Organiser
Club kit secretary
The date your plan works back fromThe first club ride of the season
Who signs on your sideThe kit secretary, after committee and sponsors have reviewed
Custom Cycling Kits for Teams: The First Order From Your First Message to Kit in Hand
Custom cycling kits for teams ordering for the first time, with every date fixed in writing before any work starts and every date marked as ours or yours.
Send the date your riders need the kit, with your team size, team type and design. Within 48 hours you receive your ordering plan and its date sheet.
- One Programme Coordinator from first message to team file
- Every date in your plan marked ours or yours
- A dated version on every proof round
- Roster locked with two signatures
- ISO 9001:2015, OEKO-TEX® STANDARD 100 and BSCI
We run first team kit orders for club kit secretaries, corporate cycling programme organisers, college and university team captains, and kit coordinators for leagues and multi-club groups: jerseys, gilets, jackets, arm and leg warmers, caps and socks in your team colours.
Each step of your first order starts from a signature and ends with one. Your ordering plan carries a date sheet worked back from the day your riders need the kit, and every row on it names who owns that date and what sets it.
- Logo file check note
- First layout proof
- Each new proof version
- Proof sign-off
- Ordering window opens
- Ordering window closes
- Roster lock
- Production and packing
- Shipping
- Kit in handThe date you gave us
First Orders for Club Kit Secretaries, Corporate Programme Leads, College Captains and League Coordinators
Every first order runs through the same steps and the same signatures. What differs between teams is the date at the end of the plan and the person who signs on your side.
Organiser
Corporate cycling programme lead
The date your plan works back fromThe programme launch ride
Who signs on your sideThe HR, wellness or sports-club lead
Organiser
College or university team captain
The date your plan works back fromIntake week or the first training ride of the year
Who signs on your sideThe captain, manager or club officer
Organiser
League or multi-club coordinator
The date your plan works back fromThe first race on the league calendar
Who signs on your sideThe kit coordinator, with a separate proof and roster for each member club
A university team of about 40 riders orders this way at every intake, with around 14 new riders entering their sizes for the first time each year.
Whichever line is yours, the sections below follow your first order in the order it happens, from the first message to the bag each rider receives.
Clubs that buy cycling club kit through a committee, with more than one ordering window in the year, can see how windows are planned on our cycling club kit supplier page.
First Message to Ordering Plan: The Plan Clock Starts When Three Details Arrive
Your first order starts with one message, through our contact form or by email. Your Programme Coordinator replies within 24 hours on working days and stays your single contact for the whole order.
The ordering plan is built from three details:
Team size:
how many riders are on your list.
Team type:
club, corporate programme, college or university team, or league and multi-club group.
Your design:
a current kit, crest and sponsor logos as vector files, or team colours and an idea.
When all three are in, the plan clock starts. If one is missing, the first reply asks for it, together with anything else still open, in a single email.
Send the date your riders need the kit in that first message as well. Every date in the plan is worked back from it.
Your ordering plan contains:
- The ordering path for your team type.
- The pieces in your order, and which riders each piece is for.
- The date sheet, with every step from file check to kit in hand.
- The decisions still open on your side, each with its latest date.
The plan is written in English and sent by email, so your team manager can forward it to a committee, a sponsor or a university office unchanged.
Date Sheet in Your Ordering Plan: Every Date With an Owner and a Trigger
The date sheet is the working timetable of your first order.
| Row | Us | Your team | Decisions for you |
|---|---|---|---|
| Logo file check note | Us: Kit Layout DesignerYour logo and design files arriving | ||
| First layout proof | Us: Kit Layout DesignerThe file check passing3 working days | Design starting pointWhich of the six pieces you are ordering | |
| Each new proof version | Us: Kit Layout DesignerYour one combined reply for that round2 working days | ||
| Proof sign-offsets everything after it | Your teamYour review and your signature | Number rulesName rulesSponsor positions on the kit | |
| Ordering window opens | Us: Order DeskThe signed proof | ||
| Ordering window closes | Your team chooses, the Order Desk runs itThe date agreed in the plan | ||
| Roster lock | Your team manager and the Order DeskThe close date | Each rider's size for each piece | |
| Production and packing | Us: Programme Coordinator, then Packing LeadThe roster lock20–30 days | ||
| Shipping | UsYour destination, stated in the plan | ||
| Kit in hand | Your teamThe date you gave us |
A second column, "Decisions for you", lists each choice your team still has to make and the row it must be settled before.
Rows we own have a fixed trigger, so you can check each one the day it falls due. Rows your team owns sit where your calendar puts them.
Read down the sheet and you see which dates depend on us, which depend on your team, and which one sets everything after it: the proof sign-off.
Layout Proof Sign-Off: File Check, First Proof in 3 Working Days, New Versions in 2
The signed layout proof opens your ordering window, so its sign-off date sets every row below it. Here is how we run this step from your files to your signature.
File check.
When your files arrive, the Kit Layout Designer checks every one before drawing anything: crest, each sponsor logo, and design files or photos of your current kit. Any file that needs replacing goes on one dated note, naming the logo and what is needed.
Your starting point sets the first draft:
Current kit.
The Kit Layout Designer redraws your existing colourway, crest and sponsor positions across the pieces you have ordered.
Crest and sponsor logos as vector files.
The layout is built around your logos in your team colours.
Team colours and an idea.
The Kit Layout Designer proposes a layout from your colours and brief.
Our clock
Your clock
File check note
First proof3
Review rounds
New dated version2
Committee or sponsor meeting
Sign-offYour team manager · Kit Layout Designer
First proof.
The first layout proof is sent within 3 working days of the file check passing. It shows every piece you ordered, each sponsor zone, the crest position, the number and name rules, and a combined kit view of the pieces worn together.
Review rounds.
Your team manager collects comments from your committee, sponsors or company office and sends us one combined reply per round. A new dated version comes back within 2 working days of that reply, with every change from the previous version marked.
Sponsors.
Each sponsor sees its logo on every piece that carries it, and over the gilet or jacket in the combined kit view, before your team signs. Sponsor ranking and zone allocation are covered on our sponsor logo placement page.
Put your committee or sponsor meeting dates in your first message. The Programme Coordinator places the sign-off date after the meeting that will approve the proof.
You can check our clock on paper.
Lay the date on the file check note beside the date on the first proof. Lay the date of each reply you sent beside the date on the next version. Every gap is visible in your own inbox.
Sign-off.
Your team manager signs the final version, with sponsor approval where sponsors ask for it, and the Kit Layout Designer signs it too. That signed version, with its date, becomes the proof sign-off row on your date sheet.
The jersey print zones and logo sizes your files are checked against are on custom team cycling jerseys. The combined kit view for a full set is on team cycling kit sets.
Your Team's Decisions and the Latest Point for Each
A first order asks your team to decide a handful of things. Each one has a latest point on the date sheet, and each appears in the plan's "Decisions for you" column until it is settled.
Decision · Who on your team usually makes it · Latest point
First layout proofBefore the first proof
Design starting point: current kit, logo files, or colours and an idea
Team manager, with committee or company office
Which of the six pieces you are ordering
Team manager
The first two decisions set what the Kit Layout Designer draws.
Proof sign-offBefore proof sign-off
Number rules: who carries a number and in what range
Team manager or race captain
Name rules: names on or off, and where they sit
Team manager
Sponsor positions on the kit
Team manager, with each sponsor
The middle three are drawn onto the proof and signed with it.
Roster lockBefore roster lock
Each rider's size for each piece
Each rider, through the roster link
The last one is entered by your riders, so your team manager only checks it before signing the lock.
Decisions settled before their latest point keep every later row where the plan put it. A decision still open at its point holds the row it belongs to, and the date sheet is reissued with the rows that move.
Sizing guidance for riders, with how to measure and choose between club fit and race fit, is covered on our club fit cycling jersey sizing page.
Roster Lock: Entry Checks, the Unfilled List Before Close and a Co-Signed Lock Date
Production is counted from the roster lock, so the lock date is the row that decides whether your kit reaches your date. Here is how the Order Desk runs the ordering window to land the lock on the date in your plan.
Window opens.
On the date in your sheet, the Order Desk opens a roster link or a private team store that shows only your signed kit. Your team manager forwards it to every rider on the team list.
The window length is set in your plan from your calendar, long enough for riders to enter and for your team manager to follow up the unfilled list.
Each rider enters:
- Their name, as it appears on their bag and, if your proof carries names, on their kit.
- A number, under the number rules on the signed proof.
- The pieces ordered for them, with a size for each. Sizes mix freely within each style and colour.
Checks while the window is open.
The Order Desk checks every entry as it arrives, not at the close:
- Duplicate numbers go back to the riders involved.
- Numbers outside the proof's rules are corrected with the rider.
- Cells left blank for a piece the rider is ordering, and sizes entered for a piece not ordered for that rider, are queried.
Unfilled list before close.
Ahead of the close date, your team manager receives the names of riders on your team list with no entry yet. Your team manager follows up only those riders.
Lock.
On the close date your team manager reviews the full roster: every rider, every piece, every size and number. Your team manager and the Order Desk sign it. That signature is the roster lock row on your date sheet, and the production row is counted from it.
After the lock:
- A rider who enters after the close, or a rider who changes a size, is logged by the Order Desk and carried into your next ordering window, on the same signed proof.
- The rest of the team goes into production on the lock date as planned.
- If your team decides to move the close date to wait for riders, every later row moves with it, and the date sheet is reissued.
What you hold: the locked roster, signed by your team manager and the Order Desk, with every rider's name, number and size for each piece. Your team manager keeps a copy and can show any rider exactly what they entered and when the list closed.
Names and numbers on the kit are printed from this roster line by line, so the roster your team manager signs is the roster your riders receive.
Roster Lock to Delivery: Production Followed by Your Programme Coordinator
From the roster lock, bulk production takes 20–30 days. This part of the date sheet is ours from start to finish.
On the lock date the Programme Coordinator hands the signed layout proof and the locked roster to production together. Production works from those two documents only.
Through production:
- Names and numbers are printed straight from the locked roster, one printed panel per roster line, in the same sublimation run as the rest of your order.
- The Programme Coordinator follows the order until it reaches the packing bench.
- If any date moves, the Programme Coordinator tells your team manager in writing as soon as we know.
At the packing bench, the Packing Lead checks each jersey against its roster line and the signed proof, and lays out one complete set against the combined kit view before bagging. Both checks are set out on custom team cycling jerseys and team cycling kit sets.
Each rider's pieces go into one bag labelled with name and size, and the whole team ships to your team manager's address. The shipping time for your destination is written in your plan, so the kit-in-hand row is fixed from the day of the lock.
Your team manager hands out the bags by name at your first club ride, training session or intake meeting.
Four Documents a First Order Leaves in Your Hands
Each signature in your first order leaves your team manager holding a document. Every one names who signed it and when.
Issued at · Document · What your team uses it for · Signed by
Signed layout proof
Showing sponsors their zones; checking delivered pieces
Kit Layout Designer and your team managerLocked roster
Showing any rider what they entered and when the list closed
Order Desk and your team managerPacking list
Checking each bag at handout
Packing LeadTeam file record
Starting your next order
Programme CoordinatorIf a delivered piece looks wrong, your team manager sends photos to the Programme Coordinator. Each case is decided against the signed proof and the locked roster, under the rules on our home page.
Every decision in your order is confirmed by email or on one of these documents, in English.
On request we also send:
- ISO 9001:2015 certificate for our quality management system.
- OEKO-TEX® STANDARD 100 certificates for the fabrics in your kit.
- BSCI social compliance audit.
The four programme roles who sign these documents are introduced on about us.
Send the Date Your Riders Need the Kit
Send that date with your team size, team type and design, and your date sheet comes back with every row filled in.
Get your first-order date sheetDate Changes: The Whole Date Sheet Reissued With Old and New Dates Side by Side
Dates on a first order can move on either side:
- Your teama logo file replaced after the check,
- Your teama proof round added after the planned sign-off,
- Your teama close date extended to wait for riders,
- Usor a change in production on our side.
When any row moves, the Programme Coordinator reissues the whole date sheet as a new dated version:
- Every row shows its old date and its new date side by side.
- The row that caused the change is marked, with its owner.
- Rows that do not move keep their dates.
- Where the change is on our side, the reason is given in writing with the sheet.
Your team manager lays the new version beside the previous one and sees which rows moved and which row moved them. There is one current date sheet at any time, and every earlier version stays in your inbox with its date.
If the new lock date no longer reaches your kit-in-hand date on bulk production, the reissued sheet shows the rush route below, with the production row reset to rush.
You can forward each version to your committee, sponsors or riders as it arrives, so everyone works to the same dates.
First Order Scope: Six Pieces, One Ordering Window per Run, One Delivery Address
A first order covers up to six pieces: jersey, gilet, jacket, arm and leg warmers, cap and socks, in one colourway, on one signed proof and one locked roster.
What a first order includes:
Any combination of the six pieces.
Each piece can be for some riders only, and the plan lists which riders each piece is for.
One ordering window, one locked roster and one production run.
Riders who join after the lock order in your next window, on the same signed proof.
One delivery address:
the whole team ships to your team manager.
One contact on each side:
your team manager and the Programme Coordinator.
- Each ordering window has its own locked roster, production run and packing list, so every bag in a delivery traces back to one signed list.
Bib shorts and chamois-bearing garments are developed and sampled to your team's reference specification as a separate project through procyclingapparel.com. Your Programme Coordinator passes that part over with your documents, so you explain your team once.
The six pieces, with sizes and build options, are on team cycling kit sets and custom team cycling jerseys.
Rush Route: Roster Lock Set on 12–15 Day Production
When the date sheet shows too little time between your roster lock and your kit-in-hand date on bulk production, the plan sets the lock on rush production: 12–15 days from the roster lock.
The rush route can be in your first plan, or come in on a reissued date sheet after a date has moved.
What changes on the rush route:
- The production row, and the rows after it.
What stays the same:
- The file check, the first proof and every dated proof version.
- Proof sign-off by your team manager.
- The ordering window, the unfilled list and the co-signed roster lock.
- Packing checks, rider bags and one delivery address.
Production on the rush route still starts from the same two documents: the Programme Coordinator hands over the signed proof and the locked roster together, and follows the order to the packing bench.
If you already know your date is close, say so in your first message, and your first plan is drawn on the rush route from the start.
Your plan states which route reaches your date, so your team manager knows from the first date sheet whether the order is running on bulk or rush production.
Next-Season Groundwork Built Into Your First Order
A first order is the only order in which your team builds everything from the start. At season close, the Programme Coordinator signs your team file record, and later orders open from it.
Built once, in your first orderIn your next order
Logo file check and first layout proof
The signed proof comes from your team file, unless a sponsor or design changes
Colour parameters and a dated colour reference for each piece
Called up from the team file for every piece
Every rider's first-time entry
Returning riders confirm or change last season's sizes; only new riders enter from scratch
Number rules and name rules
Carried over on the signed proof
First order
- Logo file check note
Next order
- Ordering window opens
Because the proof is already signed, the date sheet for your next order starts at the ordering window, not at the file check.
When your team manager changes, the new team manager takes over with a copy of the team file, with no new size collection for the whole team and no redrawn layout.
How next season's order runs is covered on our team kit reorder program page.
Send Your Details for a First-Order Date Sheet
Your date sheet is built from what you send. Every item below fills one row or one decision on it.
- The date your riders need the kit.
- Team type: club, corporate programme, college or university team, or league and multi-club group.
- Number of riders.
- Pieces: jersey, gilet, jacket, arm and leg warmers, cap, socks.
- Your design: current kit, crest and sponsor logos as vector files, or team colours and an idea.
- Names and numbers: both, numbers only, names only or neither.
- Your committee or sponsor meeting dates, if the proof needs their approval.
- The country your team's kit ships to.
Send these through our contact form or by email, and your Programme Coordinator writes back with your ordering plan for custom team kits for cycling: the ordering path, the pieces, and the date sheet worked back from your date.