proof review: colors, fonts, logo placement, name spelling, number placement.
Production details: decoration method confirmed; care instructions requested.
Delivery day: count items, document issues, sort by player, distribute with care guidance.
If you follow the steps above, you’ll avoid the classic uniform-order pitfalls and end up with gear that your players are excited to wear—and that you won’t be apologizing for all season.