The Rules of the Game

For many of our clients, the production of marketing collateral is a new ball game, and the ‘rules’ are sometimes not very clear.

To help clarify the processes, timelines and costs involved, we’ve compiled the following information which we hope will be helpful and informative.

We’d like to think that we are on the same team as you, so if you have any questions please call us immediately to discuss.

As the client, what do you need to do to ensure the best end result?

1. Appoint one point of contact.
This person will act as the central point of contact for coordinating briefs, approving budgets, and providing feedback/changes for each item. Having one person streamlines the process and ensures consistency. This person must be authorised to request and approve changes.

2. Provide a written brief.
A written brief helps to ensure we fully understand your needs and expectations, and it also helps you to think through all the important issues. We can work without a written brief, but you have more certainty over the outcome if you can provide instructions to us in writing. Please talk to us if you need help in what to say.

3. Provide written acceptance of quotes, deadlines and these ‘rules’.
It is essential for us to have written confirmation from you that our quotes, deadlines and modus operandi are acceptable. From a commercial standpoint, we would be foolhardy to invest time and possibly incur costs without your clear authorisation. If you have a formal purchasing process, for instance if you issue purchase orders, we also need to receive these before we start work.

Please be aware that we can not take responsibility for meeting deadlines if there are delays in engaging us to commence work.

4. Be thorough in all proof checking.
While we are very thorough and we will do everything we can to ensure your marketing materials are 100% perfect, sometimes mistakes do slip through. You are ultimately responsible for the final approval of any item which includes checking content, spelling, grammar, punctuation, contact details, use of logo, etc.

5. Check your permission to use any third-party content.
While we will help in any way we can, you are ultimately responsible for sourcing any third party content, and for arranging permissions to use that content, such as client testimonials, statistics, research findings, etc.

6. Budget for third party costs.
Unless specifically included in quotes provided, you may incur additional costs such as photography, development of perspectives or artist’s impressions, etc. We will always provide quotes or estimates on these items, and we never incur these costs without your prior approval.

7. Provide one delivery address.

As your marketing advisors, what will we do?

8. Provide estimates or commit to fixed quotes for each item.

9. Commit to delivery timelines for each item.

10. Negotiate an upfront deposit.
For cash flow purposes, and to cover any third-party outlays which we incur, we will negotiate with you a suitable upfront payment, typically 1/3 of the quote or estimate.

11. Deliver the first proof within 5 days.
Unless another timeline is agreed, and depending on the complexity of the project, we typically need 5 working days to provide a first proof for an item of promotional material. This assumes that you have provided us with the brief, and all text, images and any other items required for the job.

12. Provide proofs.
In relation to any fixed fee projects, we will present up to three proofs for each item. This allows for two sets of changes. Any changes made after the third proof are charged at our standard hourly rates. These changes are commonly referred to as ‘Author’s Changes’. Naturally, if changes are being made due to an error on our part, or because you are not satisfied with the quality of work we deliver, there is no limit to the number of proofs we will provide.

We will provide electronic proofs at no charge.
We can provide proofs and final artwork on CD if required, for instance to send advertising artwork to a publication. CD burning will be charged at $15. Courier charges will be on-charged to the client.

13. Provide samples of paper stock and colours.
To help you choose the best look and feel for your marketing materials, we can show you samples of paper stock and colour swatches.

14. Deliver the final item within 7 days of your approval of the final proof.
Unless another timeline is agreed, and depending on the complexity of the project, we will aim to provide final delivery of the item within 5 – 7 working days after receiving the final signed proof from you.

15. Invoice you.
On completion of the job, or an agreed stage, we will invoice you for any remaining agreed costs (that is, less the upfront payment made), plus any additional costs incurred such as author’s changes, proof costs, courier costs and any third party expenses. Terms of business are 7 days from the date of the invoice.

What if you want us to do some work ‘on spec’?

We are happy to do work ‘on spec’, such as produce strategies, artwork, concepts or the like, if it is probable that we will be engaged to implement this work. If this is the case, the following is ‘fair play’:

Please advise us upfront if there are other agencies in competition for the work;
Please provide us with a clear budget and brief for the ultimate project;
Please provide us with clear time frames;
Please respect our copyright; and
Please give us ample notice if our work is no longer required. If the project is cancelled, or the work is withdrawn without adequate notice being provided, we reserve the right to charge you at our standard hourly rates for all work performed and for any costs incurred through engaging third parties.