Approve a complete specification
Attach the final artwork to the exact blank style, color and decoration location. Include intended dimensions and any relevant color reference. A screenshot of a logo by itself does not settle how it will appear on a garment.
Control versions
Assign one approval owner and label the approved file clearly. If a sponsor changes a mark or an event date moves, tell the production team before replacing artwork in a shared folder. Prepared screens and transfers may already depend on the previous version.
Review changes as production changes
A different shirt color, a new print position or a second decoration area can affect the workflow even when the graphic stays the same. Record the change and confirm its effect on timing, materials and scope before treating it as final.
Illustrative planning scenario
Example: a sponsor logo arrives late
The event artwork has been approved and the production components are prepared. A new sponsor requests inclusion. Flag the request as a scope change, provide the revised file and ask what preparation must be repeated; do not treat replacing a digital file as proof the physical production is updated.
A working decision sheet
A useful signoff records the finished item rather than an isolated image file. Include a version identifier and one named final approver. If the same artwork appears on several products, approve each relevant placement and scale. Keep the approval record available to the production team so a later message does not accidentally revive an older version.
| Decision | Record or review | Planning note / owner |
|---|---|---|
| Artwork | File version and final approver | Retire superseded instructions clearly. |
| Product | Exact blank and color | Decoration appearance depends on the base. |
| Scale | Finished dimensions and placement | Review small type at actual size. |
| Process | Method and prepared components | Know what must change if the file changes. |
Put it into your brief
- Who has final artwork approval?
- Which product, size and placement does that approval cover?
- What is the process for a requested change after signoff?
Use these questions to record the decisions you already know and identify what needs review. Keep the brief with the current product specifications and event documents.