Send the source
Original logos, photos, video, copy, and documents preserve the most quality and flexibility.
RARESONS PROJECT GUIDELINES
SEND THE RIGHT FILES.
START THE PROJECT CLEAN.
One practical guide for websites, branding, advertising, print, signs, apparel, content, programs, and connected business tools.START HERE
FOUR THINGS EVERY PROJECT NEEDS.
You do not need to understand production language. Send the best originals you have, explain the goal, and tell us who can approve the work.
- 01Name the projectInclude the business, organization, campaign, or season name.
- 02Gather originalsUse source files, full-resolution media, and final approved copy.
- 03Give directionTell us what must stay, what can change, and what success looks like.
- 04Name the approverIdentify who has authority to approve design, content, cost, and release.
UNIVERSAL FILE RULESGOOD INPUTS.
GOOD INPUTS.
FEWER DELAYS.
Name files clearly
Use plain labels such as approved, revision, front, back, or final copy. Avoid folders full of mystery versions.
Confirm permission
Only send content, fonts, photos, music, logos, and customer information you are authorized to use and share.
Keep access protected
Do not put passwords, payment details, or private customer data in ordinary email.
PROJECT-SPECIFIC GUIDES
OPEN ONLY THE SECTION YOU NEED.
Every section answers the same three questions: what to send, which formats help, and what we confirm before production or launch.
01Websites and landing pagesContent and access details that let us plan the site without chasing missing pieces.+
Send us
- Your best logo files and brand colors
- Approved page copy, services, prices, hours, locations, and contact details
- Original photos and video, with permission to use them
- Examples of sites you like and a short note about why
Helpful formats
Editable logo files when available, plus SVG, PDF, PNG, JPG, DOCX, or a clearly organized cloud folder.
Before production or launch
Never email passwords. We will confirm a secure access method when platform, domain, analytics, or account access is actually needed.
02Logos, branding, and creativeThe strongest original assets give us more room to build a consistent brand system.+
Send us
- Existing logo files, even if you are not sure which version is best
- Known colors, fonts, slogans, and brand rules
- Examples of what must stay, what can change, and what should be avoided
- The exact business name, spelling, and any required legal wording
Helpful formats
Vector SVG, EPS, PDF, or AI files are preferred. High-resolution PNG and JPG files are also useful. Include licensed fonts or font names when permitted.
Before production or launch
Screenshots and images downloaded from social media can help as references, but they are rarely suitable as final production artwork.
03Print, signs, apparel, and promotional productsProduction artwork depends on the exact product, size, material, finish, and vendor requirements.+
Send us
- The product, quantity, finished size, and delivery deadline
- Your original logo and artwork files
- Exact copy, phone numbers, URLs, QR destinations, and required disclaimers
- Known printer or vendor specifications, if a vendor is already selected
Helpful formats
Vector PDF, EPS, SVG, or AI is best for logos and line art. Raster artwork should usually be 300 PPI at final size. CMYK is preferred for most print work.
Before production or launch
Do not add guessed bleed or trim marks. RareSons will confirm the final production template, safe area, color mode, and proof requirements for the selected vendor.
04Digital ads, social media, and emailEvery channel has different placements, crops, copy limits, and approval rules.+
Send us
- The campaign goal, offer, audience, location, and run dates
- The destination URL, phone number, form, or other customer action
- Approved logo, photos, video, copy, pricing, and offer terms
- Required disclaimers and the person authorized to approve the campaign
Helpful formats
Original PNG, JPG, SVG, PDF, MP4, MOV, DOCX, or a cloud folder with clearly named assets. Send the highest-quality originals available.
Before production or launch
RareSons will confirm the current dimensions and file limits for the approved placements before final production. One master graphic is not automatically correct for every channel.
05Photos, video, and contentOriginal media preserves quality and makes editing, cropping, and reuse safer.+
Send us
- Original camera files or the highest-resolution exports available
- Names, titles, captions, locations, and correct spelling
- A list of required shots, moments, products, or talking points
- Written confirmation that the media may be used for the project
Helpful formats
Original JPG, PNG, HEIC, RAW, MP4, MOV, WAV, or approved cloud-delivery links. Keep originals intact and avoid resaving them through messaging apps.
Before production or launch
Tell us about any minors, private locations, music, stock media, talent restrictions, or limited usage rights before editing or publication.
06School, sports, restaurant, and sponsor programsPrograms move faster when content ownership, rosters, schedules, offers, and approvals are clearly assigned.+
Send us
- Organization name, season or campaign, key dates, and primary contact
- Approved schedules, rosters, menus, prices, sponsor lists, and logos
- Photo captions and verified names in final spelling
- The person authorized to approve organization content and the person authorized to approve each advertisement
Helpful formats
Spreadsheets or DOCX for structured information, plus original PDF, SVG, EPS, AI, PNG, JPG, or cloud-delivery links for artwork and photos.
Before production or launch
Organization content and sponsor artwork remain separate approval responsibilities. Nothing moves to print or publication until the required written approvals are recorded.
07QR codes, forms, CRM, and automationA working destination and a named owner matter more than decorating the workflow too early.+
Send us
- The exact customer action and the final destination
- Required form fields, notices, consent language, and follow-up rules
- The team member responsible for each notification or response
- Test contacts that may safely receive test messages
Helpful formats
A written workflow, approved URLs, field lists, sample messages, and exports from the current system when needed. We will confirm supported import formats before transfer.
Before production or launch
Do not email passwords, private customer lists, payment details, or other sensitive records unless RareSons has confirmed an approved secure transfer method.
FROM INTAKE TO RELEASE.
The exact scope varies, but the approval trail stays clear.
- 01IntakeWe confirm the goal, owner, inputs, and missing items.
- 02Scope and specsWe confirm deliverables, production requirements, price, and timing in writing.
- 03Proof or buildRareSons prepares the agreed design, content, system, or working preview.
- 04ReviewThe authorized reviewer returns one clear set of corrections or approval.
- 05ReleasePrint, publication, launch, or delivery begins only after the required approval.
WHEN YOU ARE NOT SURE, SEND THE ORIGINAL.
What if I do not have the right file?
Send the best original file you have and explain where it came from. RareSons will tell you whether it is usable, needs rebuilding, or needs a different source before production begins.
Can I send a Canva link?
Yes, when the design and included assets are yours to share. Include edit access only when requested, and also send any original logos, photos, and licensed fonts used in the design.
Can I send a cloud-storage link?
Yes. Use a clearly named folder, confirm that the link works without a personal sign-in, and keep access available until RareSons confirms the files were received.
What if I do not know the final size or specifications?
Send the original artwork first. RareSons will confirm the product, placement, vendor, and final specifications before production files are prepared.
Should I email passwords or private customer data?
No. RareSons will provide or confirm an approved secure transfer method when protected access or sensitive records are required.
READY TO SEND YOUR FILES?USE ONE ADDRESS.
Email project filesArt@raresonsmedia.comUSE ONE ADDRESS.
KEEP THE PROJECT TOGETHER.
Email the project name, the best original files you have, and a short explanation of what you need.