How to Run a Pickleball Tournament Shirt Program

The pickleball tournament shirt program runs cleanly when the timeline starts 45 days out. Below is the director playbook for running the shirt program from initial design through event day and post-event cleanup. This is the version that works whether the tournament is a 30-player local mixer or a 300-player regional open.

Phase 1 — 45 days out: design and shop setup

• Lock the event logo and the tournament tee design
• Confirm sponsor list and sponsor placement on the tee (front, sleeve, back hem)
• Set up the event shop on the platform: upload the design, build the SKU list, set retail prices
• Decide pre-order vs registration-included for the player tee
• Lock the ref polo color and TD polo color

Phase 2 — 30 days out: open pre-orders

• Open the event shop to pre-orders
• Send the pre-order link in the registration confirmation email
• Post the shop link on the tournament Instagram and Facebook event page
• Email the pre-order link to all registered players
• Open ref polo pre-orders for the officiating crew

Phase 3 — 21 days out: place the bulk order

• Confirm registered player count and bulk order the player tees
• Order ref polos based on confirmed officiating roster
• Order volunteer tees based on the volunteer signup
• Calculate booth inventory based on the tournament-size table (see tournament merch)
• Place the booth-inventory order so it arrives the week before the event

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Phase 4 — 14 days out: replenishment buffer

• Check late-registration count, order any additional player tees needed
• Confirm sponsor logos placed correctly on the merch booth pieces
• Test the QR-code link to the event shop (for spectator walk-up scans on event day)
• Print the size chart for the booth display

Phase 5 — event day and post-event

• Set up the merch booth at the registration area
• Distribute pre-ordered tees that did not ship to player home addresses
• Run the booth across event day with volunteer staffing rotation
• End-of-day inventory count, place replenishment for day two if multi-day
• Post-event: leave the shop open for 30 days for families who missed the booth or want second pieces
• Send a thank-you email with the shop link for post-event purchases

Common mistakes to avoid

• Locking the design two weeks out (rushed feedback cycle with sponsors)
• Skipping pre-order in favor of all-walk-up (loses 40-60% of potential apparel revenue)
• Under-ordering hoodies for the booth (top-margin item, easy to undercount demand)
• Pricing the booth at cost as a "service" (giving up real tournament revenue)
• Closing the shop the day after the event (post-event sales run for weeks)

Frequently Asked Questions

Can the shirt program run with less than 45 days of lead time?

Yes, but the buffer for design feedback and sponsor approvals gets tight. Minimum workable lead time is 21 days from design lock to event day.

Who manages the shop on event day?

Usually a tournament volunteer or board member with shop dashboard access. Some larger tournaments hire a part-time event-day apparel manager.

Can the same shop run multiple tournaments in a season?

Yes. Many regional tournament series run one shop with seasonal product collections, so each tournament is a collection within the same shop.

How does the tournament handle sponsor logo approvals?

Lock the sponsor placement in the design phase (45 days out), share a mockup with each sponsor for approval, finalize before the bulk order goes in at 21 days out.