Approving Vending Artwork: Check the Final Proof Before Printing

A vending artwork proof is the last useful opportunity to catch an incorrect phone number, an awkward crop or information that disappears at real size. Review the final production proof as a separate task from choosing the design. An attractive concept image does not confirm that the artwork fits the actual cabinet or that every customer-facing detail is correct.

Confirm what the proof represents

Ask which machine and surfaces the proof covers. A flat design may not show how separate panels, edges and openings affect the finished result. Obtain the supplier’s explanation of the proposed application and confirm that it is suitable for the equipment. Do not treat a generic cabinet mock-up as a measured template. The person preparing production artwork needs the appropriate dimensions and approved application guidance.

Identify the version being reviewed and stop parallel edits while final approval is taking place. If one colleague changes a contact detail while another approves an earlier file, both may believe the job is finished. Use a clear filename or revision reference and keep comments together. Ask for a fresh proof after a material correction rather than assuming the printer will interpret several separate messages in the intended order.

Check the information at usable size

Read every name, web address and support detail character by character. Test any customer-facing link using the normal public destination before approving it. Check whether the wording accurately describes the service being offered at that site. Avoid claims about free products, payment methods or availability unless the operator has confirmed they apply to the installation. Artwork can remain in place long after a short promotion ends.

View small text at approximately its intended printed size, not only enlarged on a laptop. Consider whether someone standing in the normal customer position can read the important information. Strong contrast and a clear hierarchy can help, but a visual proof still needs practical judgement. Our vending equipment options can support the initial discussion; final artwork should be approved against the particular machine and site arrangement.

Review placement with the responsible supplier

Ask the supplier to confirm that the proposed design respects required access, ventilation, labels and customer controls. Do not move essential information merely because it conflicts with a preferred graphic. If the design crosses several panels, ask how alignment and any unavoidable breaks will look. This review concerns the proposed production layout, while any technical application work should remain with the appropriate authorised people.

Check the artwork from more than one angle where the proof permits it. A logo that looks centred on a flat sheet may appear unbalanced once a door edge or customer opening divides the view. Ask for clarification if the mock-up hides those details. Avoid solving an uncertain layout by approving first and expecting installers to improvise on arrival; that shifts a design decision into a much less convenient setting.

Record approval and check delivery

Name the person authorised to approve the final version and record the approval date. Clarify which file is being released for printing and whether any outstanding condition remains. Keep the approved proof where the person receiving the finished work can find it. A comment such as “looks good” on an early concept should not be mistaken for acceptance of a later production file with changed wording or placement.

When the work is completed, compare it with the approved proof and record any discrepancy promptly through the agreed route. Check useful details such as the web address and support information again in their final position. Keep the artwork source and revision reference for future changes. This makes a later update easier and avoids recreating a design from a photograph when the contact details or site service change.

Discuss artwork requirements with our vending team.

Related guidance: Planning a Vending Machine Wrap? Keep Service Access Clear.