Vacation Bible School (VBS) is the summer event that defines church kid culture, and the shirts kids wear become souvenirs they keep for years. But VBS coordinators usually order shirts once a year — and the learning curve is steep. Here's the step-by-step guide for ordering VBS shirts in bulk that we wish every coordinator had before they placed their first order.
Step 1: Lock in your VBS attendance estimate
Order shirts based on your registered attendance estimate plus 15-20% buffer for walk-ins and volunteers. If you're expecting 200 attendees, order 240 shirts. If you're expecting 350, order 410.
The 15-20% buffer protects you against last-minute registrations without leaving you with 50 unsold shirts in the church basement.
Step 2: Pick your design approach
Three approaches work for VBS:
- Curriculum theme match: most major VBS curriculums (Roar, Wilderness Escape, Twists & Turns, Stellar) provide design art. We adapt it with your church name + year.
- Custom theme design: your church's own VBS theme — we design from your concept. Adds $50–$100 design fee one-time.
- Year-specific tee: simple 'VBS [year]' tee that works regardless of curriculum theme. Reusable design template.
Step 3: Volume tier the order
VBS pricing scales aggressively. Here are the real 2026 tiers:
- 100 shirts: $11–$13 per piece. Total: $1,100–$1,300.
- 200 shirts: $9–$11 per piece. Total: $1,800–$2,200.
- 300 shirts: $8–$10 per piece. Total: $2,400–$3,000.
- 500 shirts: $7–$9 per piece. Total: $3,500–$4,500.
Above 200 pieces, screen print dominates per-piece economics. Below 100, DTF or smaller-batch screen print works.
Step 4: Spec the sizing distribution
VBS includes toddlers, elementary kids, teens (volunteer counselors), and adult volunteers. Plan the sizing breakdown:
- Toddler 2T–5T: 10–15% of order
- Youth XS–YXL: 60–70% of order
- Adult S–3XL: 20–30% of order (volunteers + staff)
Most blanks come in toddler 2T through adult 3XL. We handle the full size range on one order with no setup charges for the mix.
Step 5: Volunteer-vs-attendee differentiation
Many churches order volunteer shirts in a different blank color than attendee shirts. Same design, different color. Volunteers are easy to spot during VBS week.
This is essentially zero cost — same design setup, just multiple blank colors. Most successful VBS programs do this.
Step 6: Production timing
Order 6 weeks before VBS week for safety. Production at this volume takes 14–18 business days + 5–7 days for mockup approval. Rush production 10–14 business days available.
VBS coordinators who order in mid-April for a June VBS week are relaxed. The ones who order 3 weeks out pay rush charges and stress.
Common rookie mistakes to avoid
- Underestimating attendance: build in the 15-20% buffer. Walk-ins always happen.
- Ignoring volunteer sizing: half your volunteers wear adult sizes; plan for it.
- Picking blanks without size availability check: some specialty colors only come in limited size ranges. We flag this at quote.
- Single-day approval window: VBS coordinators have multiple sign-offs (pastor, kid's director, board). Plan 5–7 days for approval.
- No volunteer recognition tee: a special tee for volunteers (different color, 'Crew' on the back) builds returning volunteer base year-over-year.
Related
VBS coordinators across the Treasure Valley come back to us year-over-year because we know the production rhythm. Quote in one business day: (208) 954-9492.
How We Make This Stuff
Everything covered in this post is produced in our Meridian, Idaho shop at 2700 E Lanark St. Eagle Ridge Apparel is a family-run print shop serving the Treasure Valley since 2019 — we embroider, screen print, DTF, sublimate, laser-cut leather patches, laser-engrave drinkware, and UV-print promotional goods on equipment we operate ourselves. No outsourced decoration, no overseas fulfillment, no third-party middlemen.
Most custom apparel orders ship in 7–10 business days from approved mockup. Rush production in 3–5 business days is available on most decoration methods; embroidered hats are the tightest constraint. We hold no minimums on any decoration type — order one piece or one thousand — though pricing scales aggressively over 50, 100, and 250-piece tiers. Free digital mockups before production starts. We don't begin a run until you sign off on what it'll look like.
Two ways to order: design it yourself online in our designer tool (any quantity, any decoration method), or request a custom quote and we'll send back pricing within one business day. Talk to a real person at (208) 954-9492 or info@eagleridgeapparel.com — most inquiries get a response within two hours during the business day.