Company Policies & Procedures

 

1.1.      Co-B Entertainment (Pty) Ltd is a registered Private Company (Reg. No. : 2022/371016/07) that provides Creative Projects Solutions in the Art, Entertainment and Media sector.

 

1.2.      We have three main service areas that form part of our focus to utilizing creative applications and artistic expression, which includes to:

 

            1.2.1.  Assist with creative conundrums, projects needing a creative eye or hand. Manufacturing quality handicraft art items: murals, banners, billboards, backdrops, creative décor items, prop/ production design, craft projects, custom décor pieces, creative assist.

 

            1.2.2.  Provide entertainment at events/ functions, manage or organize events. Manage and produce professional entertainment with singer/ performer, artist management, event management and recommendations.

 

            1.2.3.  Develop brand presence and market SME’s on social platforms. Publishing and distributing print/ electronic media on social media, includes general marketing agreement, graphic/ logo design, social media management, brand development, public relations assist, publishing, photo and video adverts.

 

1.3.      We aim to keep our rates reasonable, provide a professional service with quality materials that precedes expectation. We communicate and negotiate with our clients to make sure the service suits their budget and to remunerate our efforts, covering materials and labour.

 

1.4.      Our suppliers include trusted and professional local businesses who provide quality materials, operating within art, entertainment and media. We do outsource particular works that may require assistance and for us to maintain focus to our creative applications and artistic expression. This also helps with the supply and demand that keeps a sustainable flow of our productivity and ensures we stay on schedule. If we deem a project not in the line of our expertise or are not able to assist we will do a referral or provide recommendations.

 

1.5.      We take no responsibility or liability for late completion of projects or schedule disruptions that we have no control over or not able to manage, but we keep in communication with the client for transparency and find solutions to complete the project in a relative time frame. Uncontrollable conditions include weather conditions, holidays or special days, on site interruptions, late delivery of supplies, supplier stock capacity, illness, accidents or any form of disruption in schedule.

 

1.6.      Our morals are to be friendly, respectful, honest, and professional, use quality materials or provide material use options and remain transparent throughout the production or service process. We rely on open communication for any changes, in scheduling, the project, and the budget or producing our best quality service. We regret we don't normally specialize in doing portraits of people or faces, yet don't feel discourage to ask us as we do refer or outsource projects that require a finer hand or art form. We will agent this process and negotiate pricing with the outsourced service provider.

 

1.7.      We also ensure that our business procedures are clear and understandable to clients with details stipulated on Quotes, Invoices, Receipts and other administrative documents. No hidden fine script. We do offer clients elaboration to anything that requires clarity. All administration are in PDF form and can be sent via Whatsapp or Email:

 

            1.7.1.  Quotes: Our best estimate price to the project that includes materials used and labour with estimated time to completion.

 

            1.7.2.  Invoices: The accepted quote amount with details for payment. Includes deposit amount, balance and payment terms.

 

            1.7.3.  E-Receipts: Evidence of payments received and what might be due with date particulars to payments. Payments may be done Cash-in-hand, for which the client receives a cash receipt or by EFT for which the client will receive the E-receipt via Whatsapp/ Email.

 

1.8.      We offer “Memorandum of Agreement” (MOA), “General Marketing Agreements” (GMA) and “Confidentiality Agreement” (CA) to be signed by clients to safeguard business practices and procedures, marketing services and to bind agreements to projects. Making sure both the client and service provider adhere to the project terms agreed upon.

 

            1.8.1.  Memorandum of Agreement (MOA): basic outline of the terms and conditions to a project agreed upon, also with each invoice the agreement is binding. Additionally an MOA will be signed for major projects.

 

            1.8.2.  General Marketing Agreement (GMA): outlines the services assisting with marketing and the terms and conditions agreed upon. Client has the option of monthly and yearly retainer fee and includes the general marketing of the business activities, products and services, also includes designing of social/ print media and distributing information on a social platform, mainly Facebook.

 

            1.8.3.  Confidentiality Agreement (CA): protects the project sensitivity with terms and conditions agreed upon. Safeguarding sensitive projects, music releases, private events or print/ social publications.

 

1.9.      We have been testing various art materials from various suppliers for over 15 years and found the suppliers that suits our needs to provide the desired quality. We make use of local suppliers within the Grabouw/ Elgin Valley or Overberg/ Helderberg Area. Sourcing and supporting local, whether small or medium enterprises.

 

1.10.   We work on a deposit basis. 100% of material and 50% labour OR up to 80% of the total quote/ invoice. We do offer our clients payment terms of up to three (3) months and will invoice accordingly with the payment terms stipulated therein.

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1.11.   Our process to acquire our services includes negotiating and communicating with our clients via email or whatsapp to understand and clarify their ideology and inquiry for which we render quotes, invoices and receipts. Graphic renditions of the design is supplied via whatsapp or email in PDF for approval especially needed within the ART services. All designs are merely ideologies and may not be precise as projected given it is a Graphic projection and not realistic projection). ENTERTAINMENT and MEDIA services are communicated via whatsapp and email and negotiations are sealed within a General Marketing Agreement (GMA), Memorandum of Agreement (MOA) or Confidentiality Agreement (CA). Other admin also included Booking Request Quotes or Confirmation Notices.

 

            1.11.1. We provide a Quote (valid for 14 days) with an estimate of the project for the client to consider.

 

            1.11.2. When approval is communicated by the client, via Whatsapp or email with the words "QUOTE ACCEPTED" we render an Invoice for the deposit or full amount (marked with an X on the document), project dependent.

 

            1.11.3. We communicate the payment through the “Payment Terms” on the Quote and Invoice with the business account details stipulated on the Invoice bottom only.

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            1.11.4. Deposit/ Balance payments can be done Cash-in-hand or EFT/ ATM deposit and it is required for clients to use their business name or invoice number as reference. We also appreciate communicating proof of payment from clients on the day of payment for reference.

 

            1.11.5. Invoices for Deposits are payable within 7 days from the Invoice date of issue or by the negotiated date stipulated in the Payment Terms.

 

            1.11.6. Invoices for Balances are payable on completion of a project or latest by month end of the same month from the Invoice date of issue, or by the negotiated timeframe stipulated in the Payment Terms.

 

            1.11.7. With every payment received we render an E-receipt with proof of receiving client payments.

 

1.12.   We have experience with Government Organisations and NGOs that require waiting periods to clear funds, acquire funds or just as an enquiry. Quotes are then kept “on ice” for up to 6 months, with continued communication with the client to keep track of possible payment schedules.

 

1.13.   Cancellations of projects can only occur when the client cancels before any deposit is received.

 

            1.13.1. NO REFUND ON DEPOSITS, when a deposit is received and materials have been acquired or on order. The client will lose the total of the deposit paid and will render as a cancellation fee. Any material acquired or ordered will be paid and act inclusive to the             cancellation fee. This fee includes our efforts to designing the ideology, sourcing of materials and any administration. We are respectful to our clients yet honour our processes and morals towards our services and we wish for understanding in this regard.

 

1.14.   Payment methods may include cash in hand for which we will render a cash receipt. EFT or ATM deposits received are notified to us by our Financial Institution, via SMS or Email notifications, that will be attached to an E-receipt sent via email or whasapp in PDF format.

 

1.15.   Banking Details:

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​ Production/ Service Processes

 

1. ART services:

 

Includes murals, banners, billboards, backdrops, creative décor items, prop/ production design, art projects, custom décor pieces, creative assist:

 

1.1.      Designing, drawing and painting of themed items using super acrylic paint, specifically DURAM Wall & Ceiling paint that is suitable for exterior and interior use and sits well on wood, glass, metal, carton, paper, walls and fabrics.

 

1.2.      Art on murals are washable with a soft damp sponge or dusted with a dry cloth and may or may not require a sealer.

 

1.3.      We require clean, dry surfaces before painting murals to make sure the paint sticks to the surface area and can hold its integrity up to 2 - 5 years before showing signs of weather erosion or water damage, providing the surface was treated and protected very well.​ We take no responsibility to procure or treat walls or floors beforehand, but will be included in our quote if required. In our professional opinion, it is the responsibility of the client to make sure the surfaces are treated sufficiently before we render the project. We do offer assistance to procure the best possible solutions to seal or protect surfaces.

 

1.4.      Other items made of paper, carton or fabrics can last for years if stored in a cool dry area. We take no responsibility to the protection of completed projects with material prone to welting, water damage, mould or that is not stored safely or correctly.

 

1.5.      Estimated time of completion (ETC) of each project are dependent on the scale or size and whether they are interior or exterior projects. We also consider the weather conditions that could hinder drying time and so the estimated completion time.

 

1.6.      Projects that require travelling may take longer. Accommodation and transport must be on location or close by, and must be procured and paid for by the client. This will have influence on the quoted amount, as we understand the clients’ efforts to host and have the project completed.

 

1.7.      Works that are small enough to be transported or couriered will be to the expense of the client and included in the quote/ invoice.

 

1.8.      Surfaces that are not treated to our requirements are treated with the greatest respect, but we take no responsibility for clients not adhering to our consultation or skipping critical steps to secure the protection of the surfaces, nor for quicker erosion due to surface not being treated professionally or correctly.

 

1.9.      Projects may also include other materials such as, nails, screws, glue, wax, tape, wood, metal, fabric and or any other materials needed for particular projects, structures or applications.
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2. ENTERTAINMENT services:

 

Includes booking of singer/ performer, artist management, event management and recommendation:

 

​2.1.      Singer/ Performer can be booked for performances or appearances via Whatsapp or Email with the booking request information sent in the form of a quote. The client confirms the quote and we render an invoice for payment.

 

            2.1.1.  Booking Confirmations are sent after receiving deposit payment as stated on the quote/ invoice.

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            2.1.2.  All negotiations, terms and conditions are stipulated within a Booking Request - Memorandum of Agreement (MOA) respective to the booking.

 

2.2.      Artists Management Services are similar to marketing of a business, developing the brand and talent with assisting social media presence, assisting Public Relations (PR) and arranging events or booking artists for events.

 

            2.2.1.  The process of booking an artist are in place to protect both the artist and client with the terms and conditions that are communicated to a client and the artist.​

 

2.3.      Event Management Services includes the organizing and managing of logistics within the budget of the client. Making sure all elements compliment the vision of the client for the event/ function.

 

            2.3.1.  The negotiations and communications are all placed in a Memorandum of Agreement (MOA) stating the roles and responsibilities of the client and the service provider, the ideology and logistics that the client signs off on, within the budget.

 

​​            2.3.2.  Recommendations of industry professionals we have worked with or have great reviews to do the work required from a client, we only agent information to contact the recommended party but do not negotiate or manage the booking or logistics for the booking. We take no responsibility for miscommunication between the recommended parties nor of the client. If we receive a bad review regarding recommended parties we will communicate the concern and regard affiliation void.

 

 

3. MEDIA services:

 

Includes general marketing, graphic and logo design and advertising on social platforms, gathering info to understand your brand and target market, promote your products or services with photo and video advertising. We also provide graphic design of material for print and social media to assist with promoting and marketing information.​​​

 

3.1.      General Marketing Agreement (GMA) is signed with SMEs who need marketing on social platforms, mainly Facebook, it includes designing of promotional material, Logo design, social platform visibility, managing of social media, content creation, brand development. We set a meeting with the client to get more background of their processes and practices, look at their presence and relevance, the products or services they provide and work on a basic marketing strategy.

 

3.2.      Graphic Design includes the client sending their ideology or theme and we work on representing it on Posters, flyers, business cards, logo’s, booklets and other print or social media. We can print, using local suppliers, charging at their rates included in quotes. We also charge for assembling if needed. A client can also decide to do the printing and assembling themselves, whether at another supplier or own printing, designs are sent via email, USB or Whatsapp in PDF format.

 

3.3.      Social Media Management of Facebook, includes creating content making sure the brand is represented and relevant. Keeping up with trends and making sure the content looks professional. Also providing reports and tracking of engagement, adapting to social media changes, all is planned and discussed with the client to showcase relevant representation of the brand. The client may have an ideology and we develop the idea and publish it on the social platform. We open or recover a Facebook page from the client to manage. We cannot take over a profile, only a page. We also ensure the information is shared to public/ community groups/ pages for more engagement.

 

3.4.      PR & Publishing are managed by understanding the client, public image and what should be published to enhance an image, strengthen public trust and what is relevant to promote. We do write-ups for social media/ publications with relevant pictures/ promotions of the brand that needs advertising.

 

3.5.      Photo & Video Adverts can be created with our partners in Photography and Cinematography. We look at the brand or ideology, create the content, direct and edit the content with necessary additions of lighting, sound, etc. The client may produce an ideology or vision and we work on bringing it to life, or the client can involve us to create an ideology from scratch. Also involves writing scripts, sourcing locations, production and set designing, styling, casting and directing to produce the ideal photo or video advert.

 

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4. DISCLAIMER:

 

4.1.      We are above all a company that provides a professional services and trade with quality assembled items with the aim to be sustainable and have longevity in business.​

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4.2.      We also would like to accommodate each client, yet like all businesses we trade with the hopes to be financially stable and through our success give back to the community through our CSI projects, partnerships, community work, charities and affiliations.

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4.3.      We trust our clients and work even harder for their trust in our business processes and procedures, the terms and conditions and the transparency in communication.

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4.4.      No client will be treated with disregard for their financial restraints or ability to conform to the terms and conditions set in neither the General Marketing Agreements (GMA).

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4.5.      We try to negotiate terms otherwise to accommodate the client, yet through trial and error we can also not allow clients to disregard any term or condition when it suits them.

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4.6.      The client is not always right and therefore it is our responsibility to consult with clients and make sure there is no misunderstanding regarding the terms and conditions set in our procedures or policies.

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4.7.      When a client has concerns or complaints we urge them to email or whatsapp us soonest for us to apply possible solutions and be transparent in our approach.

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4.8.      We believe in "our word is our honour" and will try our utmost best to keep to what we communicated and negotiated.

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4.9.      We also realize that situations beyond the control of the client or service provider may occur, yet is our responsibility to notify the client or vice versa to any changes in schedules, budget planning or otherwise.

 

4.10.   Dress code of our staff may consist but not limit to light, dark or turquoise denim colour, with white/black and hints of brass/gold wardrobe. Denim on denim (no particular style, but neatly/ professionally fit) with T-shirt/ smart shirt (no particular style, but neatly/ professionally fit) with hints of brass/ gold/ black accessories or camel suede /black shoes or accessories with their staff identification tags. We also only allow hoodies/ tracksuits/ caps in the denim blues/ white/ black/ camel suede colouring with branding for identification with staff identification.    

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• If there is anything that might seem unclear that requires elaboration contact us freely by clicking here: