How to Share Brand Assets with Partners and Vendors

Your brand assets – logos, guidelines, photography, templates – need to reach many external parties: marketing agencies, PR firms, print vendors, event organizers, partners, and more. Sharing these assets efficiently while maintaining brand consistency is a common challenge. This guide covers best practices for brand asset distribution.

Types of Brand Assets to Share

Identity Elements

• Logos (various formats, colors, sizes)
• Brand colors (Pantone, CMYK, RGB, HEX values)
• Typography (font files if licensable)
• Brand marks and icons

Guidelines and Standards

• Brand guidelines document
• Logo usage rules
• Color specifications
• Typography guidelines
• Do's and don'ts

Marketing Materials

• Photography library
• Video assets
• Templates (presentations, documents)
• Social media assets
• Advertising materials

Supporting Assets

• Product images
• Executive headshots
• Office/location photos
• Event materials

Organizing Your Brand Assets

Folder Structure

Brand_Assets/
├── 01_Brand_Guidelines/
│   └── BrandName_Guidelines_2026.pdf
├── 02_Logos/
│   ├── Primary/
│   │   ├── Logo_Full_Color.eps
│   │   ├── Logo_Full_Color.png
│   │   ├── Logo_Full_Color.svg
│   │   └── Logo_Full_Color_CMYK.pdf
│   ├── Reversed/
│   ├── Black/
│   └── Icon_Only/
├── 03_Typography/
│   └── [Font files if shareable]
├── 04_Photography/
│   ├── Product/
│   ├── Lifestyle/
│   └── Team/
├── 05_Templates/
│   ├── Presentations/
│   └── Documents/
└── README.txt

File Naming Convention

Use consistent, descriptive names:

• BrandName_Logo_Primary_RGB.svg
• BrandName_Logo_Primary_CMYK.eps
• BrandName_Icon_Color_512px.png

Include a README

Help recipients understand what's included:

• Overview of contents
• When to use which files
• Contact for questions
• Link to full brand guidelines

Sharing Methods

Method 1: Branded Share Pages (Recommended)

Use GetShared's custom branding to create professional brand asset distribution:

• Your logo on the download page
• Brand colors in the interface
• Professional presentation
• No account required for recipients
• Track who downloads what

Method 2: Brand Portal/DAM

For large organizations with extensive assets, dedicated Digital Asset Management (DAM) systems offer:

• Advanced search and tagging
• Automatic format conversion
• Usage tracking and rights management
• Integration with design tools

However, DAM systems are expensive and may be overkill for most organizations.

Method 3: Shared Cloud Folders

Simple but less professional. Issues include:

• Recipients may need accounts
• No brand presentation
• Limited tracking

Access Control Strategies

Tiered Access

Not everyone needs all assets:

• Basic – Logo files and brand overview (for most partners)
• Standard – Full logo package and guidelines (for agencies)
• Full – Complete asset library (for primary agencies)

Time-Limited Access

For project-based sharing:

• Grant access for project duration
• Use link expiration to automatically revoke
• Renew as needed for ongoing relationships

Common Scenarios

Scenario: New Agency Onboarding

1. Create agency-specific share folder
2. Include brand guidelines (required reading)
3. Add logo package
4. Add relevant photography and templates
5. Send password-protected link
6. Track when they access materials
7. Follow up to ensure they've reviewed guidelines

Scenario: PR Request for Logo

1. Provide link to logo package (not full asset library)
2. Include brief usage guidelines
3. Set 30-day expiration
4. Track download

Scenario: Event Sponsor Assets

1. Create sponsor-specific package
2. Include only approved assets for that use
3. Add specific usage guidelines for the event
4. Set expiration after event date

Ensuring Brand Consistency

Include Guidelines with Every Share

Don't share logos without context. Always include at least a summary of usage guidelines.

Provide the Right Formats

Include appropriate formats for different uses:

• Print – EPS, PDF, CMYK colors
• Digital – SVG, PNG with transparency, RGB colors
• Office – PNG for documents and presentations
• Social – Properly sized PNGs

Prevent Off-Brand Usage

Include clear do's and don'ts:

• Minimum size requirements
• Clear space rules
• Color usage restrictions
• What not to do (stretch, recolor, etc.)

Tracking and Accountability

Know Who Has Your Assets

Maintain records of:

• Who received brand assets
• What they received
• When access was granted
• Purpose of use

Download Tracking

GetShared's analytics show you when and what was downloaded, helping you understand asset usage patterns.

Revoke When Necessary

When relationships end:

1. Disable share links
2. Request deletion of local copies
3. Update your records

Legal Considerations

Usage Rights

Be clear about what recipients can and cannot do:

• Approved uses only
• No modification without approval
• No redistribution
• Attribution requirements

Font Licensing

Be careful with typography:

• Don't share fonts you don't have redistribution rights for
• Point recipients to purchase fonts themselves
• Or use freely licensable alternatives for partner materials

For Marketing Teams

With GetShared team features:

• Central brand asset repository
• Team members can share from common library
• Consistent sharing across the organization
• Admin oversight of external sharing

Conclusion

Effective brand asset sharing requires:

• Organization – Clear folder structure and naming
• Context – Guidelines with every share
• Control – Appropriate access levels and expiration
• Tracking – Know who has what
• Presentation – Professional delivery reflects on your brand

GetShared's branded share pages help you distribute brand assets professionally. Try it free for your next brand asset distribution.