Graphic Specifications & Artwork Setup Guide

Large-format printing is unforgiving: a file that looks perfect on your screen can print blurry, off-color or at the wrong size if it isn't set up correctly. This guide explains how to prepare print-ready artwork for Capital Exhibits trade show displays, banner stands, table covers and fabric graphics, so your order moves into production without delays.

Every Capital Exhibits order includes a free graphic review. According to the Capital Exhibits FAQ, our team checks your files for resolution, sizing and layout before printing. Following the steps below makes that review fast and keeps your project on schedule.

On this page

1. Before you start
2. Photoshop users: opening PDF templates
3. File formats and resolution
4. Fonts and images
5. Color, true black and Pantone colors
6. Final artwork checklist
7. Why artwork gets sent back
8. Need help with your design?

1. Before you start

Set up your file correctly from the beginning and you will avoid most artwork problems:

• Use the template made for your exact product and size. If you can't find it, call us and we'll send it.
• Design at the exact size of the template.
• Work in CMYK color mode, not RGB.
• Keep logos, text and other important content inside the template's safe zone.
• Save your final artwork as a PDF whenever possible.
• Check the final file dimensions against the template before you send it.

2. Photoshop users: opening PDF templates correctly

If you design in Photoshop, read this section first. The most common reason artwork comes out the wrong size is a PDF template opened with the wrong import settings. Photoshop remembers the settings you used last time (for example 300 DPI or a different crop option), so a template can quietly open at the wrong size.

How to open a PDF template in Photoshop

1. Go to File > Open and select the PDF template.
2. In the Import PDF window, set Crop To to Trim Box.
3. Set Resolution to 125 DPI for a full-size template, or 250 DPI if the template is set up at half size.
4. Click OK.
5. Before you design anything, confirm the Photoshop document size matches the template dimensions.
6. When the design is finished, save a layered PSD for future edits. Then flatten the artwork to one layer and save the final file as a PDF.

What a size mismatch looks like

If your file is the wrong size, reopen the template with Trim Box and the correct DPI, place your artwork again, and re-save. That fixes the problem in almost every case.

3. File formats and resolution

Accepted file formats

Photoshop and raster artwork

• Set the document to 125–150 DPI at full (final) size.
• Place high-resolution images (300 DPI) into that document and scale them as needed.
• Some very large templates are set up at half size. Open those at 250 DPI so the printed result has the same detail.
• Design at full size unless the template says otherwise.
• Avoid web images, screenshots and video frame grabs. They look fine on screen but print poorly at display sizes.

Illustrator and vector artwork

• Keep logos, text and shapes as vectors whenever you can. Vectors stay sharp at any size.
• Any placed raster image should be 300 DPI at full size.
• Outline all fonts and embed all linked images before you send the file.

4. Fonts and images

• Outline all fonts. This keeps your type exactly as designed, with no missing or substituted fonts. In Illustrator, use Type > Create Outlines.
• Embed all images. Linked files can go missing when artwork moves between computers.
• Delete unused artwork outside the final print area.
• Remove template guides and instruction layers such as cut lines, colored template layers and crop marks, unless they are meant to print.

5. Color, true black and Pantone colors

Use CMYK

• Set your file to CMYK. RGB colors won't print the way they look on screen. In Photoshop, use Image > Mode > CMYK. In Illustrator, set the document color mode and swatches to CMYK.
• Use standard CMYK swatches. Avoid custom or spot-named colors unless they come from the Pantone Color Bridge Coated library.
• Expect small color differences between monitors, digital proofs and the printed graphic. That's normal in large-format printing.

True black values by material

A black that looks deep on screen can print as a weak gray if it was created in RGB. Set black directly in CMYK, using the mix for your material:

The 100% K mix for stretch fabrics may look surprising, but it reduces over-inking problems such as banding and mottling and prints a cleaner black on those materials.

Pantone (PMS) colors

Graphics are printed with CMYK inks, so Pantone colors are reproduced as closely as possible in CMYK rather than printed as spot colors. To preview the conversion yourself, look at the "CP" (Process Coated) version of the swatch, for example PMS 192 CP. Choose Pantone colors from the Color Bridge Coated book. HEX values, metallics, neons and pastels can't be matched exactly.

PMS Color Match service

If an exact brand color is critical, add our PMS Color Match service to your order. It is $40 per color, per material (as of November 2026). For example, PMS 485 on stretch fabric counts as one selection. After you approve your digital proofs, our graphics team matches each Pantone color you specify as closely as possible in CMYK. Send an editable, layered file (PDF, AI or PSD) with your order.

6. Final artwork checklist

Check each item before you send your files:

• File dimensions match the template.
• Important content is inside the safe zone.
• Fonts are outlined.
• Images are embedded and at the right resolution.
• Artwork is in CMYK, with black set for your material.
• The file is saved as a PDF when possible.
• Template guides and instruction layers are removed.
• You opened the final file one last time and everything looks right.

7. Why artwork gets sent back

The most common reason is incorrect file dimensions: the file doesn't match the template size. Usually the PDF template was opened in Photoshop without Trim Box or at the wrong DPI (use 125 DPI for full-size templates and 250 DPI for half-size templates). Follow the Photoshop steps above, re-save the file and send it again.

Other common causes are RGB color mode, missing fonts, linked images that weren't embedded, and low-resolution photos.

8. Need help with your design?

If you'd rather not set up the artwork yourself, our graphic design services can create your display graphics from scratch or adjust your existing files to fit a template. Our designers are here to help at $105 per hour. To keep things moving, send everything you have: logos (vector files if possible), photos, copy and any existing Illustrator files you want updated.

Not sure your files are ready? Our team is happy to look at them before you approve production, and it's always easier to fix something early. Call 703-489-0791 or email sales@capitalexhibits.com.