How a Fresh Prints Group Order Works (and Why They Save You So Much Stress)

You’re planning merch for your chapter’s next big event… maybe it’s Bid Day, semi-formal, or a fundraiser. You’ve got the designs approved and the group chat’s blowing up with “I need this!” Now it’s on you to figure out who’s ordering and how much it’ll cost.

Here’s the problem: they want a price before they order, but you need to know how many people are ordering before getting the price. Cue the endless DMs and decision paralysis.

That’s where Group Orders come in to save your sanity.

We asked one of our Business Development Managers, Lauren Cohen (aka the kween who helps CMs run this whole system), to break down how a Fresh Prints Group Order works.

Here’s everything we’ll cover:

- What a Group Order actually is (and how it compares to a regular bulk order)
- The situations where it makes the most sense to use a Group Order
- How pricing, tipping, and order minimums work
- Step-by-step breakdown of the whole process, from link creation to shipping
- Pro tips to make your Group Order a success (and avoid the usual chaos)

What Is a Group Order?

With a group order, instead of collecting everyone's info and paying up front, you get a link you can share with your chapter. People click the link, pick what they want, and check out individually. Here’s a sample of what shows up when you click a group order link:

No spreadsheets, no collecting payment, and you don’t have to do the math. The important thing to remember is that the purchase only goes through once enough people order.

Compare that to a regular (or bulk) order, where one person (we’re looking at you, Apparel Chair) submits everything at once - quantities, sizes, payment - all in one big go. That means you have to know exactly who wants what before placing the order and often have to coordinate payment from multiple people, all at once.

When Should I Use a Group Order?

Group orders are perfect when the merch isn’t covered by the chapter budget or member funds, especially when the goal is to give people options or raise money.

So here are different scenarios and events where setting up a group orders makes the most sense:

General Chapter Merch (PR Drops)

Because it’s not tied to a specific event, this type of merch stays relevant longer and gives members something they can wear anytime to rep the chapter. PR merch is usually not covered by the chapter budget, so group orders make it easy for everyone to order and pay individually.

Philanthropy

Chapters often create custom merch for their philanthropy events and mark it up by a set percentage to raise money for the cause they’re supporting. A group order makes it easy to set a price, collect payments, and track sales all in one place.

Since it’s a straightforward process, it also won’t be too much of a hassle to get people to support your cause through making a purchase.

Formals + Date Parties

Some members buy merch for their dates too, and some don’t. The group order setup makes it flexible either way. You won’t have to stress and worry about ordering the wrong amount of shirts or crewnecks anymore!

Parents Weekend

Sometimes it’s just Mom flying in. Sometimes it’s Dad. Sometimes it’s both. Planning merch for Parents Weekend can be hectic because you never really know who’s coming or who wants what. With a group order, you can make the order process 10x easier.

Mixed Items

If you're offering multiple items, like shirts, sweatpants, and hats, for a mini PR collection, group orders are perfect. People can pick what they want - one item, two, or all of them.

How Will a Group Order Solve My Problem?

If you’ve ever tried to collect 20 hoodie sizes and track Venmos in your chapter group chat, you know how fast merch chaos hits. A group order solves all of that. No spreadsheets, no payment chasing, no “wait, did I collect all the right sizes for everyone?” drama.

But before we dive deeper into how group orders are made, let’s first talk about how price points are calculated and set in group orders:

Everyone orders and pays individually (with their own card, just like any online store), and the Fresh Prints Group Order Tool handles everything for you.

Now here’s the pricing magic:

With a group order, you don’t need to figure out the final price upfront. The price depends on how many people actually order, so the more people join in, the cheaper it gets.

When your group order link (more on that later) is created, two things are set:

• A minimum number of orders (let’s say 40), and
• A maximum price (like $45 per shirt).

That $45 is the most anyone will pay. If you hit the minimum number of orders before the deadline, the group order tips, meaning it goes into production, everyone’s card gets charged, and the merch gets made. If you don’t hit the minimum, the order’s cancelled and no one gets charged.

And like I said earlier, the more people who order, the lower the price drops.

• For example, if 50 people order a custom Boston Heavyweight Hoodie, the price per hoodie might be at $55.
• But if you get 60 people to order? The price will lower to, let’s say, $50.

So not only does the group order link make your life easier, it can also help your whole chapter save money (if you create enough hype and get people interested in buying).

How Does the Fresh Prints Group Order Link Work?

Step 1: You send in your designs.

As the apparel chair, you choose the items you want in your group order or “shop” (tees, hoodies, sweatpants, whatever), and finalize the designs. You’ll pass all of that to your Campus Manager (CM).

Step 2: Your CM locks in.

Your CM builds out the group order. This is when they set item prices, time limits, breakpoints, due dates, and shipping options.

“Wait, what did you just say?” When you’re doing a group order, there are a  few key terms to remember:

• Time Limit: the deadline for your group order. Once the time limit hits (11:59 pm that day), the link closes and no one can place an order.
• Due Date: when you’ll receive your merch:
  • ~14 days after the time limit, if everything ships to one place
  • ~21 days after, if it ships to everyone individually
• Breakpoint: the order goals that affect pricing. It’s the “if two more people order, we all save $5” moment.

Step 3: A custom link is created for your chapter.

Once the order is built, a group order link will be generated. This is your store. Everyone you give the link to (and is actually allowed by your chapter to make a purchase) can visit it, pick the item/s they want, place an order, and add their payment details upon checkout like they would on any regular online store.

Step 4: The order goes live.

The group order link includes a countdown in red showing how much time people have left to order, usually within a custom set window of 1-7 days. Why does it only go up to a week, you ask? Well, it’s so you can really leverage urgency and get people to buy so your order “tips.”

This tipping point is also shown through the group order link; and it’s the minimum number of orders needed for the merch to go into production.

Step 5: Chapter members place their orders.

Each person enters their size, shipping info, and payment. The Group Order Tool (which is what the internal Fresh Prints team sees on the backend) places a hold on their card (so it doesn’t get charged yet). The tool tracks how many people have ordered in real time.

Step 6: The tool checks if the order tips.

When the group order ends and it tips, the client or apparel chair gets an email. Final prices lock in, the holds become charges, and your merch heads to production. If it doesn’t tip, you’ll get an email saying so. No one gets charged, and your CM can help extend the timeline if needed.

Step 7: Printing and shipping begin.

The tool also tracks due dates, so if your group order does tip, it goes to production and then gets shipped either to one group address or individually to each person, depending on what you picked.

Common Questions & Confusions

“What if we don’t hit the minimum?”

If you don’t hit the minimum number of orders before the deadline, the group order won’t go through. BUT, here’s the good news:

If you’re offering the same design on different items (like hoodies in different colors or styles), the quantities can be combined to help reach the minimum. For example, your group order’s minimum is 20. If 10 people order the black hoodie and 10 order the pink one, that still counts as 20 total toward your goal, not just 10 and 10 separately.

"Wait, if I order early and the price drops later because more people order, does that mean I paid more than they did?"

Nope. When you order, your card just gets a hold (not a charge) for the highest possible price. Once the order closes and hits the minimum, the system checks how many people actually ordered, and only then are you charged the final (lower!) amount.

If the order doesn’t hit the minimum? No one gets charged, and the hold disappears.

“How long should the link be open?”

Lauren recommends keeping the group order link open for just a few days to a week. Why? Because urgency works. If you leave it open too long, people forget or lose interest. Fast deadlines = faster orders. Make them panic, if you will (jk).

“What if we need more time?”

You can sometimes extend the group order, especially if you're close to tipping. Just let your CM know before it closes, and they’ll help you figure it out. But if it’s already been 28 days since the first person placed an order, the group order link can’t be reopened. That’s because we can only hold someone’s card info for 28 days.

How Do I Make My Group Order a Success?

Talk to Your Chapter Before You Submit Designs

Sit down with your members and get clear on the vibe or theme for this merch drop. Nothing's worse than opening the group order link and having people go, “Wait… what is this? This isn’t what we had in mind.” A quick convo upfront saves confusion later. 

Pro tip from Lauren: Some apparel chairs like to crowdsource ideas first by asking members to submit inspo and color combos. Then they look for similarities in what people are asking for and build the final designs around that. It’s an easy way to make sure people actually order. If you’re not sure where to start, check out 4 Things You Should Do Before Designing Your Chapter’s PR Merch for a quick game plan.

Keep it simple. 4 items max.

Chapters that offer way too many items tend to lose people. Whether it’s because of decision fatigue or analysis paralysis, people just won’t end up buying anything. Stick to 3–4 strong items with a few different colors to choose from. 

Want to avoid other common pitfalls? Read Common Mistakes Sororities Make With Custom Apparel & How To Avoid Them.

Don’t just say “group order is live,” give them the tea.

Be specific. Tell them what it is, how much it costs (roughly), when it closes, what sizes are available, whether it ships to them or to the house. Make it impossible for someone to say “wait, what’s this for again?”

Also, one message is not enough. People will literally heart it, say “omg cute,” and then forget it exists. Drop the link again tomorrow. And the next day. And when someone says, “when’s that shirt due again?” Drop. It. Again.

Lean into the countdown.

Start hyping the deadline at least 48 hours before it hits. Use language like “24 hours left!” or “last chance to grab one!” to make it feel real. Urgency works, you just have to make it visible.

And if you’re doing a group order for Philanthropy Week or a fundraiser, tie the countdown to the cause. Try something like, “Only one day left to support [Org Name]'s fundraiser!” or “Every shirt helps us raise $5 for [your cause] - orders close tomorrow!” A reminder with purpose hits harder.

Make the link easy to find.

Pin it in the group chat Text it to everyone who showed interest. Screenshot the designs and slap a QR code in Canva. You’ve got way less admin work now because the Group Order Tool handles all the backend stuff. So put your energy into getting people to actually click that link and order.

Use peer pressure for good.

Drop updates like, “10 people already ordered, let’s gooo!” or “We’re 5 away from hitting the lower price 👀.” If they think everyone’s already ordering, they’ll hop on faster.

Remind people IRL too.

Weekly chapter meetings are prime time to bring it up again, especially as the deadline gets closer. Post on your chapter bulletin board, bring samples from your CM to show off in the house, or give a 30-second shoutout during announcements. These small touches work. More tips like this in this quick guide on launching your first group order.

TL;DR: Fresh Prints Group Orders in a Nutshell

• How it works: You get a shareable link where everyone picks their item, checks out individually, and pays with their own card - no spreadsheets, no money collection, no math.
• Minimums and pricing: Orders only go through if enough people buy (a.k.a. the required minimum is hit and the group order “tips”). The more people join, the lower the final price for everyone. Everyone that places an order will have to place their payment details, but no one will get charged unless the order tips.
• Best use cases for group orders: Ideal for anything not covered by chapter budgets (PR merch, formals, Parents Weekend, philanthropy) and especially great when you're offering a few different items.
• Timeline and setup: You’ll work with your Campus Manager to set deadlines, pricing breakpoints, and shipping options (group or individual). Once it tips, printing and shipping begin.
• How to promote it: Keep the link open for just a few days to drive urgency, and don’t be shy. Remind your chapter constantly, post countdowns, share order stats, and turn on the hype.

Group orders aren’t just a nicer way to do merch, they’re a smarter one. You don’t have to track payments or guess pricing before anyone’s committed. The Group Order Tool handles the admin, so you can focus on the fun part: choosing the vibe, hyping your chapter, and watching orders roll in.

If you’re ready to get started, create an account and let your Campus Manager know you want to do a group order. They’ll walk you through the next steps and help you build the link.

Not sure where to start? Check out our catalog of over 1,000 garments and scroll through thousands of designs to get ideas flowing. Or use our design tool to create something from scratch.