Original files and assets to be received after handover

Many of you receive the handover with a complete folder of files, but when you want to reprint or adjust a small detail, you get stuck. The reason is often not the lack of files but the lack of the right type of file needed. This page helps you know exactly what you need to receive, for what purpose, and when to confirm that during the working process.

Six groups of assets that need to be fully received.

• Standard print production files: PDF/X format or equivalent, correct size for the final product, correct materials used, along with a specification sheet clearly stating ink colors, coatings, bases, and materials. This is the file to be handed directly to the printer without further processing.
• Dieline (the structure drawing for cutting and folding): Needs to be according to each type of material and each type of POSM (point-of-sale materials). When reprinting or changing printers, you need the dieline for the new one to correctly replicate the structure, not to redraw from scratch.
• Editable source files: Original design files in an editable format, such as Illustrator or InDesign. Used when you need to change messages, update dates, or replace partner logos for the next round. Accompanied by a vector file (EPS or SVG) of the logo and main graphics to hand over to third parties without losing quality.
• Mockups and item sets: The approved mockup of the entire event space, along with print files and previews of each item: invitations, name tags, stage presentation pages, communication materials. This group helps you recreate the brand identity accurately at the next event.
• Standardized post-event photo set: Photos categorized by intended use, ready for communication, and ready to be included in capability documents, without further processing. If the unit is responsible for this part, the photos must be included in the deliverables, not left until you need them to ask.
• Usage rights and maintenance documentation: The rights to use the files, rights to reprint, and rights to transfer to third parties need to be clearly stated in the contract. Accompanied by maintenance documentation if there are fixed items installed, so that the internal team knows how to handle them later.

When is a group of assets needed?

Common errors when receiving deliverables

• Only receiving flat image files like JPG or PNG, missing vector files and source files. When wanting to print larger or edit content, it cannot be done.
• Not clarifying usage rights in the contract beforehand. Asking after the work is done often leads to disputes or unexpected additional fees.
• Receiving rushed files from the internal working version of the unit, with incorrect colors, incorrect sizes, and not printable immediately without anyone noticing until needed.
• Having enough files but lacking a session to explain the structure. The internal team does not know which files are for what purpose, and the delivery folder becomes a storage space that no one dares to touch.
• Confusing the internal working files of the unit with the deliverables. These are two different things. The transfer of all internal working files is subject to agreement in the contract, but you need to receive everything necessary to operate independently according to the agreed scope.

The timing to confirm the deliverables

The deliverables catalog and usage rights scope need to be confirmed in the contract before signing, not waiting until the project ends. At the start, both parties have ample space to negotiate and adjust expectations. By the end, everything is completed and the unit has no motivation to add items.

Delivery means a session to hand over assets: the unit goes through the package, explains the structure, and the client confirms that everything is complete and up to standard. All files are prepared at a production level, not rushed from working files.

The Brand Identity / Brandpad, Identity Handover

This article is for reference. The scope, pricing, and specific commitments of Sinh Vũ are detailed in the proposal and signed contract.