A buyer may have a clear idea for a custom souvenir but still be unsure what files to send to a manufacturing partner.
The starting point might be a logo, an illustration, a photograph, a character design, a rough sketch, a 3D render or an AI-generated concept image.
Some of these files may be suitable for quotation. Others may require technical development before a supplier can make a reliable physical sample.
The important distinction is between a file that communicates the product idea and a file that defines how the product should actually be made.
Museum retail teams, brand owners and merchandise buyers do not necessarily need complete production artwork before starting a sourcing project.
They do, however, need to understand what information is already available, what remains undecided and which files may eventually be required.
This guide explains how vector, raster and 3D files are used in custom souvenir development, how requirements change by product category, and how to prepare a clearer artwork handoff.
1. Start With the Product, Not the File Extension
A custom acrylic keychain, metal enamel pin and sculptural figure may begin with the same character illustration.
However, their production files may be very different.
An acrylic charm may need printable artwork together with a defined cutting outline and attachment hole.
An enamel pin may need simplified colour areas, metal boundary information and physical construction details.
A sculptural figure may require a dimensional model that defines form and proportions.
The choice of file therefore depends on the production process.
Before asking whether a supplier prefers AI, PDF, PNG or STL, clarify:
- What is the intended finished product?
- Which parts are printed, engraved, cut, molded or assembled?
- Are there physical dimensions or attachment requirements?
- Does the artwork need to appear on one side or several sides?
- Is the design flat, layered or fully three-dimensional?
- Which details must remain unchanged?
- What decisions can the supplier recommend?
These questions make file preparation more useful than collecting file extensions without understanding the product.
2. Vector Artwork: Why Manufacturers Often Request It
Vector artwork is defined through geometric paths rather than a fixed grid of pixels. Adobe explains the distinction between raster and vector files.
This makes it useful for logos, line illustrations, text outlines, cutting contours and artwork that must remain clean at different output sizes.
Common vector-capable formats include:
- Adobe Illustrator (.ai)
- Scalable Vector Graphics (.svg)
- Encapsulated PostScript (.eps)
- Certain PDF files containing actual vector paths
However, the file extension alone does not prove that the artwork is vector-based.
For example, a photograph inserted into an Illustrator document may still be a raster image.
A PDF may contain vector paths, raster images, text or a combination of these.
A buyer should therefore ask whether the supplied file contains editable paths rather than assuming that an .ai or .pdf extension makes it ready for manufacturing.
Vector paths are often helpful when suppliers need precise contours, separated artwork elements or scalable graphic details.
For custom products, that can reduce ambiguity during technical artwork preparation.
3. Raster Images: When PNG, JPG, TIFF and PSD Are Useful
Raster images are made from pixels. Adobe’s raster-versus-vector overview describes the practical difference between the formats.
Common examples include photographs, digital paintings, scans, product references and many AI-generated images.
Typical formats include:
- PNG
- JPG or JPEG
- TIFF
- PSD
Raster artwork can be appropriate for printed graphics and photographic reproduction when the available pixel dimensions and image quality meet the intended output requirements.
However, enlarging a small image does not automatically add genuine detail.
A low-resolution screenshot may look acceptable on a phone but show visible pixelation or poor edges when reproduced at a larger physical size.
Buyers should confirm the intended print dimensions before deciding whether a raster image is sufficiently detailed.
There is no universal resolution requirement that automatically applies to every souvenir material or process.
A printer may recommend a particular resolution at the final print size, while another production method may require a different file preparation approach.
Where photographs, detailed textures or complex tonal effects are important, raster artwork may be a sensible part of the production file.
Where precise cuts, engraved outlines or simplified colour boundaries are required, additional vector or technical information may also be necessary.
4. Vector vs Raster vs 3D Files: Quick Comparison
| File type | Typical examples | Useful for | Main limitation |
|---|---|---|---|
| Vector artwork | AI, SVG, EPS, vector PDF | Logos, shapes, outlines, separated design elements | Not every vector file contains a manufacturable cut or tooling specification |
| Raster image | PNG, JPG, TIFF, PSD | Photos, illustrated concepts, printed artwork and references | Resolution depends on pixels and final output size |
| 3D mesh | STL, OBJ, 3MF | Form visualization, prototypes and some 3D printing workflows | A mesh does not automatically provide editable manufacturing features |
| 3D CAD model | STEP and compatible native CAD files | Dimensional product definition and suitable engineering workflows | Compatibility and required details depend on software and manufacturing process |
| Reference render | JPG, PNG or exported render | Explaining appearance, colours and design direction | May not include geometry, dimensions or internal construction |
A project may need more than one of these file types.
The strongest handoff is not necessarily the one containing the most formats.
It is the one that gives the selected production partner enough relevant information to evaluate and develop the product correctly.
5. What Files Are Needed for Acrylic Keychains and Bookmarks?
Custom acrylic merchandise often combines printed graphics with a separate physical cutting process.
Depending on the selected supplier and construction, the artwork package may need:
- Front artwork
- Back artwork, where applicable
- White ink or opacity information
- Cutting outline
- Attachment hole or loop position
- Approximate finished dimensions
- Transparent and opaque area references
- Packaging artwork
For clear acrylic designs, the placement of white ink can influence which areas appear opaque and which remain transparent.
Double-sided designs may require special attention to the viewing direction and alignment of the artwork.
The supplier's own template should determine how these layers are named, arranged and delivered.
For example, an acrylic charm manufacturer may specify separate artwork, white ink, cutting and attachment layers. A supplier tutorial for clear acrylic charms illustrates one supplier-specific layer workflow.
Those requirements are useful evidence of how a production workflow can be organized, but a particular supplier's margins or file conventions should not be treated as universal manufacturing standards.
Where a buyer only has an illustrated PNG or reference image, the product can still be reviewed for feasibility.
The additional cut paths, hole location, print orientation and other details must then be developed and approved before production.
Explore related custom product formats on the Custom Acrylic Keychains page.
6. Metal Pins, Coins and Engraved Souvenirs Need Different Information
A printed image alone may not communicate all the construction details of a metal souvenir.
For enamel pins, the supplier may need to understand:
- Finished dimensions
- Artwork and colour boundaries
- Metal lines and separated regions
- Intended surface relief or recessed areas
- Plating or finish direction
- Back attachment position
- Packaging requirements
For commemorative coins, the artwork may need further development into dimensional relief, engraving or other suitable construction.
A complex shaded illustration does not automatically tell the supplier how raised and recessed elements should be formed.
For laser-engraved items, a clearly defined vector design may be useful for the engraving geometry.
For other methods, image-based artwork may also be involved.
The required technical files depend on the manufacturing process, product material and supplier equipment.
Buyers should avoid describing a design as "production-ready" solely because it looks correct in a digital preview.
Instead, obtain agreement on the actual production interpretation and approve the relevant sample.
7. When Does a Custom Figure Need a 3D File?
A sculptural figure, character collectible or dimensional ornament introduces different requirements.
A two-dimensional illustration may show what the finished object should look like from one viewing direction.
It may not define the full three-dimensional form.
A production partner may need to consider:
- Front, side and rear proportions
- Overall dimensions
- Pose and balance
- Wall thickness or hollow structure where relevant
- Separate parts and assembly methods
- Base, mounting or support features
- Surface textures and paint regions
- Material and tooling approach
A 3D model can make the intended form clearer.
But not every 3D file serves the same purpose.
STL and OBJ are commonly associated with mesh geometry and some prototyping workflows.
STEP and other CAD formats may be appropriate for certain engineering and manufacturing processes.
The right format depends on the production partner's software and process. Autodesk's Fusion supported-format documentation illustrates that file support is tool-specific.
An STL mesh should not automatically be described as an editable engineering model.
Similarly, a visually convincing character render may contain no usable manufacturing geometry.
A buyer who has a character illustration but no 3D file can request an evaluation of the model-development work required before sampling.
8. Can an AI-Generated Product Image Be Used for Manufacturing?
An AI-generated image can communicate a product idea, but it is generally not equivalent to an approved production drawing.
It may be useful for showing:
- Intended appearance
- General proportions
- Material direction
- Colour and finish ideas
- Display or retail context
- Possible packaging presentation
However, an AI image may contain inconsistent details between views, unclear construction, impossible joints, ambiguous dimensions or elements that cannot be reproduced as shown.
The image should therefore be treated as a concept reference until the physical design has been evaluated.
Before producing a sample, the relevant design details need to be translated into appropriate artwork, dimensions, construction information or a dimensional model.
The level of work depends on the product.
A simple printed magnet may need relatively limited artwork refinement.
A custom sculptural metal object may require significantly more design, engineering and supplier review.
There is also an important terminology difference:
An Adobe Illustrator .ai file is a software file format.
An AI-generated picture is an image created with artificial intelligence.
These are not interchangeable meanings of "AI artwork."
Buyers should clarify which kind of file they have.
9. What If You Only Have a Logo, Sketch or Reference Image?
You do not necessarily need to commission a complete production file before contacting a sourcing partner.
For an initial project discussion, a buyer can share:
- A reference image
- An existing logo
- A character illustration
- A hand sketch
- Product dimensions, if known
- An example of a similar physical product
- Intended quantities
- Material preferences
- Destination market
- Target schedule
The supplier or development partner can then identify the missing technical requirements.
For example, a museum buyer might provide a photograph of a landmark and request a custom shaped metal keychain.
The next step is not automatically to create a 3D file.
The product format, level of dimensional detail and intended manufacturing process must first be agreed.
The development route might involve simplifying an illustration into vector artwork, creating a dimensional model or adapting an existing product construction.
What matters is identifying the missing work before the buyer assumes that a file is ready for sampling.
Read more about the overall process in From Idea to Product.
10. Prepare the Production Artwork Package
Once the product direction is selected, the artwork package should be organized around the manufacturing requirements.
A practical handoff checklist includes:
| Information | Why it matters |
|---|---|
| Project and artwork version | Identifies the file approved for use |
| Product type | Helps establish the expected manufacturing process |
| Finished dimensions | Prevents reliance on visual scale alone |
| Main artwork | Defines the intended visible design |
| Colour references | Supports discussion of intended appearance |
| Cut or tooling geometry | Provides technical shapes where required |
| Front and back layout | Avoids orientation mistakes |
| Attachment position | Connects artwork to physical construction |
| Material and finish notes | Clarifies product expectations |
| Packaging artwork | Supports printing and retail presentation |
| Approval status | Distinguishes draft concepts from final production files |
Different files can have different purposes.
Do not silently overwrite an approved version when making later changes.
Ask the manufacturing partner which formats are accepted and whether linked images, fonts or external assets must be included.
Review final specifications against physical samples where needed.
A well-organized file package reduces confusion, but file organization alone does not guarantee a flawless production outcome.
11. Artwork Approval Should Be Separate From Sample Approval
A digital design may accurately represent the intended graphic while the physical sample reveals issues with materials, finish, dimensions, print alignment or construction.
For that reason, buyers should distinguish two approval stages.
Artwork approval
Confirms that the intended graphic information, text, colours, design elements, orientation and technical layout are correctly represented in the agreed files.
Physical sample approval
Confirms that the manufactured product reflects the agreed specification and is acceptable for its intended use.
Depending on the product, sample review may include:
- Dimensions and proportions
- Colour and print appearance
- Surface finish
- Cutting or engraving quality
- Hardware attachment
- Assembly
- Packaging
- Intended handling
Neither approval should be assumed from the other.
Retain the approved artwork version, sample photographs where useful, and a written record of any changes.
For a broader framework, see the Custom Product Sample Approval Checklist.
12. What Should Buyers Send With Their First RFQ?
An initial RFQ does not require every technical question to be solved.
It should make the buyer's goal and available information clear.
An example request might read:
Project: Custom museum souvenir collection
Product formats: Acrylic keychains and enamel pins
Artwork available: Museum-approved logo and reference illustration
File formats available: PNG artwork and a PDF preview
Production vector files: Not yet confirmed
Dimensions: Approximate size or supplier recommendation requested
Design variations: Three artwork versions
Quantity: Estimated quantity by product and design
Market: Intended destination country or region
Packaging: Individual retail-ready backing card
Target timing: Proposed launch or delivery requirement
Development request: Please advise whether our existing artwork is sufficient for quotation and what additional files or technical drawings would be required before sampling.
Quotation request: Provide feasible construction options, artwork development requirements, project-specific MOQ, sampling approach, lead time and any relevant setup or tooling information.
This type of request tells the supplier both what is known and what needs development.
It is more informative than sending a file with no dimensions, product description or estimated order quantity.
For the wider quotation framework, use our Custom Product RFQ Checklist.
13. Artwork Rights and File Ownership Should Not Be Overlooked
Manufacturing files may contain artwork supplied by an agency, artist, brand owner, licensor or another third party.
Before using those files for commercial merchandise, the buyer should confirm that the relevant reproduction and product-development rights are available.
Possession of a file does not automatically establish permission for every commercial use.
A buyer may also need to clarify who is responsible for preparing or retaining production files, whether editable source files are included in the development agreement and how future reorders can be supported.
These arrangements should be documented rather than assumed.
Where a product uses licensed characters, museum collection imagery or other protected designs, permissions should be reviewed for the intended merchandise and sales channels.
Frequently Asked Questions
Do manufacturers always need vector artwork?
No. Requirements depend on the product and process. Vector artwork is often useful for logos, cutting lines and defined graphic shapes, while suitable raster artwork may be used for printed images. A sourcing partner can review the files available and identify missing requirements.
Can I use a PNG file to make custom souvenirs?
A PNG can be useful for a quotation, visual reference or certain printing applications. However, its suitability for final production depends on image quality, final dimensions and whether technical paths or other artwork information are required.
Is a PDF always a vector file?
No. A PDF can contain editable vector artwork, raster images or a mixture of both. The content must be inspected rather than judged by the extension.
Do I need a 3D model for a custom figure?
A dimensional model is often important for defining the geometry of a sculptural product, but the model does not necessarily need to exist before the initial project enquiry. Product development can begin with approved references and proceed through model preparation and sampling.
Can an AI-generated concept image be turned into a physical product?
Sometimes, provided the concept is feasible and the required technical design work is completed. The image alone should not be treated as a production drawing. Materials, dimensions, connections and manufacturing requirements must be developed and approved.
Can CALDVANE work with buyers who do not have production-ready files?
CALDVANE can review a buyer's existing artwork, references and project requirements, then help evaluate the appropriate development and supplier coordination route. The scope of any artwork conversion, dimensional modeling or sampling work depends on the individual project.
Start With the Design You Have
A successful custom souvenir project does not begin with the perfect file extension.
It begins with a clear understanding of the intended product and the information needed to make it.
Vector artwork, raster images and 3D models all have useful roles, but those roles change across printing, engraving, molding, prototyping and product assembly.
For overseas museum buyers, brands, retailers and creative teams, the most useful first step is to share the available design materials and define which production questions remain unanswered.
CALDVANE helps overseas B2B buyers evaluate custom merchandise concepts, coordinate product specification development and source suitable manufacturing partners in China.
Whether you have a vector logo, a reference image, a character illustration, a sketch or an early concept, you can begin with the information available and discuss the next development steps.