Vinyl Graphics & Signage Guide

The Process

1. Consultation

2. Preliminary Design and Pricing

3. Design Changes and Final Review

4. Final Itemized Estimate and Production Expectations

5. Invoicing, Request for Deposit, and Production

6. Installation

Consultation

There can often be limitless potential when approaching interior environmental and exterior sign design, so we’ll first need to get a sense of the space available, review the overall scope of work, determine what specific requests, interests, and ideas you and your team may want to see, and obtain site photos with measurements. This initial consultation can be on-site or often easily achieved digitally through email or a video conference call. With a high-level understanding of these items and a grasp of the project’s direction, we can put together approximate costs and general expectations. In the early stages of a project, approximate costs are not a formal estimate or guarantee but are shared to provide our clients with a baseline sense of what to expect and how to ideally allocate a budget. An itemized estimate is provided once your project is well-defined and based on a preliminary design concept specifications.

Preliminary Design and Pricing

A VSP designer will be introduced and work on an initial design. Depending on the size and scope of work, this concept can be malleable and tends to evolve through the process. In the interest of achieving ideas identified during our initial consultation, we’ll gather your feedback and work to establish a set of specifications. Please note that our preliminary design may or may not fall within budget. For multi-dimensional projects especially, it’s not always possible to live-quote as things move through design. However, in most cases, we’ve found that our first formal estimate will ultimately fall in your budget within a margin of 10-20%.

Design Changes and Final Review

Based on the costs associated, your likes and dislikes, and any other specific requests relating to the scope of work, our design team will adapt and finalize the layout to a preproduction level, and present a final design proof, also known as a production proof. This design process can take some time, usually spanning the course of a few weeks and multiple proofs.

Final Itemized Estimate and Production Expectations

Based on the final design proof, a more formalized itemized estimate for all of the established elements will be provided. Conversations around line-item costs and small details may alter the quote or proposal in some ways. At this time, we’ll be able to address detailed expectations around production and prep, and on-site conditions, and more confidently discuss both the timeline and goals for completion. Exterior signs that require permits will now be able to begin the process of applying, purchasing, and obtaining permit approval. This process must completed before VSP can engage next steps, and customers should anticipate a 30-45 day window, depending on the responsiveness and requirements of local officials.

Invoicing, Request for Deposit, and Production

Our estimate will be converted to an invoice where a 50% deposit or a Purchase Order is required before production. Delays in deposit or receipt of PO will incur equal delays in the production and installation. Production timelines for vinyl graphics, specialty products, and dimensional applications all vary. Your VSP representative will be able to discuss in detail what to expect for the prep and readiness of these products.

Installation

As production comes to a close, we’ll work to identify access and readiness of your job site around our soonest availability. For example, if your project involves both vinyl and dimensional applications, vinyl graphics will likely be installed first by our graphics team. Dimensional applications have longer lead times and are typically the last component installed. Juggling the flexing schedules of projects, we do our best to prioritize what is available and achievable. Because of this, not every project can be approached in a queue format, making it difficult to set dates or provide notice far in advance. Please let us know if there are time constraints or days of the week that work best. We are unable to guarantee specific times of arrival and do request that individuals on-site allow our associates to work with proper space and limited encroachment.

General Product Tiers

Interior environments often encompass the use of many different substrates, printing methods, applications, and design approaches, while exterior signage generally utilizes dimensional, exterior-grade materials and manufacturing. Since every project is unique, it can be tough to strictly group options into categories, but we hope to simplify our offerings as best as we can to provide you with insight and direction when first establishing what you’re looking for and how those ideas relate to costs. Large-scale projects often include aspects and services related to all of these below tiers, or in some combination.

Spot Graphics, Decals and Basic Sign Commodities

Examples Include:

• Small and large-format spot vinyl graphics

• UV-direct printed basic sign commodities

• Custom-cut stock color vinyl

• Decals

Wall Murals & Specialty Applications

Examples Include:

• Partial wraps or edge-to-edge, full-coverage wall murals

• Brick wrap and rough surface applications

• Specialty vinyl products

• Architectural films

Dimensional Displays +

Examples Include:

• Custom laser-cut dimension displays and lettering

• Higher-grade substrates such as aluminum-composite boards, acrylics, polycarbonates, etc.

• Tensioned fabric and SEG displays

• Specialty hardware and mounting methods

• UV direct printed imagery and vinyl graphics

• Displays may receive lighting or back-lit with LEDs, or with RGB multi-color, remote functionality

• This may encompass the use of a rented lift or scaffolding and collaboration with a facility representative or electrician

  
  

Dimensional Signage +

Examples Include:

• Options for custom-fabrication with aluminum, steel, formed plastic

• Custom laser-cut, water-jet cut, and cast-molded dimension displays and lettering

• Specialty hardware and mounting methods

• Large exterior banners, post-and-panel, and cabinet signs

• Channel letters, push-through acrylic, and pan signs

• UV direct printed imagery, vinyl graphics, and optional professional automotive-grade painting

• Displays may receive lighting or back-lit with LEDs, or with RGB multi-color, remote functionality

• This may encompass the use of a rented lift, scaffolding, and collaboration with a facility representative or electrician

• Collaboration and communication with the municipality for permit applications and processing

Key Expectations

Wall and Surface Prep: Interior drywall surfaces should be properly finished with primer, or a satin or gloss finish paint. Vinyl wall graphics and murals do not hide wall blemishes and may accentuate them, so be sure that your surface is smooth, painted, and finished surface. However, we do utilize brick-wrap and rough-surface products as needed. These can be installed on brick, block, concrete, and other uneven surfaces. Despite many unique and specialty vinyl products on the market, some surfaces are not conducive to adhesive applications. Talk to your VSP representative about what’s possible. If your walls are currently covered in vinyl graphics or wallpaper, we can assist in that removal, but removal often results in light paint and occasional drywall damage, so VSP recommends that a member of your company, facilities team, or your painting contractor take care of the removal. VSP does not provide paint or wall patch services.

LEDs: Our LEDs typically require a 120v/20a service. Power must be brought to the proposed sign location before VSP arrival and supplied to meet VSP and LED specs. We can answer questions and provide all of this direction to your electrician. After initial inspection and verification of full functionality at the time of VSP installation, LEDs and their corresponding components, such as power supplies, drivers, and remotes, are not covered by a warranty, but are expected to perform 50,000+ hours. Service calls and follow-up visits would be reviewed on a case-by-case basis and may be subject to service and material replacement charges.

Colors and Sampling: Colors on a design proof may not reflect actual printed colors. Our digital printers are regularly calibrated, 3M inspected and certified, and are intended to print Pantone colors. However, if color is a high priority, we do recommend requesting a sample prior to full production and installation. For painted products, we utilize automotive-grade paint and clear coat for the highest-quality and long-lasting finish. Please keep in mind that automotive paint does not match interior wall paint colors, and a perfect color match across different materials and surfaces is not possible. Color can be subjective and the way we perceive printed and painted surfaces will change based on several variables. Colors printed on one material may look different on another, and the way a printed color looks on a translucent or transparent film especially, is very difficult to control. We’re always here to answer any questions you may have and gladly provide samples upon request. Just be mindful that sampling can extend lead times and will delay production or project progress until final sign-offs are provided. Outside of manufacturer swatches, custom paint color samples are not readily available.

Customer Supplied Measurements: Oftentimes, the dimensions we need for a project are straightforward and easy to obtain, so not every project warrants a VSP rep to conduct an on-site site survey or an in-depth assessment. We take and utilize client-supplied measurements for many jobs. However, supplied measurements that are incorrect which result in the need for a reprint or reproduction of a design, will be subject to additional charges.

Vinyl Applications: Wall murals and vinyl graphics have plenty of options. Murals are typically printed in large vertical vinyl panels with a 1” overlap. Sometimes, elements of the graphics are overlays in the form of, what we call, “print and cut” graphics, or “spot graphics”. Installers line up and center certain elements of the design where they are intended. These overlaid graphics have limitations and manufacturer recommendations that we follow. Certain vinyls cannot be printed and custom-cut. Others are meant for comformability to contoured and complex surfaces. Most vinyl graphics are laminated for color and elemental protection. Finishes include options for gloss, matte, non-slip floor-purpose, or even dry-erase. Choosing the right vinyl and laminate is always discussed during the design process, so be sure to talk to your VSP representative or designer if you have any specific questions or curiosities.

Supplying Logos and Design Files: We accept many different file formats including .JPEG and .PNG, but these file formats may require us to convert this into a vector image or completely recreate. Additional design charges may apply for logo recreation. The easiest files to work with would be vector files, or for layered Photoshop files, unflattened, layered .PSD. Vector files would ideally be in a Ai, .EPS, .SVG or .PDF format. If you do not have a layered Adobe Photoshop or vector Adobe Illustrator file, we can utilize regular image files, but may have difficulty making adjustments or enhancements. Adobe InDesign files are not compatible with our printing software and can require more time than usual to convert into files for setup purposes.

Logo Design and Brand Guidelines: In requesting the necessary imagery, content, and design files, we find that many of our clients do not have sufficient logo files for wide-format printing, or are interested in a logo “refresh”, or a complete redesign. We can help with a freshening-up of your logo and brand guidelines, which allow us to identify specific colors, fonts, and general parameters that you and your company can follow moving forward. Since this is a high priority before we complete any design renderings or move forward with concept art, we do isolate this process as a separate task and separate billing process, prior to the start of any other work. Costs for logo design and brand guidelines vary dramatically based on the scope of work, overall design time, number of proofs and logo versions necessary, as well as the type of business. Your VSP representative will be able to provide expectations, design specifications, and approximate costs for you to consider.

Transferring Art: Feel free to provide artwork to our team utilizing Google Drive, Dropbox, WeTransfer, or USB/Portable Flash Drives. While these are the most common methods we use to transfer files, we are open to any other methods or file-sharing platforms that you may prefer!

Origination to Implementation: Our final production proof serves as a guide for our installation technicians and often includes photo mockups. While these are followed as precisely as possible, your finished project may vary slightly in how it is completed. With the real-life interpretation of a 2D design, unforeseen variables are to be expected, and we always do our best to control and minimize those hurdles. Examples of this may include the density and appearance of LEDs, the tone and finish of printed and painted colors in different settings, the aesthetic of high-gloss and optically-reflective applications, adjustments to hardware and mounting locations, and vinyl graphic coverage. We often have to make on-site decisions based on our professional experience but we will always notify you of changes that dramatically affect the final product.

Only the Best Materials: As consumers, we have to constantly weigh priorities and determine what fits our needs. There are quick and cheap solutions for everything. After 25 years as Buffalo’s leading and longest-operating vinyl graphics company, we’ve worked with just about every vinyl product on the market, and when it comes to most applications, 3M is second to none. There are many different manufacturers across the globe, and while some potentially offer upfront cost savings, the installation process can be much more cumbersome, and inevitable removal can be a larger obstacle. Removals of non-3M products can be lengthly, labor-intensive endeavors. We pride ourselves on doing things the right way, and that means working with the best products available!

We’re Here to Help: VSP has a full in-house creative team that can work with you to ensure your vision comes to life. Our designers are experts in knowing how best to implement designs to maximize coverage and impact, but also make for the most balanced and aesthetically pleasing design.

Frequently Asked Questions

Can Wall Murals and Graphics Be Removed?

Yes, vinyl wall murals can be removed. Wall murals may take paint or paper from the drywall during this removal process, but will not cause significant damage or require major contracting work. This is one of the great benefits to vinyl wall coverings as opposed to traditional wallpaper!

Will There Be Visible Seams Or Flaws In My Graphics?

A wall mural is not a perfect product. Since vinyl graphics are generally meant to be viewed from a distance of a few feet or more, up close, you may see visible seams and imperfections. Examples of these imperfections are tiny bubbles that appear from tiny specs, debris, or imperfections in the application surface. With the use of rasterized photography, designs may encompass the use of slightly pixelated images. We always do our best to obtain and use the highest resolution photography available. If an image is outside the bounds of what our design team would regard as sufficient, we will provide you with the opportunity to select a different image prior to production. Speak with your VSP representative about what is considered a part of the normal process and final product, versus what is covered within VSP’s quality guarantee.

How Do I Care For My Vinyl Graphics?

All of our digitally printed films are applied with a UV and elemental protective overlaminate. This laminate can be gauged, scratched and scuffed, so please treat these products with care. Cleaning with a non-abrasive product and medium is essential. Avoid the use of abrasive chemicals. An alcohol-based cleaner is usually sufficient. Soap and water also work well. Automatic floor cleaning machines and buffers cannot be used on graphics applied to floors unless they are thoroughly coated in an epoxy-based clear coat by a professional flooring company.

How Do You Attach or Mount Signs?

Signage and displays can be installed in a variety of ways. The most common installation methods include double-sided tape for interior displays, glue, screws and screw-caps, standoff hardware, pin-mounts, z-clips (french cleat), suspension cabling, rail systems, projecting hardware, channel brackets, and many more. We are always incorporating new and innovative products and approaches!

What Is Your Turn Around Time?

From the date of final design approval and receipt of 50% deposit, or a formal Purchase Order, our lead time for most vinyl applications is 3-4 weeks, and for most dimensional applications is 4-5 weeks. Larger exterior sign projects generally operate on a 5-8 week lead time. However, more complicated or specialty signage projects may require additional time. Juggling the flexing schedules of projects, we do our best to prioritize what is available and achievable. Because of this, not every project can be approached in a queue format, making it difficult to set dates or provide notice far in advance. Please let us know if there are time constraints or days of the week that work best, and we will always do our best to provide expectations and availability that fit best for our clients!

Can You Rush or Expedite My Project?

Expedited orders are possible but are evaluated strictly on a case-by-case basis. There are absolute limitations within our production and fabrication process and those limitations vary based on the products and scope of work. Rush orders often eliminate our production and installation warranty, and demand that we go outside the bounds of typical process and operating procedures. In the realm of custom applications, that’s never ideal, as it amplifies the margin of error and reduces our ability to sustain the level of quality control that we strive for. Be sure to let us know as soon as possible if there is a hard deadline, so we can communicate transparently what is possible and what makes the most sense for the best product outcomes.

Do You Provide Free On-Site Assessments?

Assessments are evaluated on a case-by-case basis and are usually free of charge, especially when close in distance and appropriate. Most environmental applications and large-scope projects require a site visit and detailed assessment by a VSP team member. However, prior to a site visit, we do require photos and general information to be shared to us to evaluate the request and provide you with preliminary information, consultation, and recommendations. This allows us to determine if VSP is best suited to help and how we can prepare to assist. If we determine other steps can be or should be completed prior to an on-site meeting, then we would first want to engage those tasks. Aside from one visit that VSP deems necessary, additional meetings will be charged for, in particular, if the site visit is not necessary and at the sole request of the client.

How Much Does a Lift Cost?

Lifts are often an essential part of a vinyl graphics or signage installation and vary in cost based on the supplied, time of year, type of lift, location, and rental contract. VSP will source the lift that works best for your project and include those costs in your estimate. Leading up to installation, VSP will communicate expectations, and time for delivery, and be sure the logistics for access, delivery, use, and pickup of the lift rental, all make sense. Costs for the use of a lift on your project can vary from $500 to $1500, or more, for extended rentals and larger units.

How Much Does a Sign Cost?

This is a tough one to answer because the possibilities and variables are endless! Basic signs are lower cost and can be a few hundred to a few thousand, depending on the nature of the project, while more custom, fabricated, and illuminated signage can be much more. Remember, there is a creative solution and approach to take for any budget, so be sure to let us know if you have a specific budget in mind, and we can work to maximize the impact of your sign while remaining cost-effective!

How Long Will My Sign Last?

The expected lifetime of a sign depends on its indoor or outdoor placement as well as how it is produced. We utilize both short-term and long-term applications, and most of our vinyl applications by default, will receive a UV and elemental protective overlaminate. You can trust that our professional product recommendations will work best for your individual needs!

What is Your Warranty?

We take pride in the quality of our products and services. While we don’t provide a formal written warranty, we are committed to ensuring your satisfaction! VSP understands that each project and customer experience may vary, and that's why our approach is to address issues with careful consideration on an individual basis. If you encounter any concerns with our products or services, rest assured that we will thoroughly evaluate and address your specific curiosities and needs. Your peace of mind is important to us, and we are dedicated to delivering a personalized and fair resolution to any warranty-related issue.

Thank You!

Please let us know if any part of our process may not have been touched on in this guide.

We desire to have unparalleled transparency and ensure that our custom creative, design, and installation services are easy to navigate.