What Content and Images to Prepare Before Event Poster Design

First, Clarify What the Poster Is For

Different poster purposes require very different materials. Determine the distribution channel first, as it will inform the dimensions, amount of text, and image resolution needed.

• Offline posting or roll-up banners: Designed for long-distance reading, so keep text minimal, use large fonts, and provide high-resolution images.
• Online sharing (WeChat Moments, communities, official account images): Designed for mobile screen reading, so use vertical dimensions. Text can be slightly more but should maintain clear hierarchy.
• Event screens or backdrop boards: These have special aspect ratios, so confirm the actual screen or board proportions in advance.

If the same poster will be used both online and offline, mention this from the start so the designer can finalize the main version based on the primary use, then create adapted versions separately.

Text Content: Organize by Information Hierarchy, Not as a Single Block

Designers need text that can be directly typeset, not a casual verbal description. We recommend organizing it into the following layers:

• Main title: The event name, clearly stating what the event is in one sentence.
• Subtitle or one-line description: Supplement the event theme, target audience, or key selling points.
• Time: Date, specific time period, and whether it spans multiple days.
• Location: Full venue name, floor or area, and brief directions if necessary.
• How to participate: Registration link, QR code, contact information (provided by you; the designer only handles placement).
• Organizer/co-organizer: Names and logo files.
• Other required information: Ticketing details, notices, sponsor credits, etc.

Provide text in document form and clearly mark what is mandatory and what can be omitted. Poster space is limited. If the text significantly exceeds the available space, the designer should confirm deletion priorities with you rather than shrinking the font size on their own.

Additionally, if brand names, trademarks, endorsements, or partner names are involved, you need to confirm that usage authorization has been obtained. The designer will not verify this on your behalf.

Image Assets: Match Resolution and Format to Intended Use

Posters have stricter image requirements than business cards or social media graphics, especially when printing is involved. Check the following when preparing images:

• Resolution: Images for printing need sufficiently large pixel dimensions to avoid blurriness when enlarged. The exact size depends on the final poster dimensions and output resolution—confirm this with the printer.
• Format: Provide original photos or design files whenever possible, not versions compressed by messaging apps. JPG works well for photos, PNG for graphics needing transparent backgrounds, and vector files (AI, EPS, SVG) for logos and icons.
• Logo files: Provide vector format when possible, or at least a high-resolution version with a clean background, so it can be used on both dark and light backgrounds.
• Photos of people: Confirm whether portrait usage permission has been obtained, especially for event guests, employees, or client photos.
• Image copyright: If using stock or online images, you need to confirm the scope of authorization. The designer lays out the materials you provide and does not assume responsibility for verifying image copyright.
• Asset list: When there are many images, name them by purpose and indicate which is for the main visual and which are supporting.

If suitable images are not available yet, specify whether you need the designer to help find images or create graphic treatments. This involves additional costs and should be discussed in advance.

Printing and Output: Confirm Dimensions, Materials, and Processes in Advance

If the poster needs to be printed or produced as physical materials, confirm the following with the printer before passing them to the designer:

• Finished dimensions: Exact length and width, and whether bleed is needed.
• Materials and processes: Paper type, lamination, whether it is a roll-up banner or display stand, etc.
• Color requirements: Printing typically uses CMYK, while screens use RGB. The two render colors differently, so specify the intended use in advance.
• Output format: The file format required by the printer, whether fonts need to be outlined, and whether images should be embedded.
• Proofing: Whether a small proof is needed to confirm color and cropping first.

These requirements may vary by printer. Follow the file specifications provided by your printer rather than relying on assumptions.

What to Check Upon Delivery

Poster design delivery typically includes final production files and editable source files. After receiving the files, check the following:

• Final files: The final version for printing or publishing. Confirm the format meets the printer's or platform's requirements.
• Editable source files: Check that fonts, layers, and images are complete and easy to modify later.
• Font licensing: Confirm that fonts used in the source files have the appropriate commercial licenses. This is usually your responsibility.
• Image assets: Check whether images are embedded or provided alongside the files.
• Version management: Keep version records during revisions to avoid mixing old and new files.

If you need the designer to also handle printing coordination or material production, that falls under additional services and should be specified before commissioning. For graphic design service scope, see Graphic Design Services.

A Ready-to-Use Preparation Checklist

Organize the following before starting design to reduce back-and-forth communication:

1. Poster purpose and distribution channels
2. Finished dimensions or screen aspect ratio
3. Text content organized by hierarchy
4. Logo and brand guidelines (if available)
5. Main visual image and backup images
6. Confirmation status of image copyright and portrait authorization
7. Printing materials, processes, and file specifications (if printing is involved)
8. Delivery format requirements
9. Revision rounds and deadline

The more specific your materials are, the easier it is for the designer to assess layout feasibility and the less likely rework will occur due to missing information.