One of the biggest event planning questions is also one of the easiest to overthink: how much merch or event material should you order? Too little creates stress. Too much ties up your budget.
Start with your attendee number
Your expected attendance is the base number, but it should never be your final number.
Think about:
- Confirmed ticket sales
- Staff and volunteers
- Vendors and sponsors
- VIP guests and media
- A small backup buffer
Wristbands: order with a safety margin
Wristbands are usually tied directly to access, so running short is not an option.
A good rule is to order:
- Your expected attendance
- Plus staff, vendors, and special access groups
- Plus a small extra buffer for mistakes or last-minute additions
If you have multiple access levels, break them down by category before ordering:
- General admission
- VIP
- Backstage
- Staff
- Vendors
Lanyards: count by role, not by crowd size
Lanyards are usually not for everyone. They're better estimated by function.
Count:
- Staff
- Volunteers
- Vendors
- Speakers or performers
- VIP or media if needed
This keeps your order practical and avoids overbuying.
Shirts: think wearers, sizes, and extras
For event shirts, your quantity depends on whether the shirts are for staff, sale, or giveaways.
If shirts are for staff:
- Count each team member
- Confirm sizes early
- Add a few extras in common sizes
If shirts are for sale:
- Start with your strongest sizes first
- Avoid overloading on uncommon sizes
- Keep your hero design the priority
The biggest mistake
The biggest mistake is ordering based on hope instead of a real breakdown. A simple spreadsheet by role, size, and access type can save money and stress.
Need help planning event merch quantities? Start here:
https://icandygfx.com/pages/for-event-organizers