INKOPOLIS DESIGN • FILE PREPARATION
Prepare Your Files for Print
A clean, print-ready file helps reduce delays, avoid unexpected changes, and produce a better finished piece. Use this guide as a final preflight before submitting artwork.
THE BASICS
Six things to check before submitting
Document Size
Set the document to the final finished size of the piece. Avoid building a small file and enlarging it later, especially when raster images are involved.
Bleed
If color, photos, or graphics run to the edge, extend them 0.125 in beyond the trim on every affected side. This gives finishing equipment room for normal cutting variation.
Safe Area
Keep important text, logos, borders, and critical graphics comfortably inside the trim line. A minimum 0.125 in safety margin is a useful starting point for many flat-print pieces.
Image Resolution
Use approximately 300 PPI at the final printed size for photographs and raster graphics. Enlarging a low-resolution image does not restore missing detail.
CMYK Color
Prepare print artwork in CMYK when possible. RGB colors can shift when converted for commercial printing, especially very bright blues, greens, and other highly saturated colors.
Fonts & Text
Embed fonts in the final PDF or convert final text to outlines when appropriate. Always keep an editable working file before outlining type.
BLEED • TRIM • SAFE AREA
Understand the three zones
These three boundaries help explain how artwork should be positioned before trimming.
and logos stay here
Background colors and images that touch the edge should continue past the trim line.
This represents the intended finished edge of the printed piece.
Keep critical information inside this area so small finishing variations do not affect it.
FILE FORMAT
Preferred file delivery
Print-ready PDF
A properly exported PDF is generally the safest way to preserve page size, fonts, vector artwork, images, and layout when sending a finished job to production.
Use a high-quality or press-quality PDF export.
Include bleed when the design prints to the edge.
Embed fonts and linked images whenever possible.
Review the exported PDF—not just the design file—before submitting.
If a native Illustrator, InDesign, Photoshop, or other working file is requested, package all linked images and fonts when licensing allows. Keep a copy of your original editable artwork.
COLOR & IMAGES
Prepare visual content for print
Convert RGB colors before final production
Monitors display RGB light while commercial process printing uses CMYK inks. Some RGB colors are outside the printable CMYK gamut and may become duller or shift after conversion.
Open the CMYK Color Toolkit →Check effective image resolution
A 300 PPI image can fall below 300 PPI when enlarged. Check resolution at the actual size the image appears in the final layout.
COMMON PROBLEMS
Preflight warnings worth checking
Images copied from websites or social media may look fine on screen but print soft or pixelated.
Artwork ending exactly at the trim line can leave unwanted white edges after cutting.
Keep important content safely inside the finished edge.
Unexpected color shifts can occur when RGB colors are converted to CMYK during production.
Unembedded fonts and unavailable linked images can change the appearance of the finished file.
Very thin lines and borders can reproduce inconsistently or exaggerate small trimming variations.
Small black text built from multiple process colors can reveal registration variation. A single black plate is often cleaner.
Transparency, shadows, and complex effects should be reviewed carefully in the exported production PDF.
FINAL PREFLIGHT
Before you upload
SPECIALTY FILE PREPARATION
Specialty finishing & large-format instructions
Some products require additional masks, layers, templates, or setup requirements beyond a standard print-ready file. Review the instructions for your product before submitting artwork.
SPECIALTY FINISHING
Foil Mask Instructions
A foil mask defines the area in which the foil will be applied to your artwork.
Your artwork will need to include a foil mask as a separate file or layer in your .ai or .eps file (vector files). These files or layers are in addition to the color layer or black (or solid PMS) layer files. It is also possible to use a raster file to create your foil mask.
How to set up Foil Imprint files
We can only use one color or type of foil per order. For example, you cannot order gold foil on the front and silver foil on the back as part of the same Foil Imprint order.
Raster files: Provide a separate foil mask file per side. Use black in the areas where you want foil and white in the areas where you do not want foil.
All black mask areas should be solid 100% black with no other added colors.
If a Foil Imprint job also includes Spot UV, provide separate mask files for the foil and UV. Depending on the job, you may be required to provide up to six files.
Foil and UV coating cannot overlap. Keep the two effects at least 1/16 in apart to help avoid foil peeling.
Avoid small or fine text and lines for foil objects. For best results, keep foil coverage below 50% of the entire print side.
Allow for up to a 1/16 in shift in foil placement. Keep this tolerance in mind when aligning foil with other printed artwork.
For cleaner lines and better quality, we recommend creating mask files in vector-based programs such as Illustrator or CorelDRAW.
We highly recommend having a solid color behind the foil mask. We do not recommend placing artwork or text beneath the foil mask because it may be visible through the foil. Knockouts are not recommended because foil placement may shift by up to 1/16 in during application.
SPECIALTY FINISHING
Spot UV Mask Instructions
A Spot UV mask defines the area in which the UV coating will be applied to your artwork. Spot UV coating creates a raised, clear gloss surface in selected areas of the project.
The setup process for a Spot UV mask is very similar to a Foil Mask. Your artwork will need to include a Spot UV mask as a separate file or layer in your .ai or .eps file (vector files). These files or layers are in addition to the color layer or black (or solid PMS) layer files. A raster file may also be used to create the mask.
Keep the Spot UV mask separate from the printed artwork.
Use solid black to identify areas that receive the Spot UV coating.
White areas remain uncoated in a raster mask.
Vector masks generally provide the cleanest edges for specialty finishing.
When both finishes are used, provide a separate mask for each effect. Foil and Spot UV should not overlap and should remain at least 1/16 in apart.
LARGE FORMAT
Event Tent File Setup
How do I set up my event tent file?
Text and graphics should be placed at least 0.5 in from the edge of the cut line for safety. Ensure you have 0.5 in bleed on all sides of your artwork. Do not add crop marks.
The template size is 119 × 86 in. Use the template as the bottom layer of your design file, then delete or hide the template before sending the finished artwork to us.
You may use up to four designs on your tent. Use the corresponding panel templates to designate placement. If you want one design on all four sides, send one file. If you want two designs with matching designs on opposing sides, send two files. We will send a consolidated design proof for verification.
DOWNLOAD TEMPLATES
Event Tent Panels
Open the appropriate template and save the image for use as the bottom layer of your design file.
LARGE FILES
Need to send your tent artwork?
Event tent files require a Large File Upload link.
RELATED RESOURCES
Need help checking the details?
Use the Inkopolis reference tools while preparing your artwork.
These guidelines are intended as general commercial-print preparation guidance. Job-specific requirements can vary by product, finishing method, substrate, and production process. If your quote, template, or job instructions specify different requirements, follow those specifications.
