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SquadMark planning guide

The booster club patch checklist.

Use this checklist to align your club before asking about one shared embroidered patch campaign. It is a planning aid, not a form to submit.

Agree on the purpose.

Is the patch for a school-wide fundraiser, season opening, multi-program recognition event or another shared athletics campaign? Write one sentence that names the event and the audience.

  • Choose one club contact to consolidate feedback.
  • Identify who can approve artwork and the budget.
  • Keep the campaign shared across programs; this offer does not include individual names or numbers.

Confirm artwork permission.

A logo being available online does not mean your club can use it on merchandise. Ask the school or relevant rights holder what approval is required. Record who approved the proposed use.

Start with the shared wording, colors and design direction. Any artwork preparation or revision requirements should be clarified before commitment. Do not treat a concept illustration as an approved production specification.

Choose quantity and distribution.

The current SquadMark scope is 50, 100 or 200 patches of one design in one bulk U.S. shipment. Ask your club how it will distribute the patches after receipt.

Quantities of 250 or more, other quantities, multiple designs and household fulfillment are outside this offer. Avoid assuming a larger or more complex campaign uses the same terms.

Define the patch questions.

  • What dimensions and shape are you considering?
  • Where does the club intend to use the patch?
  • What backing or attachment requirements need discussion?
  • Which wording, colors and marks must remain legible?

These are review questions, not a guarantee of compatibility or performance. Confirm the final specification in writing. Do not assume an illustration demonstrates wash resistance, adhesion or suitability for a specific garment.

Discuss timing and cost.

Separate your event date from the date the club would like to receive the shipment. Include time for your own review and distribution. A target date does not establish delivery feasibility.

For a quote, compare the same specification, quantity and destination. Ask what is included in the total and what remains separate, including shipment and any applicable import-related costs. Use our cost-factor guide to structure that review.

Write the first email.

A brief message can cover the campaign purpose, preferred quantity, design direction, intended event date and U.S. destination state or ZIP code. You do not need to send student rosters or full shipping details to begin.

Before committing:

Check the written specification, artwork approval, total quoted cost, shipment scope and timing. Email contact alone does not accept an order.

See email contact details

Use at your next club meeting

Leave with decisions,
not a longer email chain.

Record the owner of each decision

Artwork permission
Name the school or rights-holder contact who authorizes the proposed mark. Do not substitute a logo file for permission.
Design feedback
Choose one coordinator to combine comments across programs into a single revision request.
Budget review
Identify who reviews the full written cost and can approve any commitment on behalf of the club.
Distribution
Decide who receives the bulk shipment and how the club will handle local handout. Do not collect student home addresses for the inquiry.

Before the first email

  • Write one sentence describing the campaign purpose.
  • Select 50, 100 or 200 of one patch design.
  • Describe intended placement or unattached distribution.
  • List approximate size, outline and any must-read wording.
  • Note your event date, approval constraints and destination state or ZIP.
  • Separate confirmed decisions from open questions.

Before approving a proposal

  • Does the written specification match the current artwork version?
  • Are dimensions, edge, backing and quantity explicit?
  • Are artwork preparation, revisions and any sample arrangements addressed?
  • Does the total distinguish product and shipment costs and any import-related charges?
  • Are timing assumptions and your club’s review responsibilities clear?
  • Are order, payment and cancellation terms separately agreed?

This worksheet is for patches. For a patch-cap brief, add blank and fit decisions. For bag tags, add material and attachment questions; their quantities need case-by-case review.