Give one person final authority
Multiple reviewers can comment, but one proof approver should return a consolidated decision. That person owns spelling, honorifics, date formats, table-number sequence and the final quantity. A single accountable response prevents conflicting edits from entering production.
Approve content before styling
First review plain copy and names. Then review layout, hierarchy and color. Finally approve object dimensions, material direction and placement. Separating these passes makes a missing guest name easier to spot than when it is buried inside a polished event rendering.
Read the proof in its real context
Check signs at the intended viewing distance, table numbers against the actual sequence and name objects against the exported guest list. For bilingual content, use a qualified reviewer and confirm line breaks as well as spelling. The fabricator cannot infer corrections from a moodboard.
Understand the approval boundary
Written approval releases the files and quantities to production. Later edits may require replacement parts, a new production slot or a separate dispatch. Keep the approved PDF or image set with the event schedule so the planner, venue and production team are reading the same version.