Bob (Kairos 3 & 4) wrote:

Team Apparel Job Responsibilities

Name Tags

The responsibilities for this job aren't that difficult. At the team meetings, you will need to put the form out for people to request name tags. The form that you use is in the Spread Sheet I'm sending you. Just print it out and set it out at the team meetings. You probably want to make an announcement also. Then, after the meeting you can type into the spread sheet the names of people that request name tags and then set out the partially filled out form at the next team meeting. After the first meeting in September, you might want to go ahead and order the first batch of Name Tags. I'd call B&C Trophies and let them know that you have taken over responsibility for the Name Tags and then Fax them the list of names you have. It generally takes 2 or 3 days for them to make the name tags so if you get it to them on Monday you can pick them up in time for the next team meeting. You can just have them bill us for the Name Tags and then we pay the invoice after the walk. 

B&C is out 183 towards HWY 620. Going north on 183 you turn Right on Anderson Mill Road and they are 3 or 4 blocks off of 183 on the left side of the road. Not a big building but pretty easy to find.

Shirts

Shirts is a bit more difficult than name tags. There are two different types of shirts we have ordered. One is the plain silk screen shirts with the Kairos of Texas logo on the front pocket. The other is the embroidered shirt (and some have the Matthew verse on the back). I have used Austin Screen Graphics to do the silk screen shirts and Alamo Tees to do the embroidered shirts. However, I've been thinking about changing sources for the embroidered shirts. The ladies used The Print Stop to do their shirts and think that they are a little more flexible and a bit less expensive. I'll get the details from them. The following are the names and contacts of who I have been dealing with at the various vendors:


Austin Screen Graphics
837-7702
David Harris
One Week Delivery
Minimum Quantity - 36
$10.87 Cost

Alamo Tees
210 699-3800
Theresa Willit
9 Working Day Delivery
Minimum Quantity - 12
Colors (Orange, Purple, Black, White, Forest Green, Gold, Jade, Kelly
Green, Maroon, Navy, Red, Royal Blue)
$20.00 - No Screen Printing
$22.00 - With Screen Printing
+$1.50 for XXXL

+ 1.50/Shirt Shipping

Now for the process. It is much the same as for name tags. That is, you print out the Apparel Order Form and have it available at the team meetings. You want to drive people signing up for this form as soon as possible. You will need to cut off orders several weeks in advance of the walk. With the Hughes 5 walk on 10/7 I would suggest taking orders up until the 9/18 meeting. Check with your vendors to find out their schedule and then add at least a week onto it to figure out your cut off date. Make sure that you communicate well with your vendor what your order date will be and what your expected delivery date (one week before the walk) will be. I keep the enter the order on the Apparel Register ...notice a tie back to the form that they filled out. I've had situation where people came to me and said, ?This isn't what I ordered? and I've had to show them where they ordered what they did .... so keep the forms that folks fill out and have your register tie back to it. 

When it comes time to actually order the shirts, I sort the register into the types of shirts that are required and then fill out the Shirt Order Form. You will need to do one for the embroidered shirts and one for the regular silk screen shirts. Check this very carefully, or you will get in trouble. Then you can fax in your order to the shirt companies. You will have checked with them ahead of time so they will be expecting their fax. Need to call them to make sure that what you want is very clear, and there are no questions. There are a lot of ways this can get screwed up and you want to make sure that you aren't contributing to the confusion.

You likely will not have 36 shirts for the normal screen print shirts which is the minimum order quantity. So you will need to fill in with shirts we just order and sell later ...the price break is too good to not order extras. I would suggest filling in with popular colors, Navy, Green, Red, Black, with popular sizes (likely this proportion 2-Lg, 4-XL, 1-XXL.) What is left you will
likely sell, and the ones that don't sell can be kept for Hughes #6.

When you get the shirts from the printers, you then need to take the shirts that were ordered in put them in Zip Lock bags with the recipients name on it (or in it on a card) one bag per person. This is important, people come to you in mass once you get at the team meeting. You can simply put the bags out and people can get their own ...no one sorting through shirts and changing their minds. I take the extras, and put them in bags by size. That way, at the team meeting, if anyone wants an extra shirt they can easily look in the bag for their size and pick out the one that they want. It gets a bit confusing at the last team meeting giving out the shirts and collecting the money, but just keep your wits about you, move slowly and make sure that you record well what happens.

Collecting and Accounting for Money