Getting Ready for New Print Room Equipment

New wide-format print equipment, whether it's a plotter, large-format printer, latex printer, or high-volume copier, represents a significant investment. But the equipment itself is only part of the equation. What happens before delivery day and what you have ready on arrival determines how quickly your team reaches full production.

If you're expecting new equipment and want to make sure the installation goes smoothly and your team hits the ground running, this is where to start.

Installation delays are almost always preventable. The most common causes are missing power, inadequate space clearance, and an unassigned IP address. Confirming these three things in advance eliminates the majority of day-one problems.

Power

Standard copiers and desktop printers typically run on a 110V circuit. However, many large-format and latex printers require one or two 220V outlets: the same type used for commercial appliances and HVAC units. Confirm exact power requirements with your sales representative before the delivery date and coordinate with your facilities team or electrician if new circuits need to be installed.

• Confirm whether the device requires 110V or 220V (or both, for some latex printers)
• Ensure you have a dedicated circuit: shared circuits can cause performance issues or tripped breakers
• Confirm outlet location relative to where the machine will be positioned

Space and Clearance

Wide-format equipment requires more room than most people expect. Beyond the machine footprint, plan for service access, output trays, and media handling. A plotter that feeds from the rear needs clear wall spacing behind it. A device with an extended output tray needs open floor space in front.

• Measure minimum width, depth, and height requirements for the specific model
• Confirm service clearances on all sides (technicians need access to open panels and replace parts)
• Verify the delivery path hallways, elevators, and doorways will accommodate the crated machine
• Confirm whether the floor can handle the weight, especially for heavy production equipment

Network Connectivity

Most enterprise-grade print equipment performs best on a wired Ethernet connection, not Wi-Fi. Before installation day, make sure a network drop is available at the device location and that your IT team is ready to assign an IP address.

• Hard-wired Ethernet is strongly preferred over wireless for reliability and print speed
• A static IP address is recommended: it makes printer configuration, print queue management, and remote diagnostics more stable
• Confirm firewall and network settings if print management software will be connected

Your CorePrint sales representative or installation technician can confirm exact specifications for your model. When in doubt, reach out before delivery day, not on installation day itself.

One of the most common reasons a newly installed machine doesn't reach full production on day one is that the right consumables weren't ordered in time. Ink, toner, and maintenance supplies should arrive before the equipment does, not after.

Your consumables list will vary by machine, but typically includes:

Ink and Toner

Starter ink or toner is often included with new equipment, but it is rarely sufficient for a full production workload. Order a complete ink set plus at least one backup set to avoid downtime while waiting on reorders.

• Ink sets (starter cartridges plus backup supply)
• Pigment vs. dye ink considerations for your specific media types
• Toner cartridges for copier or laser-based devices

Maintenance Supplies

Inkjet-based wide-format printers and plotters require regular maintenance to perform correctly. Maintenance cartridges, cleaning supplies, and waste containers are not optional; they are required for normal operation.

• Maintenance cartridges or cleaning cartridges (model-specific)
• Waste ink containers or maintenance kits
• Printhead cleaning solution and approved wipes
• Spare printheads for high-volume or production environments

Not sure how much ink or how many maintenance supplies to order? CorePrint can recommend a starter bundle based on your expected monthly volume. Contact your representative or email info@coreprintsolutions.com to get a recommendation before your delivery date.

Running out of media on installation day or discovering that the paper or vinyl you ordered isn't compatible with your new machine creates unnecessary delays. Work with your CorePrint representative to identify the right media before the equipment arrives.

Roll Media for Wide-Format Plotters

• Bond paper (for standard CAD plots and engineering drawings)
• Coated paper (for presentations, client-facing prints, and color work)
• Photo-grade media for high-resolution output
• Vellum or translucent film if your workflow requires it

Specialty Media for Large-Format and Latex Printers

• Vinyl (indoor and outdoor grades)
• Canvas and fine art substrates
• Backlit film for signage and display applications
• Wallpaper and adhesive-backed media
• Banner and fabric materials

Test and Calibration Media

Your installation technician will run calibration prints and test patterns during setup. Having the right media on hand for this process ensures the machine is properly profiled for your actual output requirements from day one.

Ask your CorePrint representative about media options tested and approved for your specific device. Using the right media from the start protects print quality and prevents premature wear on heads and rollers.

Small accessories make a larger operational difference than most people expect. These items are easy to overlook during procurement and are much simpler to bundle with your initial order than to source separately after installation.

• Take-up reels and additional spindles for continuous roll output
• Catch baskets and output stacking solutions for organized print collection
• Additional media spindles if you work with multiple roll sizes or media types
• Card readers or payment terminals for walk-up print environments
• Folding equipment for drawing sets and document packages

Bundling accessories with your equipment order saves on shipping and simplifies installation. Ask about what can be added before your delivery date.

Wide-format and production print equipment represents a significant capital investment. Protecting it from environmental factors isn't complicated, but it does require some attention, particularly in the first weeks of operation.

Power Protection

Voltage fluctuations and power surges are a leading cause of premature equipment failure. A quality surge protector or uninterruptible power supply (UPS) provides a buffer against power events and keeps equipment from experiencing unexpected shutdowns during print jobs.

Climate and Humidity Control

Inkjet-based equipment is sensitive to humidity. Low humidity causes ink to dry in nozzles, leading to clogging and print defects. High humidity can affect media curl, adhesion, and output quality. Most manufacturers specify a recommended humidity range typically 30% to 70% relative humidity for optimal performance.

• Avoid placing equipment near exterior walls or in unconditioned spaces
• Mechanical rooms and storage closets with temperature swings are not appropriate locations
• If your facility has significant humidity variation, a room humidifier or dehumidifier may be warranted

Cleaning and Operator Care

• Use only manufacturer-approved cleaning solutions and wipes
• Provide anti-fatigue mats for operators who spend significant time at the equipment
• Keep the area around the machine clear of dust, paper trim, and debris

Most installation delays come down to three things: missing consumables, incorrect power, and last-minute media orders. One conversation with a CorePrint representative before your delivery date can solve all of them.

Pro tip: Customers who prepare consumables and accessories in advance typically reach full production faster and experience fewer follow-up service calls in the first 90 days of operation.