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If you’re in procurement, you know the challenge: you’re tasked with selecting vendors for products and services where you’re not the technical expert. Large format printing is one of those areas where the right questions can make all the difference between a smooth partnership and a costly headache.
This playbook gives you the specific questions to ask when evaluating large format printing partners—organized by what matters most to procurement professionals like you.
Production Capability Questions
Equipment and Capacity
- What types of large format printers do you operate?
- What’s your maximum print width and length capability?
- Do you have backup equipment if primary machines go down?
- Can you handle multiple large projects simultaneously?
Material Options
- What substrate materials do you print on regularly?
- Can you source specialty materials if needed?
- Do you provide material samples before production?
Why this matters: Equipment failures happen. Partners with redundant capacity keep your projects moving forward.
Quality Control and Consistency
Quality Processes
- What quality control checkpoints do you have in production?
- How do you ensure color consistency across multiple prints?
- Do you provide proofs before full production?
- What’s your reprint rate due to quality issues?
- Can you match specific brand colors (PMS/Pantone)?
Why this matters: Quality issues after installation are expensive to fix. Understanding a partner’s quality processes prevents costly surprises.
Timeline and Turnaround
Production Scheduling
- What’s your standard turnaround time?
- Do you offer rush production? What’s the cost premium?
- How do you handle last-minute changes?
- Will we have a dedicated account contact?
- What’s your typical response time for quotes?
Why this matters: Timeline failures reflect on you. Partners who communicate proactively protect your reputation.
Pricing and Payment Structure
Cost Transparency
- How do you structure your pricing (per square foot, per project, etc.)?
- What factors affect pricing beyond material and size?
- Are setup fees, proofing, or shipping costs separate?
- Do you offer volume discounts for multiple locations or repeat orders?
- What’s your policy on price increases during multi-year contracts?
Payment Terms
- What are your standard payment terms?
- Do you require deposits for large or first-time orders?
- What payment methods do you accept?
- How do you handle budget overruns or scope changes?
Why this matters: Hidden costs and unclear pricing structures make budget management difficult. Transparent pricing helps you make accurate comparisons and avoid surprises.
Logistics and Delivery
Shipping and Installation
- How do you package large format prints?
- Can you coordinate delivery to multiple locations?
- Do you offer installation services?
- Have you handled projects in our geographic regions?
Why this matters: The best printing means nothing if it arrives damaged or late.
Business Stability and Risk
Company Credentials
- How long have you been in business?
- Do you carry adequate liability insurance?
- What’s your backup plan if equipment fails during our job?
- What guarantees or warranties do you provide?
Why this matters: Procurement’s job includes risk mitigation. Understanding stability and contingency plans protects your organization.
Technology and File Handling
- What file formats do you accept?
- Do you have prepress support to check files before printing?
- How do you handle file storage for repeat orders?
- Do you have online ordering or tracking systems?
Why this matters: File issues cause delays. Partners with strong prepress support catch problems before they become expensive mistakes.
Environmental and Compliance
- What eco-friendly materials and inks do you offer?
- Do you understand fire safety codes for different venues?
- Can you provide material safety data sheets when required?
Why this matters: Regulatory compliance protects your organization from liability.
At XL Digital, we understand that procurement professionals need straightforward answers to evaluate partners effectively. With over 24 years in business and equipment redundancy that keeps projects on track, we’ve built our operation around the reliability and transparency that procurement teams value. We’re happy to answer every question on this checklist—and any others you have—to help you make the best decision for your organization.
Ready to start the conversation? Reach out to discuss your specific large format printing needs and how we can support your procurement objectives.