Fancy a quick chat about Flex?

Pop your details in below and we’ll give you a bell. No hard sell - just a friendly conversation to see if Ayup Flex is a good fit for your business.

Name
If we can't get in touch with you for whatever reason, we'll drop you an email.

Graphic Design, Print, and Offline Marketing Terms and Conditions

1. Introduction

1.1 These Graphic Design, Print and Offline Marketing Terms and Conditions (“Design Terms“) supplement our General Website Terms and Conditions and govern graphic design, print production, and offline marketing services provided by Ayup Creative Ltd (“we“, “us“, “our” or “the Company“) to business customers (“you” or “Client“).

1.2 These Design Terms should be read alongside our General Website Terms and Conditions. In case of conflict, these Design Terms shall prevail for graphic design and print services.

1.3 Our design and print services are provided exclusively to businesses and not to consumers. By engaging our services, you confirm you are acting in the course of a business.

2. Definitions

In addition to definitions in our General Terms, the following apply:

  • “Design Brief” means the written specification outlining design requirements, objectives, and parameters
  • “Artwork” means the final design files prepared for production or use
  • “Proof” means a preview version of the design for client review and approval
  • “Print Run” means the quantity of printed materials ordered
  • “Production Files” means the final files prepared for printing or production
  • “Print Specifications” means the technical requirements for materials, sizes, finishes, and quantities
  • “Offline Marketing Materials” means non-digital promotional materials including brochures, business cards, signage, etc.

3. Scope of Services

3.1 We provide graphic design and print services as specified in the Design Brief, which may include:

3.2 Graphic Design Services:

  • Logo and brand identity design
  • Business cards, letterheads, and stationery design
  • Brochure and marketing collateral design
  • Packaging and label design
  • Signage and display design
  • Exhibition and trade show materials
  • Print advertisement design
  • Direct mail campaign design

3.3 Print Production Services:

  • Print specification consultation
  • Print vendor sourcing and liaison
  • Print project management
  • Quality control and proofing
  • Delivery coordination

3.4 Offline Marketing Services:

  • Direct mail campaign planning and execution
  • Trade show and exhibition support
  • Promotional merchandise sourcing
  • Outdoor advertising coordination

4. Design Process

4.1 Briefing Stage: We will review your Design Brief and may conduct consultation sessions to clarify requirements.

4.2 Concept Development: We will create initial design concepts based on the brief and present these for your review.

4.3 Revision Stage: We will incorporate your feedback and create revised designs as specified in our proposal.

4.4 Finalisation: Once approved, we will prepare final Production Files suitable for the intended use.

4.5 Delivery: We will deliver final files in agreed formats and manage print production if included in our services.

5. Client Responsibilities

5.1 You shall provide:

  • Clear and comprehensive Design Brief including objectives, target audience, and preferences
  • All necessary content, text, images, and brand materials
  • Accurate specifications for size, quantity, materials, and deadlines
  • Timely feedback and approvals at each stage

5.2 You are responsible for:

  • Ensuring all content provided is accurate, spell-checked, and ready for use
  • Obtaining rights and permissions for any images, fonts, or materials you provide
  • Final proofreading and approval of all text and content
  • Approval of print specifications before production commences

5.3 Content Approval: You must carefully review and approve all proofs before giving final approval for production.

6. Design Revisions and Changes

6.1 Our proposals specify the number of initial concepts and rounds of revisions included in the project fee.

6.2 Included Revisions: Minor modifications, colour adjustments, and text changes within the agreed number of rounds.

6.3 Additional Revisions: Changes beyond the agreed scope may incur additional charges at our standard hourly rate.

6.4 Major Changes: Significant alterations to approved concepts may be treated as new projects and quoted separately.

6.5 All revision requests must be provided in writing (including email) with clear, specific instructions.

7. Proofing and Approval

7.1 We will provide digital proofs for your review and approval before final production.

7.2 Proof Approval: You must provide written approval (including email) before we proceed to production.

7.3 Client Responsibility: You are responsible for thoroughly checking proofs for:

  • Spelling and grammar accuracy
  • Contact information correctness
  • Image quality and positioning
  • Colour accuracy (within digital proof limitations)
  • Overall layout and design elements

7.4 Production Errors: We are not liable for errors that were present in approved proofs.

7.5 For critical print runs, we may recommend hard copy proofs at additional cost.

8. Print Production and Specifications

8.1 We will work with reputable print suppliers to ensure quality production.

8.2 Print Specifications: You must provide accurate specifications including:

  • Paper types and weights
  • Finishing requirements (lamination, binding, etc.)
  • Quantities and delivery requirements
  • Any special printing processes

8.3 Print Costs: Print production costs are separate from design fees unless specified otherwise.

8.4 Quality Variations: Standard commercial printing tolerances apply – minor variations in colour, cutting, and finishing are normal.

8.5 Delivery: Print delivery times are estimates and may vary based on supplier schedules and job complexity.

9. Payment Terms

9.1 Payment schedules and amounts are detailed in proposal documents and quotes.

9.2 All prices exclude VAT, which will be added at the prevailing rate.

9.3 Payment due within 14 days of invoice date. Late payments may incur interest charges.

10. Intellectual Property and Usage Rights

10.1 Design Ownership: Upon full payment:

  • You receive rights to use designs for their intended purpose
  • We retain ownership of original design concepts and working files
  • You may not resell or redistribute design elements independently

10.2 Source Files: Original working files (Adobe Creative Suite files, etc.) remain our property unless specifically purchased.

10.3 Portfolio Usage: We retain the right to use completed work in our portfolio and marketing materials unless specifically requested otherwise.

10.4 Third-Party Elements: Stock images, fonts, and other licensed elements remain subject to their original licence terms.

11. Colour Accuracy and Print Quality

11.1 Colour Matching: While we strive for colour accuracy, exact colour matching cannot be guaranteed due to:

  • Differences between screen displays and print output
  • Variations in printing processes and materials
  • Standard commercial printing tolerances

11.2 Colour Proofing: For colour-critical work, we recommend hard copy colour proofs at additional cost.

11.3 Print Quality: Commercial print quality standards apply – minor variations are normal and acceptable.

11.4 Reprints: We are not liable for reprinting costs due to normal commercial variations in colour or finish.

12. Delivery and Timescales

12.1 Project timelines are estimates based on prompt client feedback and approval.

12.2 Factors Affecting Timelines:

  • Client feedback and approval delays
  • Changes to project scope or specifications
  • Print supplier lead times
  • Peak season demand

12.3 We will endeavour to meet agreed deadlines but cannot guarantee specific delivery dates.

12.4 Rush jobs may be accommodated at additional cost, subject to availability.

13. Print Errors and Reprints

13.1 Our Responsibility: We will arrange reprints at no cost if errors result from:

  • Our design mistakes not present in approved proofs
  • Print supplier errors in production
  • Failure to meet agreed specifications

13.2 Client Responsibility: Reprint costs are your responsibility if errors result from:

  • Approved content containing mistakes
  • Changes requested after production has commenced
  • Specifications provided incorrectly by you

13.3 Defective Products: Print suppliers typically replace defective materials, but we cannot guarantee specific timeframes.

14. Large Format and Specialist Printing

14.1 For signage, banners, and specialist printing:

  • Additional consultation may be required for optimal results
  • Site surveys may be necessary for installation projects
  • Weather and environmental factors may affect outdoor materials
  • Installation and permits are typically excluded unless specified

14.2 Specialist Materials: Performance and durability of specialist materials depend on environmental conditions and usage.

15. Promotional Merchandise

15.1 For branded merchandise and promotional items:

  • Samples may be provided for approval at additional cost
  • Minimum order quantities often apply
  • Longer lead times are typical for customised items
  • Import duties and shipping costs may apply for overseas suppliers

15.2 Quality Variations: Minor variations in colour, sizing, and positioning are normal for promotional products.

16. Project Cancellation

16.1 Projects may be cancelled at any time with written notice.

16.2 Cancellation Charges:

  • Design work completed to cancellation date
  • Any print production costs already committed
  • Restocking fees for cancelled print orders (typically 25-50% of order value)

16.3 No refunds for design work already delivered and approved.

17. Storage and File Retention

17.1 We will retain project files for 12 months after project completion.

17.2 After 12 months, files may be archived or deleted without notice.

17.3 File storage beyond 12 months may be available at additional cost.

17.4 We recommend you maintain backups of all final deliverables.

18. Environmental and Sustainability

18.1 We can advise on environmentally responsible printing options where available.

18.2 Recycled papers and eco-friendly inks may be specified but could affect final appearance.

18.3 Additional costs may apply for certified sustainable materials.

19. Liability and Warranties

19.1 Our total liability for design and print services shall not exceed the total project fee paid.

19.2 We exclude liability for:

  • Indirect, consequential, or business losses
  • Delays in delivery beyond our reasonable control
  • Third-party print supplier issues or defects
  • Normal commercial printing variations

19.3 Print Warranties: Print supplier warranties apply to their work, which we will facilitate on your behalf.

20. Force Majeure

20.1 We are not liable for delays caused by circumstances beyond reasonable control, including supplier issues, transport delays, or pandemic restrictions affecting production facilities.

21. Governing Law

21.1 These Design Terms are governed by English law and subject to the exclusive jurisdiction of the courts of England and Wales.

22. Contact Information

For graphic design and print enquiries, please contact us using the details listed on our Contact page.