Artwork Version & Approval Record for Event Merchandise

Keep the artwork file, the proof being reviewed and the team's decision together. Copy this record into your working document so a colleague can see which version is current, who owns the feedback and what still needs an answer.

Use one record for each product and color configuration. Repeat the placement section for each decorated area, and add a version entry whenever the artwork or proof changes. Replace every bracketed prompt. Write “unconfirmed” where a detail is missing.

This is an internal coordination template. A decision recorded here covers only the review scope you name. The record does not itself authorize production or replace the supplier's separate approval process.

1. Identify the item and the people

Record reference: [project / item / record version]

Product: [name / SKU or product link]

Product color and configuration: [details / unconfirmed]

Record owner: [name / team]

Feedback coordinator: [person who consolidates comments]

Internal decision owner: [person responsible for the review decision]

Current artwork version: [version ID]

Current proof version: [version ID / awaiting proof]

Record last updated: [date / time / time zone]

One person may fill more than one role.

Keep artwork and proof version IDs separate. A new proof may use the same source artwork with a different placement or size.

2. Add a version entry

Repeat this block for every revision. Keep older entries so the next reviewer can follow what changed.

Version entry: [entry ID / date received]

Artwork: [exact file name / version ID / file link]

Proof: [exact file name / version ID / file link / not yet received]

Replaces: [earlier artwork and/or proof IDs / first issue]

Change summary: [specific changes since the previous entry]

Review status: [awaiting review / changes requested / internal review complete / superseded]

Feedback or decision reference: [entry ID from sections 4 or 5]

If a shared file link always opens the latest file, also retain a dated copy or version-specific link in your own project folder. Test that the intended reviewers can open it. Mark replaced files “superseded” in this record; avoid several files all named “final.”

3. Record each imprint placement

Placement ID: [P1 / P2 / other]

Surface and orientation: [front, back, sleeve or panel / how the item is viewed]

Artwork and proof IDs: [exact versions covering this placement]

Decoration method: [stated method / unconfirmed]

Imprint size: [width x height / units / shown on which proof]

Position reference: [distance from a named edge, seam or other reference / units / unconfirmed]

Color reference: [specified reference and where it is documented / unconfirmed]

Exact wording to check: [text as it should appear / none]

Record the dimensions and placement stated in the proof. Do not infer them from the apparent size of an image on a screen.

4. Log feedback and unresolved items

Repeat this block for each issue, including a missing answer. Keep one requested change or question in each entry.

Feedback ID: [F1 / F2 / other]

Affected version and placement: [artwork ID / proof ID / placement ID]

Comment or question: [specific wording, location or unanswered detail]

Raised by: [name / date]

Action owner: [person responsible for resolving it]

Next action and target date: [action / date / time zone]

Status: [open / waiting for response / resolved]

Resolution evidence: [reply or revised-proof link / exact version / checked by / date]

Treat the target date as a follow-up reminder. It does not establish a production or delivery date. Close an issue only after recording the answer or checking the relevant revision.

5. Record the internal review decision

Decision reference: [D1 / D2 / other]

Reviewed material: [artwork ID / proof ID / placement IDs / physical sample reference if used]

Scope reviewed: [for example, logo version, spelling and placement on P1]

Decision: [changes requested / awaiting information / internally approved for the stated scope]

Decision owner and date: [name / date / time / time zone]

Decision evidence: [meeting note or message link]

Open items and exclusions: [feedback IDs / details not assessed / none only if checked]

Next action: [person / action / next review date]

Separate supplier approval reference: [reference / pending / not applicable]

If unresolved items affect the named scope, keep the decision at “awaiting information” or “changes requested.” If a later revision changes something already reviewed, create a new decision entry for that revision.

A short example

Illustrative record: artwork A03 is used in proof P02 for the front of a tote. Feedback F1 asks for the tagline to change from “See You There” to “See you there.” The designer supplies artwork A04, and the supplier issues proof P03. The coordinator checks the text in P03, links that proof in F1 and records its resolution. Decision D1 can now identify A04 and P03 explicitly. Any question about the physical fabric color stays in its own open entry.

Keep the evidence within its scope

Exposilo's artwork and sample guide explains that a digital proof is used to review proposed layout details; it does not establish feel, construction or exact physical color. An undecorated sample also does not show a finished imprint. Record what was actually reviewed and what still needs an appropriate physical check.

For context on choosing a proof or sample, read Exposilo's Artwork, Virtual Proofs and Physical Samples guide.

Prepared for Exposilo with AI assistance.