Order Details, Guidelines & Policies

Above Catalog Quantity Pricing:
Contact factory for a written quote.

Acknowledgements:
Order acknowledgements are sent via fax or email upon receipt of complete order, including production-ready artwork. It is important to review order acknowledgements closely and to contact the factory immediately with any corrections or changes. You can sign up for eSTATus to receive automated email updates every time the status of your order changes – contact your customer service specialist for details.

Authorization and Indemnification of Order:
By placing an order with Senator Promotional Group USA, Inc., your company represents and warrants that it has the authority to order, purchase and distribute merchandise containing the names, trademarks, logos, copyrights, insignias and other marks, drawings and designations identified in your order. Your company shall indemnify, defend and hold harmless Senator Promotional Group USA, Inc. and its affiliates and representatives from and against all claims, liabilities and expenses (including attorneys’ fees) arising out of or related to an actual or alleged infringement or misappropriation of any trademark, copyright or any other proprietary right involved in such merchandise order. This provision will remain legally binding and shall survive delivery of your order.

Bar Coding:
Bar coding is available upon request. $0.35 (G) per label will be charged.

Blank Product:
Orders are restricted to in-stock, finished goods. Absolute order minimum is ½ first column quantity and will be priced at EQP. Returns of blank goods will incur a 20% restocking fee.

Buxton® and Dopp® leather Items:
Due to natural variations of leather, the color, texture and imprint of these finished goods may vary. No returns or credits will be authorized. No exceptions. These items are subject to availability.

Cancellations:
All order cancellations must be submitted in writing. No verbal cancellations will be accepted. All applicable charges incurred for production completed prior to receiving written notice of cancellation will be invoiced. In addition, a $60.00 (G) cancellation charge will apply.

Catalog Illustrations:
Product colors and materials may vary from photography and printed images. When exact material and colors are critical, sample orders are encouraged prior to placing your order. All artwork, logos and imprints shown in this publication are for demonstration purposes only and are not for resale. All trademarks, logos and brand marks used in this catalog belong solely to their respective owners. They are neither intended to imply endorsement by their respective owners nor to imply such products are produced for these brands.

Closeout Items:
Closeout items are available on a first come, first served basis. Current closeout information is available at 
www.senatorgroupusa.com. Submission of incomplete orders, order changes or proofing delays could result in reduced inventory availability for your order.

Color Assortments:
Color assorting is available on orders specifying the same imprint color and method on all pieces. No less than minimum orders.

Co-op Pricing:
Co-op pricing may be available for items featured in printed materials or on company-specific websites; contact the factory for limitations and pricing. All co-ops must be pre-approved and registered by the factory. All co-ops require the use of an assigned co-op number on all resulting orders.

Color Changes (Imprint):
All imprint color changes will incur a new set-up charge. Refer to the Decoration Guide on pages 190-192 for details.

Copy Changes:
All copy changes will incur a new set-up charge of $40.00 (G) for each change.

Credit Guidelines:
Some orders may require prepayment of all or part of the order. Contact the factory for details.

Discontinued Products:
Product featured in past catalogs may be available on a custom or closeout basis. Contact the factory with specific product details for pricing.

Environmental Policy:
Senator Promotional Group USA, Inc. has a written, on-going commitment to meet all legal and social standards to protect the environment, to avoid manufacturing processes or business practices which could present a hazard to an individual or the environment, to protect natural resources when applicable, and to minimize contribution to pollution of the environment. All materials used in the manufacturing process are evaluated on this basis. Packing and shipping materials are selected based on reuse and biodegradability.

Exact Quantity:
Stock orders specifying an exact quantity with No Overs and/or Unders will incur a $30.00 (G) charge. No exceptions.

Insertions:
Senator branded writing instruments can be inserted in any Dart branded product at no charge. Insertion services are available for other items as well. The standard insertion charge is $0.35 (G) for small, single items. For multiple insertions or for larger items, please contact the factory for a quote.

Lead Time - Standard:
7 business days or less from receipt of complete purchase order and production-ready artwork with credit in good standing. Orders requiring paper or product proofs will require additional lead time. Orders are not considered production-ready until all proofs are approved, signed and returned to the factory. Optional/upgraded imprinting may also require additional days. Please refer to the Decoration Guide on pages 190-192 for details. Refer to catalog pages for specific product lead times.

Lead Time - Rush:
Some products are available with 24 Hour or Expedited service. Please refer to icons used throughout the catalog designating the items available for these programs. Details can be found on page 194. Every effort will be made to accommodate rush orders. Specific requests by product and imprint method can be expedited to meet special in-hands dates. Contact the factory directly before placing an order to discuss “quicker than normal” production times. Certain restrictions apply.

Less than Minimum:
Orders for less than catalog minimum quantities are acceptable with a $40.00 (G) charge. No orders for less than ½ first column quantities will be accepted. Less than minimum orders are restricted to standard imprints only. Optional and upgraded imprints are not available.

New Accounts:
New accounts may be required to prepay their first order. Contact the factory to establish open credit terms.

Order Acceptance/Refusal:
All orders are subject to factory acceptance/refusal. Senator Promotional Group USA, Inc. reserves the right to refuse any order at its sole discretion.

Orders Valued at $2500 or More:
All orders of $2500.00 or more will require a preproduction proof. Production will not begin without an approved preproduction proof. Other orders may require a preproduction proof at the factory’s discretion. No exceptions.

Overs/Unders:
Senator Promotional Group USA, Inc. reserves the right to invoice and ship 5% over/under the quantity ordered. Invoices will reflect the actual quantity shipped. Any order requiring No Overs/Unders or specifying Exact Quantity will be invoiced $30.00 (G). No credits will be issued for quantities shipped over/under unless otherwise stated on the original purchase order. Please refer to the “Exact Quantity” policy.

Phone/Verbal Orders:
Orders must be submitted via purchase order in writing via mail, email or fax. Phone/verbal orders will not be accepted. No exceptions.

PMS Color Match:
For color matching, please provide a PMS color reference including coated, uncoated, or matte indicator. PMS Color Matches will be Free of Charge. Please refer to the Decoration Guide on pages 190-192 for standard imprint colors. An exact PMS color match is not guaranteed. An additional white underlay imprint may be required to provide close to a PMS match or to attain vibrant colors on some items. If required, an additional color run charge will be invoiced.

Pricing:
All prices are subject to change without notice. Every attempt to honor published pricing will be made. Pricing is effective 1/1/10-12/31/10. For immediate verification please contact customer service or visit www.senatorgroupusa.com.

Product Safety:
Senator Promotional Group USA, Inc. has a comprehensive product safety program which includes pre-approval of suppliers including initial and on-going, random inspections. New products are subjected to a wide range of tests of raw materials, secondary ingredients, imprint inks, foils, laminates, and components to ensure they are safe for use and are of good design with minimal use of loose components and/or dangerous edges or surfaces. Inventory shipments are tested with state-of-the-art equipment to confirm the absence of heavy metals, as outlined in the US Toxic Substances Control Act (TSCA), Federal Hazardous Substances Act and California Prop 65. Writing instruments have been excluded from the CPSIA.

Proofs:
Virtual proofs and paper proofs are available at no charge for the first proof. All subsequent proofs will be charged $10.00 (G). Product proofs are required for all orders of $2500.00 or more. All proofs require a 24-48 hour lead time.

Prop 65:
All products in this catalog, as well as imprint inks and materials, are tested to determine the presence of dangerous substances as specified by the U.S. Food and Drug Administration and the Consumer Product Safety Commission. Special labeling is available related to the specifics of Proposition 65, also known as the Safe Drinking Water and Toxic Enforcement Act of 1986. If required, please request Prop 65 warning labels when submitting your purchase order.

Repeat Orders:
Repeat orders placed within 18 months of the last order date will not incur new set-up charges* provided the prior purchase order, work order number and invoice number, along with a reference copy of artwork, is provided when imprint is duplicated exactly and to size using the same imprint method as on the original order.
*Orders utilizing Custom Full Color Pen Wraps, ImageColor™, DartDome™ or Colormation® imprint methods will incur a new set-up charge. Applicable run charges will be charged for repeat orders.

Returns:
Please inspect all orders carefully upon receipt. No returns will be accepted after 30 days from the ship date. All returned product must be pre-authorized and shipped with RGA (Return Goods Authorization) clearly indicated on outside of packaging. Product must be returned in good condition. Sample returns are not available. No credits will be issued for returned samples. To obtain an RGA, contact customer service with the purchase order number or the original invoice number. Returns for blank items will incur 
a 20% restocking fee.

Samples:
Random, blank, speculative, virtual and pre-production samples are available with a written order.

Random samples will ship with available colors and imprints. Swatches or blank samples of specified colors may be provided when color requested is not available. Orders requesting a specific color and/or a specific imprint cannot be processed as random sample orders. Orders of $12.50 (G) or less will not be invoiced if a shipping account number is provided.

Blank samples are available for most items shown in this catalog.

Random and blank sample orders placed on standard business days by 3:00 pm CST will be shipped same day. Maximum order quantity for blank or random sample orders is 3. Standard pricing for samples will be EQP less 25% plus shipping (to avoid shipping charges, please provide a shipping account number). Orders of $12.50 (G) or less will not be invoiced if a shipping account number is provided.

Buxton® and Dopp® - All samples of Buxton® and Dopp® items will be charged at EQP. No exceptions. There will be no shipments of these samples at no charge.

Speculative (Spec) samples will be invoiced for item cost, set-up and any optional imprint run charges at EQP less 25% plus shipping (to avoid shipping charges, please provide UPS shipper number). Spec sample lead time will be 5-7 days with production-ready order for standard imprint methods – lead time may increase with upgraded decorating options. Invoiced set-up charges will be waived on resulting orders when the exact art/imprint is used. Not available on Coaster Creations™ or Custom Full Color Pens.

Pre-production samples are required with orders of $2500.00 or more (see information under “Orders Valued at $2500 or More”) and are available with other orders. Samples will be billed with all applicable set-up charges. Production orders will be placed on hold until sample is approved (production days begin after approval). At Senator Promotional Group USA, Inc.’s sole discretion, some orders may require 
pre-production samples.

Set-up Charges:
Set-up charges will be applied to all orders. See specific product pages for item set-up charges. Optional decorating set-up charges can be found on page 190-192.

Shipping:
The standard shipping method for all orders is UPS Ground unless otherwise noted on the purchase order. Please refer to the Shipping & Handling Information found on page 195.

Social Compliance:
Senator Promotional Group USA, Inc. has a written, on-going commitment to the eight fundamentals of the International Labour Organization (ILO www.ilo.org) which is an organization of the United Nations (UN). The eight fundamentals cover 1) Freedom of association in labor movements; 2) And/or political affiliation; 3) Zero tolerance for corporal punishment; 4) Minimum age limits for work force; 5) Equal remuneration regardless of gender, race, religion, union or political affiliation, national or social origin, disability; 6) Commitment to provide a safe and healthy work environment; 7) Working hours ensuring time off and; 8) Compensation that meets legal and industry standards sufficient to meet basic needs of workers and their families.

Special Packaging:
Special packaging options are available. Choose from factory packaging found on page 186-188 or your own packaging. Contact customer service for more information and charges.

Standard Imprints:
All items include a standard imprint. See specific product pages for details.

Terms:
Standard terms are Net 30 with approved credit.

All product specifications including materials, packaging and pricing are subject to change without notice. Not liable for pricing errors. Many accessories and imprints shown throughout our website and catalog are for illustration purposes only. Please read product descriptions closely for standard decorating methods, features and included items.