Vendor Relations Policy

As part of our collaborative process, we support clients in managing vendor opportunities such as advertising and sponsorships. The following policies define responsibilities related to vendor communications, approvals, invoicing, and fulfillment.

  1. ADVERTISING & SPONSORSHIP SALES
    When contracted specifically for Advertising and Sponsorship sales, Web and Writer is responsible for promoting and facilitating advertising and sponsorship opportunities on behalf of the client. However:
  • Pricing must be set or approved by the client (typically the General Manager).
  • All advertising and sponsorship deals require the client’s approval prior to vendor invoicing.

2. VENDOR INVOICING
Invoice Responsibility: We do not invoice vendors on behalf of clients. Clients are responsible for issuing invoices directly to vendors and collecting payment.

  • Payment Method: Vendors may accept checks as payment but must use an online invoicing system (such as Stripe, Square, or similar) that allows the vendor to push a button and pay online.
  • Prohibited Payment Methods: The client agrees not to send paper invoices or forms requesting that vendors mail in their credit/debit card or banking information.
  • Invoice Assignment Timeline: It is recommended that vendors be invoiced within 7 days of the invoice assignment, which will be posted on the Monday.com board labeled “Invoices.”
  1. FULFILLMENT OF VENDOR AGREEMENTS
    Once a vendor agreement is approved:
  • The client agrees to fulfill all obligations associated with the agreement.
  • If the client becomes aware they cannot fulfill part or all of the agreement, they must:
    • Notify Web and Writer immediately.
    • Refund the vendor without delay.
  1. FLYERS AND OTHER PROMOTIONAL DELIVERABLES
  • Information Submission Deadline: All flyer and promotional deliverables must be submitted at least 40 days prior to the event date.
  • Required Event Information: It is the client’s responsibility to provide the following details for event flyers:
    • Event Title
    • Event Date and Time
    • Event Location
    • Ticket Price (even if the event is free)
    • Entertainment or Activities
    • Additional Details (e.g., BYOB, raffle, or special event features)
  • Excess Information: If content cannot be included on the flyer without affecting its design, clarity, or visual balance, it will be relocated to the appropriate section or page of the client’s website. Additionally, sufficient space must remain on the flyer to accommodate the vendor(s)’ logos.
  1. VENDOR CONDUCT & RELATIONS
    Clients are expected to treat all vendors with respect, hospitality, and professionalism.
    Vendors should feel welcomed and valued as part of the community experience. If issues arise, clients should communicate concerns promptly so we can assist as appropriate.

  2. EXCLUSIVE AUTHORITY FOR ADVERTISING AND SPONSORSHIP AGREEMENTS
    To maintain consistency and maximize value for the resort:
  • No staff, resident, or volunteer is permitted to enter into or make any advertising or sponsorship agreements with vendors outside of those facilitated by the contracted Marketing and Vendor Relations Manager.
  • All advertising and sponsorship agreements must be processed through the Marketing and Vendor Relations Manager to ensure that all revenue generated benefits the resort directly.

The Marketing and Vendor Relations Manager will deliver a drafted Vendor Policy, which the General Manager agrees to review, edit, and enforce with all staff, residents, and vendors.

The General Manager also agrees to:

  • Establish or approve the pricing structure, and
  • Ensure that agreements between staff and vendors are upheld and consistently enforced.
  1. VENDOR POLICY ENFORCEMENT
    The client agrees to either create/submit an existing vendor policy or review and adopt a vendor policy provided by Web and Writer. This vendor policy must:
  • Prohibit the client’s staff, volunteers, or other vendors from negotiating or approving advertising and sponsorship agreements on behalf of the client.
  1. RIGHT TO SUSPEND OR TERMINATE SERVICES
    In the event that the client fails to meet their obligations in relation to any vendor agreement, including but not limited to failure to fulfill the terms of the agreement, notify Web and Writer of an issue, or provide required refunds to a vendor, Web and Writer reserves the right to suspend or terminate services without prior notice. The client agrees that in such circumstances, no refunds or prorated billing will be issued from Web and Writer, and the client will be responsible for all outstanding payments due to Web and Writer. This clause also applies if the client fails to uphold the vendor relations policies outlined above.

  2. SALES SCOPE AND CONTRACTUAL TIMEFRAME
    Web and Writer will only sell advertising and sponsorship opportunities for events and promotions that take place within the active term of the client’s agreement. This ensures that all vendor communications, promotional timelines, and contractual obligations align with the duration of the services rendered, and that the client remains obligated to uphold the Vendor Relations Policies that protect the professional relationship and ensure fulfillment of responsibilities to vendors.

Exception: This limitation does not apply to Auxiliary Sales—such as building sponsorships, naming rights, or other long-term visibility packages—which may extend beyond the standard contract period. However, these opportunities are only pursued under the following conditions:

  • The client has a multi-year agreement (minimum 2 years) with Web and Writer, or
  • A vendor has expressed significant, proactive interest in a long-term sponsorship opportunity and Web and Writer is within 20% of its commission threshold for the season

All auxiliary sales must be pre-approved by the client and supported by a formal sponsorship agreement.

  1. MULTI-YEAR ADVERTISING SALES
    Web and Writer does not engage in the sale of multi-year digital or printed advertising placements unless the advertisement is part of a broader Auxiliary Sales Agreement. All advertising sales, whether digital or printed, are limited to the contract period unless a separate, long-term sponsorship agreement is executed. Auxiliary agreements may include multi-year visibility opportunities such as building sponsorships or other long-term promotional deals, and must be pre-approved by the client and supported by a signed, formal contract.

  2. LEAD TIME FOR SALES OPPORTUNITIES
    To ensure the success and professionalism of all advertising and sponsorship sales efforts, the client agrees to provide Web and Writer with a minimum lead time of 60 days prior to any event or initiative for which vendor funding, advertising, or sponsorships are requested. This advance notice allows time for strategic outreach, vendor communications, sales follow-up, and 30 days of advertising for the vendor when required.

Requests submitted with less than 60 days’ notice are not guaranteed to be fulfilled, and Web and Writer reserves the right to decline such requests if adequate lead time is not provided.

  1. LEAD OWNERSHIP
    All leads generated or introduced by Web and Writer, whether through direct outreach, marketing efforts, or other means, are considered the exclusive property of Web and Writer. The client acknowledges that any leads provided by the client to Web and Writer for the purpose of vendor sales, advertising, or sponsorship opportunities will also become the property of Web and Writer upon receipt. These leads may be used by Web and Writer for future sales opportunities, follow-ups, and other related business purposes.

The client agrees not to engage, contact, or make any direct sales efforts with leads that were originally introduced or generated by Web and Writer, outside of the scope of the parties’ written agreement, without prior written consent from Web and Writer. Any sales or engagement with these leads will be governed by a separate contractual agreement between the parties, should one be established.

  1. CONFIDENTIALITY AND INTELLECTUAL PROPERTY
    Both parties agree to maintain the confidentiality of all vendor-related information, including pricing, contact information, and any proprietary data, unless required by law. Neither party shall disclose such information to third parties without prior written consent. Additionally, all sales packages, strategies, and other intellectual property created or provided by Web and Writer, including but not limited to marketing materials, advertising strategies, and vendor engagement methods, are the sole property of Web and Writer. It is a breach of this policy to use, replicate, or distribute such intellectual property without a signed contract or service subscription in place with Web and Writer.

  2. LIABILITY AND INDEMNIFICATION
    The client agrees to indemnify and hold Web and Writer harmless from any claims, damages, or liabilities arising from the vendor agreements, including but not limited to intellectual property disputes, breach of contract, and any other legal or financial issues stemming from the vendor’s actions.

  3. FORCE MAJEURE
    Web and Writer shall not be held liable for any delay or failure to perform its obligations under this policy if such delay or failure is due to circumstances beyond reasonable control, including but not limited to acts of God, natural disasters, power outages, internet disruptions, labor disputes, governmental actions, public health emergencies, or other unforeseen events. In the event of such a delay, Web and Writer will make reasonable efforts to resume services as soon as safely and practically possible.

  4. RELATIONSHIP TO OTHER AGREEMENTS AND POLICIES
    This policy, including all incorporated policies and procedures, is intended to supplement and support any separate written contracts entered into between the Client and Web and Writer (or Digital Real Estate Plus LLC). In the event of a conflict between this policy and any specific written contract signed by both parties, the terms of the signed contract shall take precedence. However, all non-conflicting provisions of this policy shall remain in full force and effect.

The client acknowledges and agrees that, in addition to the terms set forth in this Vendor Relations Policy, they are also bound by the terms and conditions outlined in the Universal Client Services Policy. The client agrees to review and adhere to all provisions within the Universal Client Services Policy as part of this policy. In the event of a conflict between the terms of the Vendor Relations Policy and the Universal Client Services Policy, the terms that best reflect the intended business relationship, as determined by Web and Writer, shall govern.

DEFINITIONS
To ensure clarity throughout this policy, the following definitions apply:

a. Advertising Sales
Includes the promotion and sale of ad placements in:

  • Printed or digital Resident Directories
  • Printed or digital Newsletters
  • Website advertisements

These are generally static or scheduled placements that are not tied to specific events.

b. Sponsorship Sales
Refers to the sale of event-based sponsorship opportunities. These may include recognition at specific events, branded signage, stage mentions, program listings, and other forms of event-related visibility.

c. Auxiliary Sales
Covers long-term or multi-year sponsorship agreements that are not tied to specific events or ad placements. Examples include:

  • Building or room sponsorships
  • Naming rights
  • Year-round facility signage
  • Custom or legacy packages that extend beyond the duration of a standard marketing contract

Last Revised: March 15, 2025