Policies

Artwork

Perhaps the most difficult part of a printer’s job is getting the “right” artwork, in the “right” format, at the “right” time (to avoid delays). Consequently, artwork gets a good deal of attention as we describe our production policies and share what we feel are the best practices and our requirements related to your art.

Submission of Electronic Artwork

It is important to make all final corrections before you send your files to us to avoid delays and excess fees. As a general rule, Circle requires “print-ready” artwork created using one of our approved templates submitted via an art upload link supplied by Circle. Electronic files and software documents related to the project should be uploaded to Circle via the Internet. If the Customer must send hardcopy materials or disposable disks to Circle, these must not be the Customer’s or advertiser’s originals. Circle is not required or obligated to return such objects and, generally, does not keep these materials in storage following production.

Colors Not Specified

When colors are not specified on either the hard copy or the electronic file, color settings from the original electronic artwork will be reproduced and are reflected in the proof and final production.

PMS vs CMYK (4-Color Process) Equivalents

PMS colors are a valuable reference and should be included whenever possible to help Circle understand which shade of color the Customer wishes to produce. Please understand that PMS colors (i.e., solid or “spot” colors) are printed with a single, Pantone solid color ink. Process colors are printed using Cyan, Magenta, Yellow, and Black inks, on a four color process printing press or digital press. While Circle does not match PMS colors 100% (nor can any digital printer make this claim), we will create the CMYK equivalent that is reasonably closest. Unfortunately, not all PMS colors can be matched 100% in four-color process. Circle recommends obtaining a Pantone Solid to Process color guide which will show the PMS callout and CMYK equivalent side by side to compare the difference. The Customer can be educated further by going to this website: http://www.colorguides.net/faq.html.

Purpose of a Proof

The Circle-supplied proof is a miniature representation of the Customer’s final large-format output. The Customer should use the online proof (also called a soft proof) for object placement and spelling correctness, and to make certain that all elements of the design have been included. Please note that our online proofs are low resolution and not the actual high resolution print file. The hardcopy proof can be used for color representation as well as object placement, spelling correctness, and to make certain that all elements of the design have been included. If the Customer has any questions or concerns with the proof, please DO NOT sign the proof approval, and instead contact your Account Manager immediately to discuss.

The most important thing to note about the proof is that when a Customer approves a proof, it means that the job is going into production. Approval of the proof is the Customer’s statement that says “Print this job. I take complete responsibility that this is the exact design I want printed.”

Customer Proofing Options

NO PROOF REQUIRED: The Customer has sent in print ready art and doesn’t want to see a proof before printing begins. While the “No Proof” option allows a job to move rapidly into production, the Customer loses the ability to check over the art one last time to ensure that there are no mistakes on the art before printing begins. Circle discourages this proof method for original vinyl flex orders or large orders of any type given the larger production costs involved. Finally, this proof method is common for previously printed jobs that are being re-ordered.

ONLINE PROOF: Circle generates a proof that will be emailed to the individual who can authorize approval. Online proofs allow the Customer to see the art before we begin printing in order to confirm the correct design has been matched with the order. Online proofs are not color accurate as most monitors are not 100% color calibrated. There is no charge for an online proof.

Jobs Which Require a Customer Proof

Circle requires that the Customer sees a proof on certain large orders as determined by overall cost. The simple theory here is that having a customer review a proof before printing gives both Circle and the Customer the best chance to avoid a printing error. Jobs with a greater cost should benefit from this extra opportunity to catch problems before the job is produced. Circle may also require a proof when we have been requested by the Customer to make a change to the artwork (even if the Customer originally requested a NO PROOF option).

Color/Proofing

The Customer should proofread all layouts, carefully checking copy position, type, numbers, and names. Circle will output the Customer’s color printing as accurately as possible from the digitally created files/layouts, but may not match density and color fully due to inherent limitations in the digital printing process. We like to keep our customers happy, and we will always be willing to pursue mutually agreeable solutions to reasonable concerns over color issues related to our production.

Design Elements On The Proof

All of the design elements on the proof will be present on the final output including the registration marks.

Approving a Proof

Circle offers two options for approving a proof: online or faxed approval. As a rule, Circle will not print a proof-required job without the Customer’s online or faxed approval. Your Account Manager may accept a verbal approval, but we discourage this as a regular practice.

What Your Proof Approval Means

A proof approval (emailed, written, or verbal) obligates an individual to accept and pay for the printed order, provided that order matches the approved proof within an acceptable range (as described below). It is the customer’s responsibility to determine whether the Circle proof is a valid representation of the desired output. From point of proof approval we will match the approved proof, not the Customer’s original artwork. If we have not matched the original artwork, the Customer should request a reproof from us until we do so.

Reproofs

Circle reserves the right to charge for hardcopy proof overnight charges when the customer makes material changes to the original artwork. Reproofs for online proofs are not charged. Naturally, Circle encourages the Customer to request proofs/reproofs until everything is right (the purpose of the proofing process). Please know that our standard operating procedure provides for a senior-level Circle prepress associate (either the Director or Assistant Director of Prepress) to get involved in any hardcopy proof that the Customer rejects for color purposes. ALL hardcopy reproofs (and original proofs) currently ship via UPS overnight air service.

Production & Shipping

Sending Orders

Orders should be sent in via our online ordering system called “My Circle” which can be accessed by going to www.CircleGraphicsOnline.com. Once the “Finish Order” button has been clicked, the order will be in Circle’s system and an automatic order confirmation will be sent to the Customer’s email address within minutes. The other option is to send orders via fax; however, please note that if the order comes in via fax it will slow the ordering process down due to the manual order entry requirements of a fax. Circle recommends the use of “My Circle” as opposed to faxing as it gives the Customer more control over the order and helps to speed the process along.

Production Timeline

Circle and the Customer will agree to a timeline for production either implicitly via our standard turnaround or by special arrangement via proposal. In the event that the Customer fails to meet agreed deadlines for submission of materials or granting approvals, or the scope or complexity of services change, Circle will not be held responsible for any missed deadlines, and reserves the right to adjust the schedule accordingly. In the unlikely event that Circle runs late on production, Circle will upgrade shipping to either 2 day air or next day air at our cost.

Circle’s Standard Turnaround

Bulletin Flex Standard Turnaround: All Bulletin Flex products will generally ship within four (4) business days of receipt of art, order, and approval unless specified by the Customer that the order is not needed that soon.

Poster Standard Turnaround: All Poster products including Poster Paper, Eco-Poster and Lamar Poster Flex will generally ship within three (3) business days of receipt of art, order, and approval unless specified by the Customer that the order is not needed that soon.

Important Notes Related to Turnaround Times:

  • Extremely large orders (either in sq. ft. size or quantity) may take a few days longer which will be discussed in advance (at the time of the order).
  • Occasionally Circle will need to extend our turnarounds by 1 or 2 days in the event we oversell our manufacturing capacity on a given day. With the largest digital production capacity of any printer in the country, these situations are very rare.
  • Naturally, if there is a hold-up in receiving artwork or changes to artwork or receiving approval on a proof, originally targeted ship dates will need to be extended.

Shipment of Your Product

Circle ships via our shipping partner, UPS. We offer Ground, 2DA and NDA service. As our automated systems are highly integrated with and into UPS’s shipping systems, we strongly discourage 3rd party account shipments via other carriers. Our standard shipment method for your color production proofs is UPS next day air service. Your order will be shipped, freight pre-paid, to the location and by the shipping method (Ground, 2DA or NDA) specified by you in your purchase order. Delivery is deemed complete upon delivery to the carrier. Circle is not responsible for delays in delivery occurring after we have delivered the order to the carrier.

Reorders

Circle automatically archives the print files created from the Customer’s original in the event the Customer requests a “straight” reprint (versus a reprint with edits) of that job. Circle will archive these files for up to 4 years. Please reference previous order numbers when requesting reprints. Please note that we do not keep original client files on hand (only the flattened print files). We want to re-state the importance of the Customer’s keeping a copy of the art before sending it to us in case revisions are needed at a later date.Circle automatically archives the print files created from the Customer’s original in the event the Customer requests a “straight” reprint (versus a reprint with edits) of that job. Circle will archive these files for up to 4 years. Please reference previous order numbers when requesting reprints. Please note that we do not keep original client files on hand (only the flattened print files). We want to re-state the importance of the Customer’s keeping a copy of the art before sending it to us in case revisions are needed at a later date.Circle automatically archives the print files created from the Customer’s original in the event the Customer requests a “straight” reprint (versus a reprint with edits) of that job. Circle will archive these files for up to 4 years. Please reference previous order numbers when requesting reprints. Please note that we do not keep original client files on hand (only the flattened print files). We want to re-state the importance of the Customer’s keeping a copy of the art before sending it to us in case revisions are needed at a later date.

Rush Orders

Circle is here to meet and service your needs. As such, we can and will accommodate “rush orders” at no extra production charge when our print capacity allows. Naturally, we would expect a rush request for production would be accompanied by a request for expedited shipping at the Customer’s cost. Please contact your Account Manager to arrange for a rush shipment.

Overweight Packages

Shipping companies do not generally guarantee the standard second day or next day delivery date when the package is over-sized products or products with unit weights of over 150 lbs. For this reason, an extra day or two may be needed in transit. Any additional freight charges for over-sized or overweight packages will be the responsibility of the Customer.

Title and Risk of Loss

Title to the production passes to the Customer upon delivery to the carrier at the point of shipment. The Customer bears the risk of loss from and after the passage of title.

Warranty and Limit of Liability

EXCEPT AS EXPRESSLY PROVIDED IN THE PRECEDING SENTENCE, NO REPRESENTATION OR WARRANTY, EXPRESS OR IMPLIED, IS MADE WITH RESPECT TO ANY PRODUCTION BY CIRCLE, AND CIRCLE HEREBY EXPRESSLY DISCLAIMS ANY AND ALL SUCH OTHER REPRESENTATIONS OR WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION (I) ANY REPRESENTATION OR WARRANTY AS TO MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, OR (II) ANY REPRESENTATION OR WARRANTY ARISING FROM COURSE OF DEALING OR USAGE OF TRADE.

CIRCLE’S LIABILITY IN CONNECTION WITH THE CUSTOMER’S ORDER SHALL IN ALL EVENTS BE LIMITED TO ACTUAL PAYMENTS MADE BY THE CUSTOMER FOR PRODUCTION, AND IN NO EVENT SHALL CIRCLE HAVE ANY LIABILITY FOR INCIDENTAL OR CONSEQUENTIAL DAMAGES OF ANY KIND, WHETHER THE CUSTOMER’S CLAIM IS BASED ON THE PURCHASE ORDER, THESE TERMS AND CONDITIONS, CONTRACT, TORT, WARRANTY, STRICT OR PRODUCT LIABILITY, OR OTHERWISE. THE CUSTOMER EXPRESSLY AGREES THAT ITS REMEDIES SET FORTH IN THIS PARAGRAPH ARE THE SOLE AND EXCLUSIVE REMEDIES FOR ANY CLAIM THAT THE CUSTOMER MAY HAVE ARISING UNDER THE PURCHASE ORDER, THESE TERMS AND CONDITIONS, OR OTHERWISE.

Additional Production Details

Please note there is specific production-related information (which we strongly encourage you to review) listed under each product we produce under the OUR PRODUCTS section on www.CircleGraphicsOnline.com.

Pricing & Payment

Bulletin Flex Pricing

Pricing is based on a square footage charge calculated on the live area (or image area) of design.

Extension Pricing:

Extensions are the odd-sized parts of a design that extend beyond the billboard’s core dimensions (e.g., a 14×48). Extensions are usually printed on vinyl flex and are priced by adding the total square feet of the extension(s) to the square feet of the order. The extension square feet is calculated by multiplying the tallest height by the longest width (we only print squares and rectangles). Please note that we always add in an extra 3″ all the way around for easier hanging options for our Customer’s Operations department. This extra material will be included in the square footage when pricing out the extension.

Quantity Pricing

Certain of our products (e.g., 30-sheet posters, 8-sheet posters, transit products, and others) are priced per the quantity of the same design ordered. The unit price decreases the higher the quantity ordered of the same design. Circle does not offer price discounts for increases in quantities for vinyl jobs. Please check your individual rate plans for specific pricing (available on your My Circle link).

Minimums

Circle does have minimum order size and costs for certain of our products. Please see your individual rate plans (available on your My Circle link) for applicable rates.

Prepress & Proof Charges

Circle requires “print ready” art sent to us in one of our prescribed methods (preferably via the Internet). In special instances, Prepress will make adjustments to art per the Customer’s request. The Prepress fee for file manipulation is $40 an hour. Hardcopy proofs which are generally inkjet proofs contained within an 8.5×11 inch page cost $10 apiece which covers the overnight shipping charge. Large proofs printed using our production substrates and inks generally cost $25 which covers our extra labor and overnight shipping charges. Circle reserves the right in all cases to re-quote for production orders where we do not receive “print ready” artwork.

Payment Terms

All prices are FOB Circle’s production facility. Shipping costs will be invoiced to the Customer in addition to the purchase price for the production. Circle will not insure the shipment unless directed to do so by the Customer, and insurance charges must be paid by the Customer. Final fees and expenses will be shown when the invoice is rendered after the Client’s job has shipped. Payment is due within 30 days from receipt of invoice. Circle reserves the right to charge a 1.5% monthly service charge on all overdue balances. Any questions regarding the invoice should be asked upon receipt with questions directed to the Circle accounting department at (303) 532-2370. If any billing questions or possible errors are not reported to us within ten (10) days, the invoice is payable as written.

New customers are generally required to pay for production up front by either check or credit card. Additionally, Circle reserves the right to require 50% payment for large orders even for existing customers that may previously be on standard terms.

Accounts with balances due past 60 days or accounts which exceed their approved credit limit will automatically be placed on “Accounting Hold”. The customer will be prevented from placing additional orders and should follow up with their Account Manager immediately to resolve the situation. Our standard practice is to notify a customer when they have been placed on “Accounting Hold”. However, due to the automatic nature of this process, it is possible for a customer placing a web order to notice this account status prior to being contacted by an Account Manager.

Method of Payment

All payments made to Circle shall be rendered by Customer check, credit card or electronic funds transfer.

Default In Payment

The customer shall assume responsibility for all expenses related to collection on their account including legal fees, out of pocket expenses, and time loss associated with the collection of a default in payment.

Sales Tax

All Colorado orders are subject to Colorado sales tax unless Colorado State Tax Commission Exemption Certificate is on file with Circle by mail or fax at (303) 532-2384 prior to processing your order. Circle is required by law to collect sales taxes in certain other jurisdictions as well, unless the Customer has provided to Circle prior to processing the order appropriate evidence of exemption from sales taxes in such jurisdictions.

Customer Obligations

  • The Customer shall appoint a sole Representative with full authority to provide or obtain any necessary
    information and approvals that may be required by Circle.
  • The Customer shall provide accurate and complete information and materials to Circle.
  • The Customer is responsible for proofreading and checking artwork carefully for accuracy in all respects.
    Circle is not responsible for errors or omissions.
  • Your signature or that of your authorized representative (either online or via fax-back approval form) is
    required on all jobs that require a proof prior to release for printing or other implementation. Whoever
    approves a proof is presumed by Circle to have authority to do so.
  • If you grant Circle the authority to approve your proof, Circle is not responsible for errors or omissions.
  • All copy provided by the Customer shall be in a form suitable for digital printing. All photographs,
    illustrations, or other visual materials provided by the customer shall be of professional quality and in a form
    suitable for reproduction without further preparation or alteration. The Customer will pay any fees or
    expenses arising from its provision of materials that do not meet such standards.
  • The Customer warrants that their supplied artwork (i.e. logos, images, copy, etc.) will not violate any law or
    regulations or infringe upon or violate the copyright, trademark, or other proprietary right(s) or confidential
    information of any third party, or violate any right of privacy. If these representations shall be untrue or this
    warranty is breached, customer agrees to hold harmless Circle, as well as any of its affiliates, officers,
    directors, employees and agents, from any and all liability, damages, losses, claims, actions, judgments, and
    costs, including attorney’s fees, arising as a result thereof.
  • The Customer shall inform Circle in writing if any portion of the project, or materials or information provided by the Customer is confidential.
  • Circle will take reasonable precautions to safeguard original or other materials provided by the Customer,
    provided that Circle is not liable for any damage to or loss of any material provided by the Customer except in
    the case of willful neglect or gross negligence by Circle. Please note that Circle will not return any
    customer-supplied artwork or proofs unless specifically directed to do so in writing prior to processing the
    order.