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Shirt Inventory & Size Limits — How to Make Sure You Never Run Out

This guide shows race directors how to keep shirt availability accurate and automatic on your registration page. When you set size Limits to match the number of shirts you plan to (or have) ordered, the system counts down the remaining quantities and disables sizes that sell out. No spreadsheets, no manual toggling—just keep the limits current and we’ll do the rest.

At a Glance

  • Order your shirts, then set each size’s Limit to the quantity you ordered.

  • Do not delete all sizes. If shirts are sold out, add a fallback size called “Past Deadline / Size Not Guaranteed” (Set a high limit like 9999) so registration can continue.

  • The form auto‑disables sold‑out sizes and shows a “remaining” count for available sizes during registration.

  • Don't forget to hit Save at the bottom of the page when you’re done.

  • Extras left over can become post‑race revenue instead of stress. We’ll show you how below.

Result: Registration stays open, no one can select out‑of‑stock sizes, and you don’t have to babysit it.

Why this matters

  • Most sign‑ups happen late—often inside your shirt‑ordering window. Closing registration or removing sizes too early costs entries and creates unnecessary admistrative workload.

  • Setting per‑size limits gives you clean inventory control, protects the participant experience, and reduces packet‑pickup chaos.A true Win-Win!

Your shirt-limits game plan

  1. When you place your shirt order, enter those numbers as Limits by size in your race.

  2. Keep registration open. Don’t shut it down just because shirts get tight—let the Limits do the work.

  3. If every size sells out, add a size called “Past Deadline / Size Not Guaranteed” with no limit so people can still register.

  4. Order a small buffer of extras for inevitable late and race‑day sign‑ups.

We’ve found this to be the simplest, most reliable way to guarantee a smooth race week and boost your registrations!

Step‑by‑Step Walkthrough

1) Open your race and go to Online Registration

Login → select your race → click “Edit Online Registration.”

2) Find the Shirts section

Scroll down to the Shirts block. You’ll see each size with Extra Cost (optional) and a Limit field.

3) Enter your limits

For each size, set Limit to the number of shirts you ordered for that size.
If you charge extra for certain sizes (e.g., 2XL/3XL), use Extra Cost.

4) Save

Scroll to the bottom and click Save.

That’s it—going forward the system counts down each size and hides a size automatically when it sells out.

After Your Shirt Deadline

  • Add a size option named “Past Deadline / Size Not Guaranteed.”

  • Set its Limit to  a very large number (e.g., 9999) to make it effectively uncapped.

  • Add a short note in your event details: Shirt sizes are limited after the deadline. Selection is first-come, first-served at registration and packet pickup. Sign up today to secure your size.

    • Why this works? Urgency (“limited supply,” “first-come, first-served”) is a proven marketing lever—it reduces procrastination, increases conversion rates, and pulls registrations forward so you can plan inventory with fewer surprises.

  • Keep your original sizes with their true Limits so the countdown remains accurate. As sizes sell out, they’ll disappear from the dropdown automatically.

Important: Do not delete shirt sizes. If you remove a size, the form will error and participants will be unable to register and we will lose their shirt sizes. At a minimum, keep “Past Deadline / Size Not Guaranteed” active.

Real‑World Example (how the math works)

You currently have 45 registrants who selected Small. You expect a few more, so you order 60 Small shirts.

  • Set Small → Limit = 60.

  • As people register, the dropdown shows “S – 15 remaining,” then 14, 13, 12, 11…

  • When it hits 0, Small disables from the participant’s choices automatically.

Deadlines, Late Sign‑Ups, and Extras (what really happens)

  • Most registrations happen late, many inside the ordering window. If you close registration or remove sizes early, you trade away registrations and create extra admin work.

  • Use limits instead of prohibitions. Keep registration open; let inventory limits control who can select what.

  • Order extras for last‑minute and race‑day sign‑ups. A small overage—spread across S–XL with a few 2XL/3XL—saves the day at pickup.

  • Leftover shirts aren’t a loss. Offer extras for sale after the race (social or email to participants). Turning leftovers into merch converts a headache into revenue.

Suggested snippet for your race page/email:

Shirts guaranteed through [DATE]. After that, sizes are first-come, first-served from remaining inventory. Register now to lock your size.

Common Scenarios

Q: We sold out of a size before race day. What should we do?
A: Nothing special—once the Limit is reached, that size disappears from the dropdown. Late registrants can select Past Deadline / Size Not Guaranteed.

Q: We need to charge more for XXL.
A: Use the Extra Cost field for XXL (e.g., $3.00). The dropdown will display the size with the added cost automatically.

Q: We accidentally deleted all sizes and the form errors.
A: Don't do this. It deletes the ability to see who has sign up for sizes. Contact us if this happens.

Q: Can we change Limits mid‑registration?
A: Yes. Update the Limits any time and Save. Existing registrants keep their chosen size; new registrants only see sizes with remaining inventory.

Concerns we hear

“We’re worried about ordering too many.”
Set conservative limits based on current registrations, add a modest buffer, and use the live countdown to prevent over‑selection. Leftovers can be sold post‑race.

“We usually just close shirts a week out.”
That restricts entries during the exact week most runners decide to sign up. Inventory limits keep you open while protecting you from over‑committing sizes.

“What if every size sells out?”
Add Past Deadline / Size Not Guaranteed (no limit). Registration continues, and you can allocate extras fairly at packet pickup.

Warnings & Safety Nets

  • Don’t delete any shirt sizes. 

  • If you truly need to stop offering shirts, set each size’s Limit to match your remaining inventory, then create a “Past Deadline / Size Not Guaranteed” option with a high limit so registration can continue.

Troubleshooting

  • Participants can’t register after you edited shirts? Ensure at least one shirt option exists (the Past Deadline option is a safe fallback) and Save again.

  • A size still appears after you think it’s sold out? Double‑check its Limit and make sure it reflects your total stock plan.

FAQs / Quick Fixes

  • Can I change a participant’s size after they register?
    Yes. Go to Manage Registrations, edit the participant, and adjust their shirt size.

  • We forgot to set limits and now a size is overbooked. What now?
    Update the Limit immediately to the true on‑hand quantity and enable Past Deadline for late registrants. Email impacted participants with your pickup plan (exchange table, post‑race pickup, or mail‑out).

  • We don’t want to offer shirts for a youth event.
    Remove the normal sizes and keep a single option like “No Shirt” to avoid registration errors.

Summary

Set clear Limits for each size, order a sensible cushion, keep a Past‑Deadline option open, and let the system handle the countdown. This approach keeps your registration page accurate, avoids awkward size shortages, and turns leftover shirts into a small win after race day.

Need a hand?

If you’d like us to double‑check your setup, just tell us the race name and we’ll review the limits with you.