Poster Printing Request: Project “Aurora”

This document outlines a comprehensive request for poster printing services. Our organization, [Your Organization Name], requires high-quality posters for our upcoming public awareness campaign, Project “Aurora,” focused on [briefly state the campaign’s focus, e.g., environmental conservation, promoting literacy, health awareness]. The success of this campaign hinges significantly on the visual impact and durability of the printed posters. Therefore, meticulous attention to detail and adherence to the specifications outlined below are crucial.

Project Overview

Project “Aurora” is a multifaceted initiative designed to [elaborate on the campaign’s goals and target audience]. The posters will serve as a primary tool for disseminating information, attracting attention, and motivating engagement with our cause. They will be displayed in a variety of locations, including [list potential locations, e.g., community centers, libraries, public transportation hubs, schools, businesses], requiring them to withstand diverse environmental conditions and maintain visual appeal over an extended period.

Poster Specifications

Size and Dimensions

We require two different poster sizes:

• Large Format Posters: 24 inches (width) x 36 inches (height). These will be the primary posters used in high-traffic areas. We need [number] copies of this size.
• Medium Format Posters: 18 inches (width) x 24 inches (height). These will be used in smaller spaces and as supplemental materials. We need [number] copies of this size.

All dimensions must be precise to ensure proper fitting within designated display spaces.

Material and Finish

The posters must be printed on durable, high-quality material suitable for both indoor and outdoor display. We recommend the following options, ranked in order of preference:

1. Water-Resistant Polypropylene: Offers excellent durability, water resistance, and tear resistance. Ideal for long-term outdoor display.
2. Heavyweight Coated Paper (with Lamination): Provides a professional look and feel while offering protection against moisture and handling. Lamination is mandatory if this option is chosen. A matte lamination is preferred to minimize glare.
3. Standard Poster Paper (with UV Coating): A more economical option, but requires a UV coating to prevent fading and protect against sunlight exposure.

The final choice of material will depend on cost-effectiveness and availability. Please provide a detailed quote for each option.

Printing Quality and Resolution

We require high-resolution printing to ensure sharp images and legible text. The submitted artwork will be in vector format (AI, EPS, or PDF) to avoid pixelation. The printing process must be capable of reproducing fine details and vibrant colors accurately. A color proof is mandatory before mass production to ensure color fidelity and consistency with our branding guidelines. We use a Pantone Matching System (PMS) for our brand colors, and accurate reproduction of these colors is critical.

Artwork Submission

The artwork for each poster size will be provided in the following formats: AI, EPS, and high-resolution PDF. All fonts must be embedded or converted to outlines to prevent font substitution issues. Images must be at least 300 DPI at the final print size. We will provide separate files for each poster size. A detailed style guide with specific color codes, font specifications, and logo usage guidelines will also be provided to ensure brand consistency.

Quantity and Delivery

As mentioned above, we require [number] large format posters and [number] medium format posters. The posters must be delivered to the following address: [Your Organization’s Address]. Please provide a detailed breakdown of shipping costs and estimated delivery time. We require the posters to be delivered no later than [Date] to allow sufficient time for distribution before the campaign launch.

Budget and Payment

Our budget for this project is [Amount]. Please provide a comprehensive quote that includes the cost of materials, printing, lamination (if applicable), UV coating (if applicable), and shipping. We are open to negotiating pricing based on material selection and volume discounts. Payment terms are net 30 days from the date of invoice upon satisfactory delivery and inspection of the posters. We can provide purchase order upon confirmation of the quote and agreement on the terms.

Contact Information

For any questions or clarifications regarding this request, please contact: [Your Name], [Your Title], [Your Phone Number], [Your Email Address].

Evaluation Criteria

The selection of a printing vendor will be based on the following criteria:

• Price: Competitiveness of the quote and adherence to the budget.
• Quality: Ability to deliver high-quality prints with accurate color reproduction and sharp details.
• Experience: Proven track record of successfully completing similar poster printing projects.
• Turnaround Time: Ability to meet the specified delivery deadline.
• Customer Service: Responsiveness to inquiries and willingness to provide support throughout the project.

We encourage vendors to submit samples of their previous work to demonstrate their capabilities. We look forward to receiving your detailed quote and proposal.

Thank you for your time and consideration.