8 Questions Event Planners Should Ask Their Production Team (But Often Don’t)

By: Martha Tate, Digital Design Manager

Who’s ever had an event collateral snafu? Yeah, unfortunately, it seems to happen to us all at one point or another. However, I’ll tell you a little secret: most of these issues are 100% avoidable. The special sauce for ensuring your designed and printed event materials are works of art? Heaping spoonfuls of collaboration and communication, a dash of creativity, and a whole lot of our favorite ingredient: teamwork. Like in school, there’s no such thing as a stupid question here, so ask away, ask away, ask away all, and get ready to fall in love with the final product.

Getting Back to Basics

These questions set the stage for a smooth production process whether you’re working with a printer, designer, or both. Ask them as early on in the process as possible to avoid any potentially costly hiccups!

#1. Ask Your Printer: What’s this piece’s recommended bleed, margin, and file setup?

Demystifying the lingo: So you understand what it is exactly that you’re asking, here’s the breakdown:

• Bleed: Designs can have a bleed (extend past the point of the final cut size) or no bleed (you guessed it! When the image or content only extends to where the material will be cut after printing.) Different types of collateral require different size bleed, and some require none at all, so it’s important for your design team to know how to set up your file at the outset.
• Margin: Similar to a bleed but not quite the same, margins are the blank space between the design and the edge of a page. Like a bleed, margins help ensure crucial content isn’t cut off when the final piece is cut to size.

File setup: Different printers prefer files to be sent to them with slightly different bleeds, margins, and crop marks (the lines that indicate where a design should be trimmed.) Finalizing and setting up a design for print also means putting it into the correct color space so that everything prints true to hue. Like the previous items, it’s always a good idea to collaborate with your printer before you start designing to ensure you follow the guidelines that will get you the perfect outcome!

Why it matters: Small errors or misunderstandings in this stage can lead to incorrect prints or cuts and costly reprints. So, before your designer digs in, it’s a great idea to contact your printer to ask what they need to print the final piece so they can provide the specifications your team needs at the outset.

How your designer helps: Once you get the details from the printer, your designer will ensure your files meet all production requirements. This makes their job easier because they won’t have to rush to fix anything your printer flags later.

#2. Ask Your Designer and Printer: What turnaround times do you offer, and what’s the plan for rush jobs?

Why it matters: Last-minute changes are the name of the event game. Knowing how fast things can move (and what rush fees may apply) is key for your graphic designer and printing partners.

#3. Ask Your Printer: Which file types and formats are acceptable?

Why it matters: Printers often have specific file requirements. If you don’t follow them, your final product may be delayed or compromised in quality.

How your designer helps: They’ll know exactly how to format files correctly, avoiding the dreaded “this file isn’t print-ready” email.

#4. Ask Your Printer: Can you provide a print proof?

Why it matters: You’ve heard the idiom: measure twice, cut once. There’s no better way to ensure that your final piece will be exactly what you’re looking for than to get a print proof for your approval in advance. While most printers provide digital proofs before moving into production, they may be willing to provide physical proofs that are true to size and color for no or low cost. It’s much more reassuring to see things come to life in person rather than on a screen, especially if you are placing a high-quantity order. Keep in mind that depending on production type, turnaround time, quantities, etc., they may not be able to accommodate your print proof request if that’s not something they already provide. But it never hurts to ask! Especially if you’re working with a small or local print shop and offer to bring a cup of coffee and snack when you come by to look at the proof. 😘

How your designer helps: Your designer knows their work like the back of their hand, so you should definitely have them look at any digital or print proofs before you approve them so they can flag anything that seems off.

Keys to Creating Collateral Masterpieces

Do you want your collateral to really stand out? These questions reveal advanced design and printing options you may never have considered.

#5. Ask Your Printer: What paper finishes should I consider: matte, gloss, or something in between?

Why it matters: The right texture and finish can elevate your brand presence and help signage catch the lighting at your event. However, not every printer/production partner offers the same options. It’s best to ask at the start of a project so you know exactly what options you have. Even better, see if they can mail you sample collateral using different paper stock and finish options so you and your designer can look and feel them for yourselves.

How your designer helps: Your designer will likely have extensive experience with printed materials and can recommend finishes based on the type of content and the look and feel you’re going for (e.g., gloss for vibrant colors or matte for elegance).

#6. Ask Your Printer: Should I choose spot color or full-color printing?

Why it matters: Spot color printing uses pre-mixed inks to create solid colors. This can heighten brand consistency, as the colors can be spot on (pun intended) and match your brand colors exactly. However, full-color options offer more flexibility. The correct answer depends on your project and what your printer can offer. Your designer may need to prep files differently based on your chosen option, so getting clarity early on in the project is important.

#7. Ask Your Printer: Do you have sustainable printing options available?

Why it matters: Many event planners and their clients prioritize sustainability. Luckily, most printers offer eco-friendly papers, inks, and processes.

How your designer helps: Designers can balance aesthetics with environmentally friendly design choices without compromising quality.

#8. Ask Your Printer and Designer: What specialty techniques (e.g., die cuts, embossing, foil) can elevate this project?

Why it matters: A die-cut logo (think intricate cutouts), embossed (raised elements), or foiled (metallic accents) details can turn a simple piece of event collateral into a show-stopper. These techniques tend to be more expensive, but if budget isn’t an issue or you’re planning a particularly luxurious event, they’re worth every penny and then some! Again, getting some examples of these elements from your printer before deciding can help you decide if it’s the right fit.

How your designer helps: Sometimes your printer may recommend using one of these techniques, but your designer may also be inspired based on your event’s theme. Knowing what specialty techniques must be included (and what they cost) is super important to the final design. Both so your designer can format the file correctly and so you can get an idea of what the final event collateral will look like in real life.

Pro Tips from the 360DG Event Design Pros

✅ Involve your designer as early as possible. 

Your designer is your biggest ally. They have likely worked with several printers and production partners and can help you make decisions about paper stock and printing techniques. If things start getting too pricey, they are also the best people to have at your side to offer alternative suggestions.

✅ Don’t be afraid to ask questions. 

Again, designers are an event planner’s bestie! It’s better to ask and know for sure one way or another than assume you know and end up with event collateral that isn’t what you expected.

✅ Remember to be flexible. 

Your designer and printing team create magic but can’t work miracles. Creativity and production take time, and not every request can be accommodated. Keeping an open line of communication with everyone involved can help maintain priorities and expectations.

✅ Always ask for recommendations and requirements via email. 

Having these things in writing helps you (and your designer) keep track of exactly what needs to be done and helps hold everyone accountable if things don’t go according to plan. Keeping a design brief in a shared document or project management system so that everyone can check it at every phase is another great way to get ahead of issues! 

Beautiful event collateral isn’t created in isolation. When you, your designer, and your printer work hand-in-hand, you can troubleshoot issues early and develop creative improvements when tight deadlines or problems arise. If you trust, encourage, and reward your team, they will do the same. So be sure to show your production team love so that you have the best of the best by your side when things get tricky. Want examples of some of the stunning event collateral our team has produced? Reach out! We love tooting our team’s horn. 🥳