How to Source Promotional Goods (By the BPMA)

Download the BPMA's Premium sourcing and buying Brief
(word Document 64kb)

Premium sourcing and buying Brief

Introduction to the brief

To be completed by the brief writer

[What circumstances have brought about this brief?]
[What are the objectives of the campaign/the premium to be supplied?]
[What is the role of the premium? How does it add value to your proposition?]
[What promotional mechanic is being proposed for the campaign?]
[E.g. Self-liquidating premium, cereal in-pack free gift, covermount, collectable, free give-away, etc]
[What other information is relevant (but not confidential) e.g. your Environmental Policy?]
[Do you need them to sign a Confidentiality Agreement? (see separate template)]
[Who is the campaign's primary target audience?]

Premium description

To be completed by the brief writer

[Do you need an existing product from stock or something made to order (high volume)]
[Detailed description of the required premium] [Can you include a concept for reference?]
[Do you need the premium be supplied individually wrapped/hermetically sealed?]
[Will anything else be enclosed? (e.g. instructions or a comp slip/letter?]
[Do you need a specific base colour?] [What's the pantone ref? (mandatory brand guidelines?)]
[Is there a Print Brief? Number of Colours? Line or Process print? Engraving?]

Premium description

To be completed by the premium supplier

[What is the exact size, dimension and weight of the premium?]
[Does it adher to all industry/code/legal rules and regulations, and safety checks?]
[Is there any copyright, patent or other legal concern that we need to be aware of?]
[Is it produced using recycled materials?] [What about Quality Control? Product conformity?]
[What is the provenance/integrity of the premium's manufacturer?]
[What safety or standards marks or country of origin information must it carry?]
[Where is the premium manufactured?] [What is the factory's record on social responsibility?]
[Do you have a independent report on the factory's record on worker safety, hygiene, wages, etc?]
[What trade bodies are you an accredited member of? (e.g. BPMA)]
[If requested, can you supply references from existing clients?]

Samples

To be completed by the brief writer

[Do you require X number of samples by XX date or will a PDF or Jpeg image be better?]
[Is it required for photography? When? What address?] [Are these samples charged for?]

Timing

To be completed by the brief writer

[What are the critical dates of this campaign?] [Is there a critical delivery date?]
[When must you have your estimate? (Ideally give them 5 days from receipt of brief)]
[The latest delivery date is XX] [What other timing information must the supplier be aware of?]
[The delivery address/addresses are:] [Split or single delivery is needed]
[What are the delivery timing restrictions/needs of the storage unit (check with them now)]

Timing

To be completed by the premium supplier

[Can the specified dates be achieved? (estimate/sample/full delivery?]
[How many days contingency would be sensible for each of the dates?]
[What is the time allowance for reordering?] [Is there a minimum re-order quantity?]
[Are there any potential issues with timing, such as Chinese New Year, that they should be aware of?]

Price

To be completed by the brief writer

[Do you need a formal quotation or a 'ballpark' guide price for the presentation?]
[Or do you need a properly estimated/exact price, incl VAT (which will take longer to supply)?]
[What is the total premium budget including VAT?] [What must the budget cover?]
[Or is it variable budget? (dependent on response)] [What quantity do you need?]
[Is there a maximum unit price?] [Should air freight costs be included?]
[Is there flexibility in the unit price allowance? (Brand's demand quality - and quality costs money)]
[What is the quantity required for the budget and the expected unit price (including VAT)?]
[What is the re-order unit price for X units?] [Does this include delivery and VAT?]
[What are our payment terms?]

Price

To be completed by the premium supplier

[What is the unit price for a specified quantity, include VAT?]
[What does this cover? Delivery? Samples? Packaging? Set-up charges? Proofs? Import duties?]
[What about 'overs', VAT, tooling costs, artwork, air or sea freight, split delivery, or storage?]
[How long will the quoted price be held for?] [Will a deposit or pro forma payment be required?]
[Will the price move with the exchange rate, or is it fixed?] [What are our payment terms?]
[What is the time allowance for reordering?] [Is there a minimum re-order quantity?]
[Are there any potential issues with timing, such as Chinese New Year, that we should be aware of?]

Testing/Quality control/insurance

To be completed by the premium supplier

[What statutory/safety/quality control/testing procedure will be carried out? When?]
[What insurance policies do the company have that are relevant to this brief?]
[What quality control system is in place to monitor production/delivery?]
[Please supply your terms of business, for agreement.]

For more help call the BPMA 020 7689 5555

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How to Source Promotional Goods (By the BPMA)

Premium sourcing and buying Brief

Introduction to the brief

To be completed by the brief writer

Premium description

To be completed by the brief writer

Premium description

To be completed by the premium supplier

Samples

To be completed by the brief writer

Timing

To be completed by the brief writer

Timing

To be completed by the premium supplier

Price

To be completed by the brief writer

Price

To be completed by the premium supplier

Testing/Quality control/insurance

To be completed by the premium supplier

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