What Artwork File Formats Should I Supply for Personalised Event Passes?
For personalised event passes, Badge Wave requires a separate print-ready PDF for every artwork design. All fonts must be outlined, with 2 mm bleed on every side. Supply colours in CMYK or Pantone, and ensure any images are 300 dpi at their printed size. We do not accept PNG or JPEG files as finished artwork. These requirements help us deliver consistent, professional passes without avoidable production delays.
Our event badge FAQ explains the customisation and approval process, including how to access artwork templates. Start with the template for your chosen Badge Wave product, then prepare the final PDF to our specifications. If you are unsure about the template or how to export the artwork, ask us before submitting the file.
Start with the correct product template
Different event pass formats can have different folds, slots, orientation and space reserved for names or QR codes. Choose the correct template for your event badge product and keep its supplied dimensions and panel positions intact. A folded pass may need artwork laid out across its full, unfolded canvas, so always check the fold line before exporting the PDF.
Reserve clear space for names, companies and individual QR codes that will be added during event check-in. Check contrast and positioning using the on-site badge-printing equipment before the event. That registration test is separate from the PDF we need for the pre-printed design.
Which file types belong in the handover?
PDF: the required artwork file format
Send us a separate print-ready PDF for each design, with the correct canvas size and a 2 mm bleed on every side. Outline all fonts and supply CMYK or Pantone colours with images at 300 dpi. A screenshot, PNG or
JPEG is not an acceptable substitute.
Illustrator and other design files: prepare the PDF before submission
You may create the layout in Illustrator or other professional design software and retain the editable file for future changes. For production, export each finished design as an individual PDF with outlined fonts, 2 mm bleed and accepted colours. Do not submit the working file instead of the PDF.
PNG and JPEG images: not accepted as final artwork
We do not accept PNG or JPEG artwork submissions. Photographs and other raster graphics may appear within a compliant PDF, but must be 300 dpi at printed size. Vector artwork is preferable for small lettering, fine logos and QR codes. Simply saving a low-resolution JPEG as a PDF does not make it print-ready.
Five checks that prevent artwork delays
Check 1: Set the finished size and fold correctly
Use the Badge Wave template to check size, orientation, fold lines and slots. For folded passes, position logos and text on the correct front and reverse panels. Send each different design as an individual PDF rather than combining designs into a single file.
Check 2: Respect bleed and safe areas
Apply 2 mm bleed to every side of the artwork canvas. Extend edge-to-edge backgrounds through the bleed, but keep essential text, logos and QR codes away from trim lines, folds and slots indicated on the template.
Check 3: Validate colour and contrast
We accept CMYK or Pantone artwork colours. Use consistent colour references and ensure names and QR codes remain legible against the background. RGB screen colours may not match the printed result. Ask us if you need to clarify a brand colour before submitting the PDF.
Check 4: Protect variable fields
Leave space for names, organisations, attendee roles and individual QR codes added at check-in. Explain which elements are fixed in the printed design and which will be added later. Clear separation helps prevent overlapping text and scanning problems.
Check 5: Request an actual production proof
Before production, check the final artwork against the correct template, inspect spelling and logos, and test the intended variable name or QR-code placement. Our customisation service can help you understand the available options. We may supply artwork for your approval, so review the PDF carefully before approving it for production.
A clean artwork handover pack
Send a clearly named, individual PDF for each design, with the product or order reference and any notes about variable fields. Check outlined fonts, 2 mm bleed, CMYK or Pantone colours and 300 dpi images. Keep your editable source file for future changes, but submit PDF artwork for production.
Get the proof right before production begins
Follow the correct Badge Wave template and send us a separate production-ready PDF for every artwork design. Check outlined fonts, 2 mm bleed on every side, CMYK or Pantone colours and 300 dpi images before submitting. Contact Badge Wave about your personalised event pass artwork if you would like us to clarify the requirements before production.
You can design in Canva or another tool, provided the final file meets our production specifications: individual PDF, outlined fonts, 2 mm bleed on all sides, CMYK or Pantone colours and 300 dpi images. If the tool cannot export a compliant PDF, contact us before submitting.
No. We require a separate print-ready PDF for each design. PNG or JPEG images may be embedded within a PDF only if they are 300 dpi at printed size; they are not accepted as final artwork files.
Yes, if every pass uses the same QR code. For unique attendee codes, reserve a clear area in the artwork so the event registration system can add them on-site. Test their printed size and scannability before opening registration.