Supplier specifications
What an event graphic design brief should say
Programme pages, badges, slides and banners all need design, and a designer can only deliver what the brief lists.
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The short answer
A graphic design brief lists every asset to be made, where each will be used, the sizes and languages, who supplies the words and logos, how many review rounds are included, who approves, and which files are handed over at the end.
Most delays come from late content and unclear approval, not from design time. Write the content deadline and the approver next to each asset.
What the brief has to settle
| Item | What to write | Acceptance test |
|---|---|---|
| Asset list | Event identity, programme, invitation, badge, slide template, banners, certificates. Mark must-have and optional. | Each asset has a use, size and deadline. |
| Sizes and use | Print or screen, final dimensions supplied by the printer, signage or platform supplier. | Specifications come from the supplier who will use the file. |
| Languages | Which assets are in English, Malay, Chinese or other, and who checks each language. | Language owner named per asset. |
| Content and logos | Who supplies the text, speaker photos and logos, in what format, by which date. | Content received log against dates. |
| Brand rules | Existing guidelines, colours, fonts, logo use, and whether the event has its own identity. | Guidelines attached, or designer proposes and organiser approves. |
| Review rounds | Number of rounds included, who consolidates comments and who gives final approval. | One consolidated comment sheet per round. |
| Handover files | Final files, editable source files, fonts and image rights, and who owns the artwork. | Rights and file list stated in writing. |
Approval and rights
Many committee members will have views. Appoint one person to consolidate comments, and one person to give final approval, or rounds will multiply. Ask who owns the artwork and whether the designer is using licensed fonts and images. Contract terms on rights are for your own adviser to review.
Questions to ask the designer
- Which of these assets have you designed before, and can you show examples?
- How many review rounds are included, and what happens after them?
- Which fonts and images will be used, and who holds the licence?
- What source files and formats do you hand over?
- How do you want to receive text and logos, and by when for the opening date?
Common gaps
- Speaker photos and bios arrive after the programme is laid out.
- The printer's specification arrives after the artwork is approved.
- Three people send conflicting comments on the same day.
- Translations are added late and the layout breaks.
Worked example · Fictional example
A fictional seminar identity and print set
Fictional organisation and figures, used only to show the level of detail.
A fictional hospital management society plans a half-day seminar. The secretariat lists six assets: invitation, programme booklet, badge, slide template, two banners and a certificate of attendance.
The designer's quote includes two review rounds. The secretariat names the honorary secretary as the person who consolidates comments and the chair as final approver, and sets a content deadline two weeks before print.
Use this yourself
Graphic design brief template
Copy into a document and send with brand guidelines if you have them. Mark unknowns Not decided with owner and date.
- Event, date, audience and identity (existing or new):
- Asset list with use, size, language and deadline:
- Specifications from printer, signage or platform supplier, with date received:
- Content supplier per asset: text, photos, logos, formats and dates:
- Brand guidelines attached or approach to be proposed:
- Review rounds included, comment consolidator, final approver:
- Proof approval before print or publication:
- Handover: final files, source files, fonts and image licences:
- Artwork ownership and usage rights position (adviser to review):
- Price basis: per asset, rounds, extra rounds, rush work:
- Change terms to be stated by the designer:
- Acceptance: each asset checked against its specification, sign-off by:
Handle it in-house, or bring in help?
Your team can usually handle this when
- A few simple assets using an existing template.
- The committee already agrees on the identity.
- You have one person who can approve quickly.
Outside planning help earns its fee when
- Many assets across print, screen and venue, in several languages.
- Several suppliers need specifications and deadlines that interact.
- Approval is spread across a committee and rounds keep growing.
Want design briefs tied to the rest of your suppliers?
An Event Blueprint can set the design deliverables beside signage, registration and platform briefs, with one list of specifications and deadlines. A project lead can then collect content and approvals so the designer works from complete material.
Questions organisers ask
How many review rounds should we include?
Two is a common starting point, but ask the designer what they include. State who consolidates comments so each round counts.
Who owns the final artwork?
This is a rights question to settle in writing with your own adviser. Ask the designer to state the position in the quote.
Should the designer choose the printer?
Decide who contracts the printer. Either way, get the printer's specification before artwork is finalised.
Related resources
Content record: Draft. Written from the cited sources and checked by automated rules; not yet independently reviewed.