Event Digital Brochure Design Agreement: Formats and Revisions (Service Provider Guide)

Designing digital brochures for events sounds straightforward—until the client asks for “just one more version,” the venue changes logos, a sponsor requires a different file type, and the printer wants specs you were never told about. If you’re a graphic designer working in entertainment and events, you already know: the real risk isn’t the design work. It’s unclear expectations.

A well-written digital brochure design agreement is one of the fastest ways to reduce scope creep, protect your schedule, and get paid without friction. This post focuses on two deal-critical sections that frequently cause disputes: formats (what you’ll deliver and in what technical specs) and revisions (how many, how they’re requested, and what happens when the client exceeds the limit).

You’ll walk away with contract-ready language concepts (not legal advice), negotiation tips, and practical examples tailored to event work—festivals, concerts, conferences, galas, pop-ups, and brand activations—written from the service provider perspective.

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Why event brochures are uniquely “high-risk” for ambiguity

Event timelines are compressed and changes are common: performer updates, sponsor additions, venue requirements, QR code links, agenda changes, and accessibility requirements. Digital brochures also live across multiple platforms—email, social, event websites, ticketing pages, mobile devices, and sometimes print.

That’s why an event brochure design contract should clarify:

• What the final outputs are (the formats)
• How many rounds of changes are included (the revisions)
• What counts as a “revision” vs. a “new direction”
• How fast feedback must arrive to hit deadlines
• What happens when the client requests extra deliverables late in the process

When these are unclear, designers end up delivering more than they priced, rushing to accommodate last-minute changes, and absorbing costs that should have been change orders.

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The “Formats” clause: the deliverables that define your scope

In event design, “deliverables” often become a moving target. A client says “digital brochure,” but later asks for a print-ready version, a square Instagram carousel, and a sponsor deck export. Those might be great upsells—but they shouldn’t be freebies.

A strong formats section in your event materials design contract answers five questions:

1. Which file types are included?
2. What dimensions and orientation are included?
3. What color profile and output intent are included (screen vs. print)?
4. Are source files included?
5. What platform requirements (PDF accessibility, compression, link behavior) are included?

1) Specify included file types (and exclude what isn’t included)

Common event brochure deliverables:

• Interactive PDF (with clickable table of contents, external links)
• Standard PDF (flattened, smaller file size)
• PNG/JPG exports (page images for web or social)
• Web version (hosted page or flipbook—often outside a brochure contract)
• Print-ready PDF (CMYK, bleed, crop marks)

If you don’t list them, the client may assume all of them.

Best practice for your digital brochure design agreement:

• List included formats as bullet points.
• Add a line that additional formats are billable and require written approval.

2) Lock in sizes, page count assumptions, and orientations

Event brochures can balloon quickly: sponsors, maps, lineup additions, agenda tracks, vendor lists. Formats are impacted by the size and page count.

Include:

• Page size (e.g., US Letter 8.5x11, A4)
• Orientation (portrait/landscape)
• Page count range or estimate (e.g., “up to 12 pages; additional pages billed at $X/page”)
• Export sizes (e.g., “web-optimized PDF under 10MB”)

This is where you prevent the “It’s now 28 pages but same price” scenario.

3) Include screen vs. print distinctions (RGB/CMYK, bleed, resolution)

Even if the project is “digital,” event teams often pivot to print at the last minute.

Add language that distinguishes:

• Digital version: RGB, interactive links, compression targets
• Print version (if included): CMYK conversion, 300 DPI images, bleed (typically 0.125"), crop marks

If print is not included, say so clearly—and offer a rate for adding it.

4) Decide whether you deliver editable/source files

Clients often ask for:

• InDesign packaged files
• Illustrator files
• Figma files
• Canva templates
• Linked assets

Source files can be valuable and risky: they enable downstream edits that may be attributed to you, and they often include licensed fonts or images you can’t transfer.

In a brochure designer contract event, be explicit:

• Final deliverables include exported PDFs/images
• Source files are either excluded or available for an additional fee
• If source files are included, define what “editable” means and what assets are not transferred

5) Address accessibility and link behavior (often overlooked in event work)

For public events, accessibility can matter (and sometimes is required):

• Tagged PDFs
• Readable text (not flattened)
• Minimum font sizes
• Color contrast
• Alt text policies (if applicable)

Also clarify link behavior:

• External links open in browser
• QR codes are provided by client or generated by designer
• Designer is not responsible for third-party link uptime

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Example: Formats and delivery language you can adapt

You don’t need “legalese.” You need clarity. Your formats clause could look like:

• Included Deliverables: One (1) digital event brochure delivered as (i) interactive PDF and (ii) compressed PDF for email distribution.
• Specifications: US Letter, portrait, up to 12 pages. RGB color. Clickable links for table of contents and provided URLs.
• Exclusions: Print-ready files (CMYK, bleed/crop marks), resized social assets, and editable/source files are not included unless added via written change order.
• Additional Outputs: Any additional format, size, or version requested after approval of the initial specifications will be billed at $/hour or $/deliverable.

(Adapt the numbers, of course.)

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The “Revisions” clause: where most designer-client conflict happens

Revisions are normal. Unlimited revisions are not. In the events industry—where decision-makers multiply and feedback arrives late—revision terms protect your calendar and profitability.

A revision clause should define:

• How many rounds are included
• What counts as a “round”
• What a “revision” means vs. a “new concept”
• The format of feedback (single consolidated list)
• Turnaround times and deadline impacts
• Overages (hourly rate, per-round fee, rush fees)

1) Define a “round” of revisions in plain language

A “round” is not “one change.” It’s one cycle of:

• Client submits consolidated feedback
• Designer implements changes
• Designer returns updated proof

Your contract should require consolidated feedback. Otherwise you’ll get a drip-feed of edits across email, texts, DMs, and calls—each restarting your process.

2) Separate “revision” from “scope change” (new direction)

In event brochures, scope changes often appear as:

• New sponsor tier requiring new page layout
• Rewriting large sections of copy after layout is finalized
• Changing the brochure size/orientation midstream
• Swapping branding guidelines after you designed to the original

A good revision section states that changes to approved concept, size, or structure are out-of-scope and billed separately.

3) Put a revision limit that matches event reality

For brochure work, many designers choose:

• 2 rounds included after first proof (common)
• Or 3 rounds if clients are committee-driven

The key is not the number—it’s the enforcement and overage pricing.

4) Require deadlines for client feedback (to protect event timelines)

Events have hard dates. Your contract should say:

• Client feedback is due within X business days
• Delays shift delivery dates accordingly
• Rush work is subject to additional fees and availability

This is crucial when the client asks for “urgent” updates that are actually caused by late approvals.

5) Clarify who approves and how approvals work

In events, too many stakeholders can derail revisions. Include:

• One designated client contact with authority to approve
• Approval by email (or within your project tool) counts as acceptance
• After final approval, additional changes are billed

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Example: Revision language for an event brochure design contract

Here’s a practical structure you can adapt into your event brochure design contract:

• Included Revisions: Up to two (2) rounds of revisions are included after delivery of the initial brochure proof.
• Revision Round Definition: A “round” consists of one consolidated set of changes submitted by Client in writing, followed by one updated proof delivered by Designer.
• Consolidated Feedback Requirement: Client will provide feedback in a single document or email. Feedback submitted in multiple messages may be treated as separate rounds.
• Out-of-Scope Changes: Changes that materially alter approved layout direction, page count, size/orientation, or require reformatting for additional outputs are not revisions and will be billed as additional services.
• Additional Revisions: Additional rounds are billed at $/hour (1-hour minimum) or $ per round.
• Approval & Finalization: Once Client provides written final approval, any further edits are billed at the additional services rate.

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How formats and revisions work together (and why you should connect them)

A common mistake is treating formats and revisions as separate islands. In reality, they’re connected:

• A new format (e.g., “Now we need A4 and US Letter”) usually triggers layout revisions.
• A new channel (e.g., email PDF vs. kiosk display) changes file compression, typography, and interactivity.
• Print-ready output adds prepress revisions, image resolution checks, and bleed adjustments.

Your digital brochure design agreement should explicitly say:

Revisions apply to the agreed format(s) only. Additional formats trigger additional design/production time.

This single concept eliminates a huge percentage of “But I thought that was included” disagreements.

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Practical negotiation tips (without giving away your leverage)

Offer tiered packages

Instead of arguing about “unlimited,” offer choices:

• Base: 1 concept + 2 revision rounds + interactive PDF
• Standard: 1 concept + 3 revision rounds + interactive + compressed PDF + 6 PNG page exports
• Premium: includes print-ready PDF and one resized version (A4 + Letter)

Clients in entertainment/events often prefer clear packages to hourly ambiguity.

Use a “change order” trigger

A change order isn’t confrontational; it’s a professional checkpoint. Common triggers:

• Page count exceeds estimate
• Additional sponsor pages
• New brochure size/orientation
• Additional output formats (print-ready, social cut-downs)
• Deadline acceleration (rush)

Price for reality: committees cost more

If the client is an event committee, bake in:

• One extra revision round
• Longer feedback windows
• A higher project rate or higher overage rate

This isn’t punitive—it’s accurate.

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Common pitfalls designers should address in the agreement

Pitfall 1: “Send me the editable file so my team can update it”

If you agree, define:

• What file type
• Whether fonts are included
• Whether you’ll package links
• A transfer fee
• A disclaimer that you’re not responsible for edits made by others

Pitfall 2: “We’ll provide copy later”

Late copy causes reflow, layout changes, and potentially multiple pages of revisions.

Include:

• Client copy due date
• Designer not responsible for delays caused by missing content
• Additional layout time billed if copy changes after layout approval

Pitfall 3: “We need it for print too”

Don’t let print sneak in via casual conversation. If print might happen, add an optional line item now:

• “Add print-ready output: $___”
• Or “Print-ready files available upon request at $___/hour”

Pitfall 4: “Can you add sponsor logos as they come in?”

Sponsor logos are notorious for being late, low-res, off-brand, and inconsistent.

Specify:

• Client supplies logos in vector format (AI/EPS/SVG) or high-res PNG
• Number of sponsor logo placements included
• Additional placements billed

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Checklist: What to include in your event materials design contract (formats + revisions)

Use this as a quick audit for your next brochure designer contract event:

Formats

• [ ] Included file types (interactive PDF, compressed PDF, PNG/JPG exports, etc.)
• [ ] Size(s) and orientation(s)
• [ ] Page count estimate and overage pricing
• [ ] Color profile (RGB vs. CMYK) and print specs if applicable
• [ ] Accessibility/tagging expectations (if required)
• [ ] Link/QR code responsibilities
• [ ] Source files included or excluded
• [ ] Delivery method (email, Drive link, project tool) and archive period

Revisions

• [ ] Number of revision rounds included
• [ ] Definition of a revision round
• [ ] Consolidated feedback requirement
• [ ] Out-of-scope change definition
• [ ] Overage pricing and minimums
• [ ] Client feedback deadlines and schedule impact
• [ ] Approval process and “final” definition

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Frequently asked questions (and what to explore next)

If you want to keep learning beyond formats and revisions, here are other questions designers often ask when building an event brochure design contract:

1. Should I charge a rush fee for event work? How do I write it into the contract?
2. How do I handle client-provided copy errors, last-minute agenda changes, or incorrect sponsor names?
3. What licensing language should I use for fonts, stock photos, and event photography?
4. Should I include a clause about portfolio use for event materials (especially for private events)?
5. How do I structure deposits and milestone payments for short event timelines?
6. What should the contract say about cancellation or postponement of the event?
7. How do I define ownership of the final brochure vs. my design system or templates?
8. Do I need a limitation of liability clause for public-facing event materials?
9. What’s the best way to manage stakeholder feedback (committee approvals) contractually?
10. How do I add optional add-ons like social cut-downs, signage, or sponsor decks without rewriting the whole agreement?

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Final thoughts: clarity protects your calendar and your creativity

A solid digital brochure design agreement doesn’t just reduce legal risk—it makes your process smoother, your timelines more predictable, and your client relationships more professional. When your formats are specified and your revision limits are clear, you can focus on design instead of negotiating every “small tweak.”

If you want a faster way to generate and customize an event brochure design contract, event materials design contract, or brochure designer contract event with clear format specifications and revision terms, you can build one using Contractable, an AI-powered contract generator, at https://www.contractable.ai.