Results Statement: By using this system for items in your gym, you will prevent parents from expecting a refund on items they’ve ordered that don’t fit as they may have expected.
Selecting a size:Â There are a few ways you can do this.
- Some companies (such as uniform companies) will send you a fit kit or sample sizing guide.
- Some companies (such as gymnastics and dance suppliers) will have a sizing guide available that requires you to use measurements to fit your athletes.
- Rarely (but at times) companies will offer neither of the above. When this happens, check reviews as carefully as possible to see how something is said to fit by others who have ordered. (This is the least desirable method and therefore should not be used if at all possible.)
Communicating with parents: When a fit kit, sample size or measurement is required – require the parent to be present for the fitting. Between the coach and the parent, determine the appropriate size for the athlete giving the parent the final say (after all, they are paying for it and will have to replace anything the child outgrows.) Note: If there is a safety hazard because a parent wants a size that will cause a tripping hazard, make a note and ensure the parent will agree to get alterations.
Confirming a size: If you are doing this in person, have a spreadsheet with the child’s name, the sizes you’ve agreed upon, a column for the parent to sign off that they agree to this size, and a column they will sign off on when the uniform or item is picked up. If this is done electronically, offer a form the parent can complete selecting the size. (If the size selected is different than what you had discussed, make sure you confirm the change in writing.)
Ordering the uniform/item:Â Ensure you have a second set of eyes on any item that cannot:
- Be easily and cheaply replaced
- Has a long backorder, creation or shipping time
Communicating with the vendor:Â When the items arrive, the sizes should match exactly as the sample or fit kit did. If they do not, take pictures and immediately send to the vendor so they can get the problem fixed.
Distributing the item:Â On large items such as uniforms, notify parents when the items arrive and are ready to be distributed. You may consider requiring a parent to be present for any athlete under 16 years old. Provide a time for the athlete to try on the uniform while still at the gym prior to leaving the gym with the item. If the item fits as expected, have the parent sign off on the uniform. (This is important in case pieces of the uniform are lost so a parent can’t say a particular item was never given to them.) If the uniform is not sized as expected, refer back to the sample sizing kit and the spreadsheet with the parent’s signature.
How to handle discrepancies:Â
- Make sure the item fits as it did in the sample sizing kit.
- Expect parents to be frustrated if their child grew or if it didn’t fit the way it did when they ordered it.
- Make sure you remain calm (not defensive) and empathize with their frustration. If possible – swap uniforms with other athletes whose uniforms didn’t fit as expected.
- Finally, if there is no way to swap uniforms, order just the part of the uniform or item that must be reordered so the parent isn’t paying the full amount (ie: Reorder just the skirt and not the whole uniform if possible.) If the item can be returned (which is common with many dance and gymnastics companies for in-stock items you purchased), find out the return fee. This fee can be passed along to a parent. They often prefer to pay an exchange or restock fee than have to purchase an entirely new item.
Distributors we’ve worked with who have sizing charts or samples:
- Most cheer uniform companies
- S & S Activewear
- Boxercraft
- Weissmans
- Omnicheer
- Alphafactor (Gymnastics)
- A Wish Come True (Dance)