A partner asks for your community group’s logo for a joint event poster. Sending the image is easy. Agreeing what its appearance means is the part worth doing first.
A logo can suggest involvement, sponsorship or endorsement even when the group only helped with one small activity. Explain the relationship in words rather than expecting the placement of an image to communicate it accurately.
Attach a short use note
For a fictional neighbourhood workshop, the note might say: “For the approved workshop poster and its matching event page only. Please use the supplied file unchanged and send the final layout to the named coordinator before publication.” Adapt the arrangement to the real project and any existing identity or legal requirements.
Specify which event, channels and period are covered. If the partner later wants to use the logo on fundraising material or a different campaign, ask for a new discussion rather than treating the original file transfer as unlimited permission.
Review the surrounding message
Check the event name, partner roles, contact details and claims beside the logo. A technically correct image can still appear in a misleading context. Make sure the group is not described as providing a service or guarantee it has not agreed to provide.
Choose one person or role to approve the final version, with a backup for absences. Keep the approved proof and the written agreement in the project’s ordinary records. Avoid sending several different files through separate volunteer conversations.
Provide a usable image and basic guidance on clear space and legibility, especially for small posters. This helps partners represent the group accurately without inventing their own version.
At the end of the project, check whether dated pages or posters still imply an active partnership. A respectful request to update them is easier when the scope was clear from the beginning. The aim is a shared public message that matches the work both organisations actually agreed to do.