These Commercial Terms apply to Medal and Trophy Awards Department agreements that refer to them.

The client-specific agreement, approved Annual Awards Map and approved quotes contain the details unique to each client.

If there is any conflict, the following order applies:
 

• Signed client agreement

• Approved Annual Awards Map or quote

• These Commercial Terms
   

1. Agreement Term

Unless stated differently in the client-specific agreement, the Awards Department arrangement runs for 12 months from the agreed start date.

Any renewal updated Annual Awards Map or next-season arrangement will be agreed separately before a new term begins.
 

 

2. Annual Awards Map

The approved Annual Awards Map is the working plan Medal and Trophy manages from.

It may include:

• award periods and programs

• products and specifications

• estimated quantities

• presentation and delivery dates

• pricing assumptions

• approval requirements

• production and delivery checkpoints

Final quantities, names, artwork, specifications and delivery details are confirmed before each relevant award period.

If products, quantities, specifications, artwork, finishes or delivery requirements change, the final price may also change.

Medal and Trophy will confirm any material pricing change before production begins.
 

 

3. Activation

Activation means Medal and Trophy will:

• set up the approved Annual Awards Map internally

• assign the Personal Awards Coordinator

• confirm the first trigger dates

• load the agreed workflow

• begin managing the upcoming award periods

Activation does not mean every award is immediately ordered or produced.

Awards are ordered and produced according to the approved map, final client approvals, production timing and payment requirements.
 

 

4. What Medal and Trophy Manages

The Awards Department may include:

• Annual Awards Map management

• order trigger management

• artwork and proof coordination

• production coordination

• approval workflow

• delivery checkpoint management

• presentation-readiness checks

• Personal Awards Coordinator support

The exact inclusions are confirmed in the client-specific agreement and approved Annual Awards Map.
 

 

5. Client Responsibilities

The client remains responsible for providing or approving the information required for each award period.

This may include:

• final quantities

• recipient names

• spelling confirmation

• logo files

• artwork approval

• product changes

• delivery or pickup details

• internal approvals

• payment requirements

Production cannot begin until Medal and Trophy has received the required information, approvals, artwork sign-off and payment.

The client confirms it has permission to use any names, logos, branding, artwork or other materials supplied to Medal and Trophy.
 

 

6. Pricing, GST And Payment

All prices are exclusive of GST unless stated otherwise.

The approved value, payment structure, payment amount and first payment date are confirmed in the client-specific agreement.

Payments must remain up to date for Medal and Trophy to continue managing and producing approved awards.

If an award order is due before enough payments have been collected to cover it, Medal and Trophy may invoice the difference or require payment for that award batch before production begins.

If the client has paid more than the value of approved, produced or allocated work, the remaining balance may be credited to future awards or refunded by agreement.

If approved work exceeds the payments collected, Medal and Trophy may invoice the difference before production begins.
 

 

7. Setup And Management Fee

The client-specific agreement will confirm whether the Awards Department setup and management fee is included or charged separately.

Where the setup and management fee is included, this covers the Awards Department management layer only.

Product costs, approved awards, custom items, freight, delivery and work outside the approved Annual Awards Map remain separate unless specifically included.
 

 

8. Extra Orders and Changes

Awards, merchandise, gifts, custom products or extra orders outside the approved Annual Awards Map will be quoted and invoiced separately.

The client must approve extra quoted work before production begins.

Changes to quantities, products, finishes, artwork, specifications or delivery requirements may change the final price.

Rush production, late approvals, late name lists, urgent freight or changes after production has started may incur additional costs.
 

 

9. Custom Product Costs

Some custom products may require:

• artwork or design fees

• mould or die fees

• engraving setup

• product setup costs

• minimum order quantities

• samples or prototypes

• specialist production costs

These costs will be shown before production and only apply where required.
 

 

10. Pickup, Freight and Delivery

Awards may be collected from Medal and Trophy where suitable.

Shipping, freight, courier, postage, handling, express delivery, interstate delivery, split deliveries or special delivery requests are charged separately unless specifically included in the approved map or quote.

Delivery timing depends on:

• final client information

• approval timing

• artwork sign-off

• payment status

• production requirements

• freight-provider performance
   

 

11. Production Approval

Production begins once Medal and Trophy has received all required information, approvals, artwork sign-off and payment requirements for that award batch.

Once work has been approved, ordered, produced, customised, delivered or allocated to production, that work remains payable.

Changes requested after approval or production begins may not be possible and may incur additional costs.
 

 

12. Delivery Commitment

Medal and Trophy will manage agreed deadlines, production steps and delivery checkpoints based on the approved Annual Awards Map.

This commitment depends on the client supplying the required names, quantities, approvals, artwork, payment and delivery instructions by the agreed dates.

Medal and Trophy is not responsible for delays caused by:

• late client information

• late approvals

• late payment

• changed quantities

• changed specifications

• late delivery instructions

• freight-provider delays

• circumstances outside Medal and Trophy’s reasonable control

If information, approvals, payment or requirements are late, delivery timelines may change.
 

 

13. 90-Day Protection

If the client is not happy within the first 90 days, they may cancel the Awards Department management arrangement.

Anything already approved, ordered, produced, customised, delivered or allocated to production remains payable.

Any amount paid that has not been allocated to approved awards, ordered awards, production, completed work or other agreed costs will be refunded or credited.

The 90-Day Protection applies to the Awards Department management arrangement. It does not cancel approved or completed product work.

After the first 90 days, cancellation or changes to the payment structure must be agreed in writing.
 

 

14. Commercial Approval

By signing a client-specific agreement that references these Commercial Terms, the client confirms that:

• the person signing has authority to approve the arrangement

• the Annual Awards Map is accepted as the working plan

• the selected payment structure is approved

• work outside the approved map will be quoted separately

• freight and additional costs may apply where stated

• approved, ordered, produced, customised, delivered or allocated work remains payable

• these Commercial Terms form part of the agreement

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