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Artwork: what are Production-Ready art files

• Manufacturers (Suppliers) of imprinted products only accept Production-Ready art files.
• For most imprinting processes, Production Ready art is a Vector file in either an EPS or Adobe Illustrator file. The file must be the exact imprint you want on the item.
• If you do not have Vector files or a graphic artist, just send us the art files you have and we will produce Production-Ready art.
• For a Full Color imprint, we may be able to use a high-resolution JPG.

Our Best Practice

The Artwork Bottom Line: you send what you have and leave the rest to us. If there is a charge for graphic art services, we will quote you before starting the order.

Artwork: what is Vector art

• Vector images use mathematical formulas to produce shapes using lines and points. This process includes converting all numbers and letters to shapes. Vector images maintain high resolution when enlarged.
• Full Color/4-Color Imprint Methods use CMYK formats. These files can also be Vector art OR high-resolution JPG files. The minimum is 300dpi. The higher the better!

Artwork: how to send to us

• There are two options for sending your logo/art files to us:

1. Upload your files via our website when placing a new order
2. Email the files to service@sothat.us

Art proofs:

During the ordering process, you may receive two different art proofs: 

A. When SoThat provides art services to prepare your imprint information for an order, a proof will be sent to you for approval from us prior to sending the order to a supplier
B. Each supplier will issue an art proof for approval to verify:

1. Imprint location
2. Imprint colors
3. Imprint size
4. Quality of the imprint: suppliers will note any areas of concern
   * This proof will often be shown on a template drawing and/or image of the item.

Our Best Practice
Check twice, imprint once!

Digitized Logo for Embroidery:

• Unless you make changes to your design, embroidery digitizing is a one-time fee to convert an AI or EPS logo/picture or text into an instructional digital format understood by embroidery equipment. This process creates a stitch count and sequence of your logo.
• These files can be identified by the file extension of: .dst
• Prices vary based on the size and complexity of your design. It is all about the stitch count.

Imprint Colors:

• All suppliers have a selection of Standard Ink Colors. The chosen standard colors will vary between suppliers and each color will usually have a corresponding Pantone Matching System (PMS number).
• Your logo colors will also have PMS numbers.
• For most imprinting projects, customers do not require an exact PMS color match. Rather they allow suppliers to match “as close as possible” with one of their standard ink colors.
• Some suppliers will offer an exact color match for an additional fee.
• Due to the nature of how some materials receive an imprint, suppliers will not guarantee an exact match on certain products.
• For digital and/or full color printing, your logo colors will have a CMYK ratio.

Imprinting Methods:

• Applique: uses fabric pieces sewn into the product
• Deboss: a die is used to depress or press your imprint into the surface of the product
• Deep Etch: your imprint is actually sandblasted into the surface of the item
• Emboss: the surface of the product is raised to form your imprint
• Embroidery: sewing using a high quantity of thread stitches to reproduce your imprint
• Foil Stamp: the imprint is stamped to surface of the product using foil resins
• Full Color: using ink in a CMYK process. This method can imprint any color photo
• Heat Transfer: using heat to transfer and bond the imprint to the product’s surface
• Laser Engraved: uses a laser to etch the imprint into a product
• Pad Print: ink is applied to a flexible pad and stamped onto the product
• Satin Etched: uses acid on glass which creates a frosted look
• Screen Print: ink is pressed through a screen onto a product

Over-runs and Under-runs:

• For quality control, industry standards allow suppliers to ship up to 10% more OR less than ordered.
• Since 1995 an estimated 99% of our orders are shipped with exact quantities.
• Customers are required to pay for any over-runs. If less than ordered is shipped, we will credit your account, credit your card or refund the money if paid by cash/check.

Preproduction Sample:

• For more expensive products or very large quantities, customers may want to receive a physical sample of the product with the imprint. Though pricing policies with vary per supplier, the typical costs will include: the full set up charge, art services (if provided), the cost of the item and shipping.

Product Samples:

• We get it. Sometimes you do not want to buy a product you have not inspected.
• Suppliers usually do not charge for lower price point products when they can use your UPS or FedEx account to ship it.
• When using their shipping account, suppliers will charge for shipping. Unfortunately, that cost may be passed on to you as the customer.
• In most cases when you place an order, sample related costs will be discounted, waived or credited. This is taken on a case-by-case basis.

Our Best Practice
We look for every opportunity to provide samples at no cost to you.

Production Time:

Each product will note a standard Production Time, usually between 5 to 15 business days. All Production Times start after the supplier receives production-ready art files and approval of the art proof they provide (when applicable).

• Business days do not include weekends, holidays or shipping time.
• ***Supplier Production Times may fluctuate with little or no notice due to ongoing workforce challenges.
• Holidays will increase Production Times. We recommend for every business day which is part of the holiday, add 2 days to production.

Example: Thanksgiving includes 2 business days, Thursday and Friday. Add 4 business days to the production time.

Our Best Practice

We submit your order to suppliers only after we have your approval for the imprint design and have the correct art files so that your order flows smoothly through the production process.

Best Practice Recommendation

We believe in the principle to expect everything to take longer than expected. Develop your marketing strategy calendar as a reminder to work ahead.

2 months ahead is good. 3 months is better. 6 months is best.

 Rush Orders:

• We accept orders only based on the standard Production Times of the suppliers so that we offer you a consistent, personal and exceptional customer experience.
• In our experience Rush Orders to meet short, urgent deadlines are a risky ventures for all concerned.
• For some products, suppliers may offer shorter Production Times as a standard practice, such as 3 Days. Those shorter Production Times are subject to the same rules as standard Production Times.

Our Best Practice
We send our clients reminders to be proactive planners - to work ahead as they plan events and marketing strategies. Rush Orders are more expensive as well as disruptive for a client’s workday.

 Screen Charges and Set-up Charges:

• These charges are set by each supplier/manufacturer for each product.
• Screen and set-up charges cover the cost of producing a physical part and/or to prepare the equipment for imprinting your product. Most parts are kept on file with the supplier for 2 years. If you reorder the same product with the exact same imprint, there is usually no set up charges.

Our Best Practice
When possible, we enjoy waiving reorder set up fees. We take each order based on the relationship we have with the client and/or size of the order.