Depending on the type of business or organization, the introduction of a wide format printer into the office can be a game-changer.

If you’re spending significant money outsourcing your printing needs to a third-party printing specialist, it’s definitely worth considering acquiring a wide format printer for in-house use. This is especially true if you need to print larger materials like maps or outdoor signs, or need to print on materials like fabrics and ceramics.

But deciding which wide format printer best suits your needs can be confusing. This article will guide you through some of the most important things to consider before making your choice.

Wide Format Printer Options

There are many features and options available when considering the purchase of a wide format printer. Size, speed, printing capabilities (color, black and white, etc.) – these are all things to consider and many different brands offer these features and others – and come with related prices.

On a technical level, there are five basic types of wide format printer, each with a different ink transfer process. The ink transfer process determines the quality and resolution at which the machine can print, what materials it can print on, and, thus, what it is best suited for.

The five types are:

  • Aqueous – These printers use an aqueous-based dye or pigment to print, similar to a desktop inkjet printer. In addition to paper, they can print on canvas, banners, metabolized plastic, or cloth that has an appropriate coating to hold the ink.
  • Solvent – These printers employ a similar process, but use a solvent-based ink instead. Unlike aqueous printers, the prints are waterproof. However, the fumes and odors from the solvents can be a bit overwhelming in a poorly ventilated space.
  • Dye Sublimation – Use these printers if you need photographic quality prints.
  • UV – These printers use inks that dry when cured with UV light. This makes the prints vibrant, embossed, and waterproof to boot. You can print on anything from polymers to ceramics, as well as glass to wood.
  • Plotter/Pen – This type of “analog” wide format printer uses one or more pens to plot or draw onto the printing medium. Previously the go-to printer for high-quality CAD drawings, especially to scale, plotter/pen printers have given way to one of the digital technologies listed above for many users.

Which One Should You Get?

The specific wide format printer that’s ideal for you will depend on your individual needs and circumstances, such as the type and quantity of printing you’ll be doing, your budget, your work environment, etc. Let’s take a closer look.

Which Features Will You Need?

Here are the most important features to consider:

Paper Size

The main benefit of a wide format printer is, naturally, its large printing width. This can range from 26×36 inches (size D) all the way up to 48×36 inches. Size D is usually sufficient for most large format requirements like banners, posters, and backdrops.

Print Speed

If quality is more important than quantity to your business, the printer speed won’t matter so much. But if the machine is going to be churning out prints constantly, go for a toner printer that prints at a higher speed (typically measured in pages per minute or PPM). The time savings will translate into cost savings over time.

Ink or Toner Options

Make sure the wide format printer you choose can handle the inks or toners that you’ll need. This is especially important if you’re going to produce waterproof prints for outdoor use, if you will be printing on uncommon materials, or if you will need very high-quality color prints.

Printing Media

Not every wide format printer can print on every medium. If you’re going to be printing on fabrics, vinyl, special paper, etc., make sure your machine is fit for purpose.

Special Features

Some models of wide format printer also offer:

  • Embossing and spot varnishing
  • Printing on odd shapes
  • Integration with design and graphics software
  • Integration with fleet management software

Budget

Needless to say, the more features the machine has, the higher the price is likely to be. But do you really need all the bells and whistles? In many cases, the answer is “no.”

That’s why it’s so important to drill down on what your specific needs are, and what’s available to meet them cost-effectively.

Purchase Options

Fortunately, even if you do need a high-end machine but only have a limited budget, you still have options. The four main ways you can acquire a wide format printer are:

Buying a New Machine

If you have the budget, buying a new machine outright will give you full ownership of a tax-deductible asset that generally comes with guarantees of reliability and longevity.

Buying a Used or Refurbished Machine

If you’re on a limited budget but still want to own the machine outright, buying a used machine is a good option. The drawback of a used machine, though, is it may come with reduced longevity and require more frequent maintenance.

Leasing

Many models of wide format printer are available on a leasing agreement. These are generally quite long-term agreements, lasting several years. The machine remains the property of the lessor throughout the lease term and is generally returned when the agreement ends.

This is a good option if you don’t have the cash on hand to buy a machine outright. On the downside, by the end of the agreement you’ll have spent roughly the same amount as buying outright – but without the ownership benefits.

Renting

Renting is similar to leasing, but generally for a much shorter term. The monthly installments will be more expensive than leasing but may be more suited to your budget if you only need the wide format printer for a limited period. For instance, if you have a one-off project that may only extend a few months, renting may be by far the most cost-effective option for you.

Maintenance and Repairs

Just as important as the cost of buying the machine is the cost of maintaining it. Toner, ink, and paper run out, the machine jams, and countless intricate moving parts inside the machine can and do break.

Unless you have a seasoned in-house IT professional with the time, expertise, and patience to dedicate to keeping the machine running smoothly, it’s strongly recommended to sign up for Managed Print Services (MPS) with a reputable, high-quality supplier.

For a monthly fee, your MPS provider will monitor your machine, conduct regular maintenance, ensure you never run out of supplies, resolve any issues, provide analytics, and conduct any necessary repairs. If you know your machine is going to be working hard, it might cost you more in the long run if you don’t sign up for MPS.

A Trusted Wide Format Printer Partner

If you’re looking to acquire a wide format printer in the San Francisco Area, Golden Gate Office Solutions is an experienced, versatile service provider that you can trust. We offer a large range of wide format printers, MPS, and many other products and services to increase your productivity and save you time and money. Our friendly, highly qualified staff is standing by to discuss your needs. Contact us today.