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PROCESSES, PROCEDURES, TERMS AND CONDITIONS PERTAINING TO

XP SQUARED (PTY) LTD AND ALL SUBSIDIARY COMPANIES

 

DIS-CHEM BOOKING BOOKINGS

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The Dis-Chem Booking process is based on a queued system whereby requests are processed consecutively due to the fact that each Category and Store has an assigned capacity which cannot be exceeded. Please allow up to 6-weeks for processing of Store Bookings (space).

All suppliers who wish to book Promotional Activity in Dis-Chem stores will be required to do the following:

  1. Complete and submit Booking Requisition Form to bookings@activebrandconsultants.co.za.

  2. On receipt of approval from Bookings Department the Client must confirm acceptance in writing.

  3. No bookings will be confirmed until written confirmation, and/or Purchase Order is received.

  4. Bookings as agreed upon will be held for a maximum of seven working days from issue final schedule.

  5. Failure to confirm final booking schedule within the stipulated period will result in the cancellation of the requisition.

  6. Cancelled requisition will be treated as new and will be subject to 6-week turnaround.

  7. Finalisation of Store Bookings (space) can take up to six weeks based on demand.

  8. Cost Estimates requested for budgetary purposes do but as an estimate of cost based on criteria provided by Client.

  9. Cost Estimates will be revised once the availability of stores is confirmed for the dates and times specified by the Bookings Department and accepted by theClient.

  10. Dis-Chem Bookings are payable on acceptance by the Client.

 

OTHER STORE BOOKINGS

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While XP Squared (Pty) Ltd are able to facilitate Store Bookings within various Channels please be advised of the following:

  1. XP Squared (Pty) Ltd are obliged to meet the requirements as dictated by the Booking Agent contracted to the Channel Owner.

  2. Bookings are subject to Term and Conditions imposed by the relevant Channels and their Agencies.

  3. XP Squared (Pty) Ltd will quote at rates at time of Booking however should the Agency amend rates at time of billing then the additional cost will be billed to the Client.

  4. Agency and/or Channel Owner reserves the right to cancel and/or postpone Bookings based on their Operational requirements, such amendments are non-negotiable.

  5. XP Squared (Pty) Ltd and are unable to offer additional warranties other than those offered by the Channel and/or their Agency.

 

TIMELINES

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In order to ensure efficiency it is essential that the following timelines are adhered to:

  1. Elements distributed by Client – XP Squared (Pty) Ltd require all promotional elements to be delivered to our Regional Offices no later than 7 days prior to scheduled Training.

  2. Elements sent to Head Office for Distribution – XP Squared (Pty) Ltd require all elements to be delivered to our Head Office at least 14 working days prior for sorting and courier.

  3. Training Material – XP Squared (Pty) Ltd require all Training Material to be sent electronically to us at least 7 days prior to first scheduled Training.

  4. Production and Procurement – where Client requires us to produce or procure elements please be advised as follows:

    • Design – 7-10 days depending on complexity from receipt of Artwork Elements

    • Print – 10-14 working days from Artwork Approval

    • Procurement of Standard Items – 7-10 days from Approval of Proofs/Samples

    • Production of Customised Items – Advisable on Specification (Supplier Dependent)

 

OTHER

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  1. Pre-Campaign activity such as recruitment, briefing, training etc. cannot commence prior to approval of Stores Bookings as they require geographic and logistical information relating to the approved Store List.

  2. When completing your required Booking Forms please ensure that you provide enough time from approval to actual roll out.

  3. Please note that once your Bookings have been finalised any all amendments and/or additional requests will require a new Booking Requisition and be allocated a new Ticket, therefore it will be treated as a new Booking and will be subject to six week lead-time.

 

ACCEPTANCE OF COST ESTIMATES

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  1. All Cost Estimates are to be signed by authorised personnel of the company for whom the quote isintended.

  2. It is the responsibility of the signatory to ensure that they have checked and understood all elements related to the .

  3. Should the Company work on Purchase Order system then it is the responsibility of the Signatory to provide such information on the Cost Estimate and ensure that the actual Purchase Order document accompanies the signedCost Estimate.

  4. Acceptance of the Cost Estimate assumes acceptance and understanding of the ALL matters related to and including Store regulations, Trading Times, Promotional Logistics, Timelines and Payment Terms.

  5. Please ensure that all financial matters are confirmed with your Finance Department prior toacceptance of a Cost Estimate.

  6. Cost Estimates do not include Courier Costs unless stipulated. Should the Client wish for elements and/or kits to be distributed by us then the Client accepts that additional costs will apply. Courier costs maybe estimated on request however the actual costs may only be established on completion of delivery.

 

PAYMENT TERMS

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  1. Dis-Chem Booking Fees are payable on acceptance of the available dates in order to secure. If payment is not received within 7 days or prior to commencement (whichever applies first) your Booking will automatically be cancelled and stores will be released in order to accommodate otherClients.

  2. Procurement Fees are payable in advance. No purchasing will commence prior to receipt ofpayment.

  3. All new Clients will be liable to pay a 50% deposit on Activation Invoices prior to any Recruitment and Training. The balance of the invoice must be settled monthly on receipt of feedback and/or confirmation ofexecution.

  4. Should there be any queries and/or disputes regarding execution the Client may withhold payment for provided the matter is brought to our attention.

  5. Failure to make payment and notify us of aforementioned disputes will be deemed as defaulting and could result in cancellation of Bookings and/or Promotional Staff for upcoming activations until such time as the dispute has been settled and accounts are brought up todate.

  6. On approval of a Credit Limit all accounts will be defaulted to payment terms of from invoice unless otherwise confirmed in writing by a Director of XP Squared (Pty) Ltd.

 

CANCELLATION POLICY

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  1. Cancellation of Dis-Chem Store Bookings must be notified in writing.

  2. All Store Booking Fees arenon-refundable.

  3. In case of cancellation the Client will be liable for any and all procurement related costs including Courier Fees.

  4. Cancellation of Activations will be subject to the following cancellation fees:

    1. 25% of the Activation Invoice will be levied should notification of cancellation be received after acceptance of quote, and/or Purchase Order has been received.

    2. 50% of the Activation Invoice will be billed should notification of cancellation be received after Training or within 7 working days of commencement (whichever comes first)

    3. 100% of the Activation Invoice will be imposed should notification of cancellation be received within 24 hours from scheduled commencement

  5. Amendments made to scheduled activations will be deemed as postponement provided such changes are made at least 72 hours prior to activation day and a new schedule is agreed in which case XP Squared (Pty) Ltd will not apply cancellation fees on activations however the Client remains liable for any other related costs i.e. fresh produce, rental of equipment, courier,etc.

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