Artwork Guidelines

Prepare Your Artwork for the Best Print Results

Properly prepared artwork helps us produce sharp, vibrant and professional graphics for your trade show display. Please review these guidelines before submitting files for backdrops, banner stands, counters, light boxes, arches and other custom-printed displays.

Every product has different dimensions and finishing requirements. Always use the artwork template provided for the exact product and size you ordered.

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Quick Artwork Checklist

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1. Use the Correct Artwork Template

Download the artwork template for the exact product and size you are ordering. Templates may include important production information such as:

• Final graphic dimensions
• Full artwork size
• Bleed area
• Safe area
• Visible area
• Sewing or finishing lines
• Silicone edging locations
• Pole pockets, hems or other finishing areas
• Template scale and orientation

Do not resize, crop, rotate or change the proportions of the template. Create your design on a separate artwork layer and leave the template guides unchanged.

Before exporting your final file, hide or remove any instruction layers, measurements, coloured guide lines and template notes that are not intended to print.

If you cannot locate the correct template, please contact us before preparing your artwork.

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2. Preferred File Formats

Preferred Format

A print-ready PDF is the preferred format for final artwork. It helps preserve the correct dimensions, vector graphics, image quality and layout.

Other Accepted Formats

We can also review:

• Adobe Illustrator files: AI or EPS
• Adobe Photoshop files: PSD or TIFF
• High-resolution JPEG files

Files supplied in a non-print-ready format may require corrections or graphic design work before production.

Microsoft Word, PowerPoint, Excel files, screenshots, website images and graphics downloaded from social media are generally not suitable for large-format printing.

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3. Artwork Size and Scale

Prepare your artwork at the exact dimensions and scale indicated on the product template.

Whenever possible, artwork should be created at 100% of the final printed size. Some oversized products may use a reduced-scale template because of software canvas limitations.

If the template is supplied at 50% scale, your artwork must remain at 50% scale and raster images should have approximately twice the required final-size resolution.

Example:

• At 100% scale: 72–125 DPI
• At 50% scale: approximately 144–250 DPI

Always follow the scale and resolution instructions shown on the product-specific template when they differ from these general guidelines.

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4. Image Resolution and Quality

For most large-format display graphics, raster images should have an effective resolution of 72–125 DPI at the final printed size.

Logos, text and illustrations should be created as vector graphics whenever possible. Vector artwork remains sharp when enlarged, while small raster images may become blurry or pixelated.

Avoid using:

• Images copied from websites
• Screenshots
• Social media images
• Small JPEG or PNG files enlarged beyond their original size
• Logos taken from email signatures
• Heavily compressed images

Review your artwork at its intended output scale before submission. Trade show graphics are normally viewed from several feet away, but low-resolution images may still be visible in the finished print.

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5. Colour Settings

Prepare all artwork in CMYK colour mode.

RGB and HEX colours are designed for screens and may change when converted for printing. Pantone and other spot colours may also be converted to their closest printable CMYK equivalent.

Please keep the following in mind:

• Printed colours may differ from what you see on a monitor.
• Different materials can reproduce the same colour differently.
• Fabric, vinyl and rigid substrates may not produce identical results.
• Digital proofs are intended to confirm layout and content, not exact printed colour.
• Colour consistency can be affected by material, ink, lighting and finishing.

If accurate brand-colour matching is critical, contact us before production. Additional colour matching or physical proofing may be recommended and can affect pricing and production time.

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6. Fonts and Linked Images

Convert all text to outlines before exporting the final production file. This prevents font substitutions, missing fonts and unexpected changes to the layout.

Keep an editable copy of your original design before outlining the text, as outlined fonts can no longer be edited as normal text.

All placed images, logos and graphic elements must be embedded in the final file. If you are submitting editable source files, include all required linked images and permitted fonts in a clearly organized ZIP folder.

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7. Bleed, Safe Area and Finishing

The artwork template identifies the areas required for printing and finishing.

Bleed Area

Extend all backgrounds, colours, photographs and patterns completely through the bleed area shown on the template. This prevents unwanted white edges after cutting, sewing or finishing.

Do not add extra bleed beyond the template dimensions unless specifically requested.

Safe Area

Keep important content inside the template’s safe area, including:

• Logos
• Text
• Phone numbers
• Website addresses
• QR codes
• Faces
• Product images
• Essential design elements

Content placed outside the safe area may be covered, wrapped, trimmed, sewn or distorted during installation.

Seams and Finishing Areas

Avoid placing important elements directly over:

• Sewn edges
• Panel seams
• Pole pockets
• Zippers
• Silicone edging
• Hems
• Corners
• Frame transitions
• Areas that wrap around the side or back of the display

Do not include crop marks, printer marks, registration marks or colour bars unless we specifically request them.

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8. Double-Sided and Multi-Panel Displays

For double-sided products, submit one complete file for each printed side.

Clearly label the files:

• FRONT
• BACK

If the same artwork will be printed on both sides, indicate this clearly when submitting your files.

For displays with multiple graphic panels, submit one file for each panel and label them in installation order. Identify left and right from the viewer’s perspective when facing the completed display.

Example file names:

• OrderNumber_Backdrop_Front.pdf
• OrderNumber_Backdrop_Back.pdf
• OrderNumber_Panel-1-Left.pdf
• OrderNumber_Panel-2-Centre.pdf
• OrderNumber_Panel-3-Right.pdf

When a design continues across multiple panels, carefully verify the alignment of text, photographs and background elements at each panel transition.

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9. QR Codes, Fine Text and Important Details

QR codes should be high contrast, placed entirely inside the safe area and tested at their final intended size before submission.

Avoid positioning QR codes near seams, folds, corners or finishing areas. Leave enough clear space around the code so it can be scanned easily.

Very small text, thin lines and fine details may not reproduce clearly on textured fabric or when viewed from a distance. Use readable type sizes and strong contrast for the best results.

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10. Exporting Your Final Print File

Before exporting your print-ready PDF, confirm that:

• The document dimensions match the product template.
• The artwork is at the correct scale.
• All colours are converted to CMYK.
• Raster images have sufficient effective resolution.
• All fonts have been converted to outlines.
• All linked images are embedded.
• Backgrounds extend completely through the required bleed.
• Important content remains inside the safe area.
• Template instructions and guide lines are hidden.
• No unintended objects remain outside the artwork area.
• No crop marks or printer marks have been added.
• The PDF is not password protected.
• The file has been reviewed at 100% of its prepared size.

Avoid excessive image compression when exporting your final PDF.

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11. Naming and Submitting Your Files

Use clear and descriptive file names that include your order number, product, size, panel and printed side whenever applicable.

Avoid generic names such as:

• final.pdf
• new-final.pdf
• final-version-2.pdf
• print-this-one.pdf

If you are submitting several files, place them together in a ZIP folder. Follow the artwork-upload instructions provided with your order. If your files are too large for the available upload method, contact us for assistance.

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12. Artwork Review and Digital Proof

Submitted artwork is reviewed for common production concerns before printing. This review may identify issues such as:

• Incorrect dimensions or scale
• Insufficient image resolution
• Missing bleed
• Content outside the safe area
• Missing fonts or linked images
• Incorrectly labelled panels or sides

Our artwork review does not include proofreading, copywriting, legal review or full graphic design unless those services have been arranged separately.

You are responsible for confirming:

• Spelling and grammar
• Names and contact information
• Phone numbers and website addresses
• QR-code functionality
• Image and logo accuracy
• Panel order and orientation
• Legal rights to all submitted content
• Final design and layout

A digital proof may be provided for approval before production. Digital proofs are used to confirm content, placement, orientation and general layout. They should not be used to evaluate exact colour, material appearance or final image sharpness.

Production begins only after we have received print-ready artwork and final proof approval. Artwork changes, corrected files or delayed approval may affect the estimated production and delivery schedule.

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13. Artwork Corrections and Design Assistance

If submitted artwork does not meet production requirements, we may request a corrected file.

Minor technical adjustments may sometimes be possible. More extensive work—such as recreating logos, rebuilding layouts, replacing low-resolution images, adjusting designs or preparing artwork from incomplete files—may require graphic design services and additional charges.

We will advise you before completing any chargeable artwork work.

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Final Artwork Checklist

Before submitting your files, make sure you can answer yes to every item:

• I used the correct template for my product and size.
• My artwork is prepared at the template’s indicated scale.
• My colours are set to CMYK.
• My images have sufficient resolution.
• My fonts are converted to outlines.
• My linked images are embedded.
• My backgrounds extend through the required bleed.
• My important content is inside the safe area.
• My template guides and instructions will not print.
• I did not add unnecessary crop marks or printer marks.
• My front, back and panel files are clearly labelled.
• I verified all spelling, contact information and QR codes.
• I reviewed the final PDF before submission.

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Need Help With Your Artwork?

Not sure whether your files are ready for production? Contact the Graphic Stands team before submitting your artwork. We will help you identify the correct template and artwork requirements for your display.