How to Order Custom T-Shirts for County, State, and Local Fairs: A Complete Buyer's Guide

Whether you're organizing a county fair, state fair, town festival, or community celebration, custom t-shirts do more than give everyone something to wear. They help visitors identify volunteers, keep staff organized, promote your event, and create lasting memories.

The challenge is knowing what to order, how many shirts you'll need, and when to start planning.

This guide walks through the key decisions to help make ordering fair t-shirts simple.

Start by Identifying Who Needs a Shirt

Before choosing shirt colors or styles, make a list of the groups that will be wearing them. Most fairs don't need one shirt for everyone. Different roles are easier to identify when they have their own shirts.

The most common groups include:

• Volunteers
• Event Staff
• Parking Attendants
• Security
• Information Booth Staff

Using different shirt colors for each group makes it much easier for visitors to find help while also helping your team quickly recognize one another.

Choose Shirts That Match the Event

Most fairs take place during warmer months, so comfort matters.

For most events, a lightweight cotton t-shirt is an affordable choice that works well for volunteers and staff. If your team will spend long hours outside directing traffic or working in the sun, moisture-wicking performance shirts may be worth considering.

If the event runs into the evening or spans multiple days, you may also want hoodies or lightweight sweatshirts available for staff.

Pick Colors That Make People Easy to Find

One of the biggest mistakes organizers make is choosing shirt colors that blend into the crowd.

Bright, high-contrast colors make it much easier for visitors to locate staff when they need assistance.

A simple color system might look like this:

• Volunteers: Orange
• Event Staff: Royal Blue
• Parking: Safety Yellow
• Security: Black
• Information: Red

Consistency is often more important than the specific colors you choose.

Keep the Design Simple

These shirts serve a purpose before they become souvenirs.

Large, easy-to-read text helps visitors identify volunteers and staff from across a parking lot or midway.

Most fair staff shirts only need:

• Fair name or logo
• Staff position
• Event year (optional)

Avoid overcrowding the design with sponsor logos or unnecessary graphics unless the shirt is intended as a promotional giveaway.

Estimate How Many Shirts You'll Need

Order quantities vary depending on the size of your event, but it's always smart to build in a small cushion.

Consider ordering shirts for:

• Every volunteer
• Event staff
• Parking crew
• Security
• Information booth staff
• A few extras for late volunteers or size exchanges

Having several extra shirts available can prevent last-minute problems on event day.

Order Earlier Than You Think

Many organizers wait until volunteer registration is nearly complete before ordering shirts.

Instead, begin planning several weeks before the event so you have time to:

• Finalize artwork
• Review and approve proofs
• Confirm shirt sizes
• Account for last-minute changes

Planning ahead helps avoid unnecessary stress as opening day approaches.

Use Fair T-Shirts to Promote Your Event

Staff shirts aren't just functional. They also help reinforce your event's identity.

Adding your fair logo, event name, or website creates a consistent look throughout the grounds and gives volunteers something they'll often continue wearing after the event.

Some organizers also create separate shirts for attendees that can be sold as souvenirs or used as promotional giveaways.

Free Planning Resources

Planning a fair involves much more than ordering apparel.

To help make the process easier, we've included several free downloadable resources that can be customized for your event:

• Fair Planning Checklist
• Volunteer Sign-Up Sheet
• Volunteer Schedule Template
• Custom Apparel Order Form

These documents can help keep your volunteers and event staff organized from the first planning meeting through cleanup after the fair.

Make Event Day Easier

Custom t-shirts help your fair look organized, improve the visitor experience, and make it easier for staff and volunteers to do their jobs.

With a little planning and the right apparel, you'll spend less time answering "Who can help me?" and more time enjoying a successful event.