Free Pick Up - Business Magazines

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Free Pick Up [Print only]

Copies distributed to known distribution points for pick up or receipt by consumers.

Principles

1. Prior notification of distribution details and any changes to ABC

2. Copies are distributed to known distribution points and made available for pick up or receipt by consumers

3. Quantity claimed should not exceed potential demand by the intended consumers

4. Effective management controls over distribution

Requirements 

1. Prior notification of distribution details and any changes to ABC

1. You must inform ABC before the distribution of the first issue for which you intend to claim Free Pick Up, including the following information:

   1.  Details of how, when and where the copies will be distributed. 

   2. A list of all distribution points .

2. You must, on an on-going basis, be able to provide ABC, on request, details of current and historical distribution points, quantities and distribution dates.

Guidance Available

2. Copies are distributed to known distribution points and made available for pick up or receipt by consumers

1. A distribution point is defined as an agreed location at which copies are handed to or left for pick up by the consumer. 

   1. The distribution points claimed must be consistent with the overview description. 

   2. ABC must have the right to visit or contact distribution points for verification purposes.

2. You must be able to provide evidence, from the third party responsible, of the number of copies of the publication made available for pick up or receipt at each distribution point by consumers. Note:

   1. Where the copies are made available for pick up or receipt at distribution points by drivers/distributors that are not 3rd party to the publisher (such as in-house distributors or from a joint venture), it may be possible to include these in the claim as long as:

      • It can be demonstrated that the drivers/distributors have sufficient independence and are specifically contracted to deliver/distribute the publication.

      • The auditor/ABC has full and unrestricted access to the relevant parties' documentation and financial records.

      • ABC has specifically agreed this distribution method.

   2. In the case of retail customer magazines, it may be acceptable for the publication to be distributed through the same distribution system from central/area warehouse to individual retail outlets as the retailer’s other goods and use associated documentation to support a gross distribution claim and EPOS reports for net distribution if applicable . A retail customer magazine is defined as a publication which:

      • Is published by or on behalf of a retailer

      • Is targeted at customers of that retailer

      • Is supplied to the retailer’s own outlets for distribution in store

   3. In the case of copies distributed to third party distributors for onward distribution to airlines (for airplanes and/or lounges), trains or ships:

      • Copies may be claimed as gross distribution providing ABC is given full and free access to the distributor’s contractual arrangements, invoices and documentation to enable verification of the onward supply.

      • The gross distribution claim must be restricted to the quantity verified as onwardly distributed to the airlines, trains or ships and not the quantity supplied to the distributor.

3. Where your Free Pick Up claim is for the net number of copies picked up or received by consumers at a distribution point, you must be able to provide evidence of the number of copies returned/not picked up at each relevant distribution point. Note: This must be on a ‘session’ basis. For example a hand merchandiser who goes out first thing in the morning and then again after lunch with a new supply of copies must sign separately for the morning and afternoon supply and returns.

4. You cannot claim distribution of back issues, with the exception of copies distributed at events, which can be claimed for issues up to 6 months from the back issue’s distribution date. For example: May issue distributed on 1st May can be distributed at a show up until 31st October.

Guidance Available

3. Quantity claimed should not exceed potential demand by the intended consumers

1. Your Free Pick Up claim must be reported, as a minimum, as follows:

   1. Daily publications (except copies distributed airside, on trains or ships): On a net basis (i.e. those made available less copies not picked up by consumers).

   2. Non-daily publications and copies distributed airside, on trains or ships: On a gross (i.e. supply) basis. 

   3. In the case of copies distributed to third party distributors for onward distribution to airlines (for airplanes and/or lounges) and trains or ships:

      • Copies may be claimed as gross distribution providing ABC is given full and free access to the distributor’s contractual arrangements, invoices and documentation to enable verification of the onward supply.

      • The gross distribution claim must be restricted to the quantity verified as onwardly distributed to the airlines, trains or ships and not the quantity supplied to the distributor.  

2. As an option you can report copies distributed in a public place (either by hand merchandiser or via distribution bins) on a net basis as long as:

   1. There are 1 or more distinct Distribution Cycles, each cycle being completed within 24 hours.

   2. For each distinct Distribution Cycle, you have third party evidence of the net distribution (i.e. those made available and actually collected/handed out).

4. Effective management controls over distribution 

1. The publisher is responsible for ensuring that the copies they claim have been delivered and if applicable returns/copies not picked up are accounted for. This requires a publisher to have appropriate management controls and processes in place to ensure that this is happening.

Guidance Available 

Reporting

You will report Free Pick Up as follows, which will be broken out on the ABC Certificate: 

1. By print copies for the Audit Issue by geographical type:

   1. United Kingdom 

   2. Other Countries

2. If your publication’s total Audit Issue Free Pick Up Copies represents 20% or more of the total Audit Issue circulation, you must analyse the quantity by distribution point type.

3. A verifiable overview description of the Free Pick Up claim.

Guidance

G1. Prior notification of distribution details to ABC

1. The overview description must be verifiable from evidence.

2. The list of all distribution points. We would expect this to include the following for each distribution point: 

   • Unique point ID (to enable clear identification when changes are made).
   • Address, including postcode.
   • Audience Type. For example airside/international rail, hotel – as analysed on the Certificate.
   • Whether there is a responsible individual based at the point, a deliverer places copies on display, or it is a hand distribution point.
   • Point description. For example: type of bin, location at address.
   • Point restrictions. For example it is particularly important to identify any points which can only be accessed via security barriers such as airport airside locations, some office buildings.
   • Name of responsible person:
   1. • Name of recipient for distribution points where individual based at point confirms delivery.
      • Name of deliverer (in-house or name of delivery company) where deliverer confirms delivery.
   • Telephone number of responsible individual.
   • Normal day/date of delivery.
   • Approximate time of delivery.
   • Method of delivery. For example: name of 3rd party distribution company.
   • Normal supply quantity.
   • Normal day/date of collection of returned/damaged copies (net copies only).
   • Additional details as above for all regular top-up supplies
     
     The list of all distribution points must be supplied on request.  

3. Other information needed for audit typically will include:

   1. Issue by issue Free Pick Up summary: This is an issue by issue summary of the claimed Free Pick Up compiled from the Detailed Issue Distribution Lists (see below).

   2. Detailed Issue Distribution List: This form includes on an issue by issue basis:

      • Name/identification of distribution point
      • Type of distribution point (e.g. hotel), manned or unmanned
      • Gross supply
      • For copies claimed on a net basis:Returned/damaged copies
      • Actual day/date of delivery
      • For copies claimed on a net basis: Actual day/date of collection of returned/damaged copies

4. Copies that are purchased from distribution points are still eligible as Free Pick Up as long as they comply with the Free Pick Up rules. 

G2. Copies are distributed to known distribution points and made available for pick up or receipt by consumers

1. You must be able to provide evidence, from the third party responsible, of the number of copies made available for pick up or receipt at each distribution point by consumers. 

   1. Typically, suitable evidence will be a delivery note signed and dated by a responsible third party individual (at the time of delivery) confirming the number of copies of the particular issue of the publication supplied and that they have made available for pick up or receipt at the particular location.

   2. Where the individual confirming the delivery is the driver/distributor, additional verification such as the deliverer’s manager signing to confirm completion, or the inclusion of a time of delivery may be required where ABC deems appropriate for audit purposes. 

   3. Ordinarily an individual based at the distribution point should be signing the delivery note at the time of the delivery. However if the signatory is unavailable at the time of delivery they can complete the delivery note left with the consignment and return to the publisher within 5 working days or before the distribution of the next issue (whichever is the sooner).

2. Where your ABC Free Pick Up claim is for the net number of copies picked up or received by consumers at a distribution point, you must be able to provide evidence of the number of copies returned/not picked up at each relevant distribution point.

   1. Typically, suitable evidence will be a returns note signed and dated by a responsible third party individual (at the time of collection) confirming the number of copies of the publication returned/not picked up, including the time collected. If there is no evidence you cannot assume 100% distribution but instead due to lack of evidence must treat distribution as zero.

   2. Ordinarily an individual based at the distribution point should be signing the returns note at the time of the collection. However if the signatory is unavailable at the time of collection they can complete the returns/collection note left at the time of collection and return to the publisher within 5 working days or before the distribution of the next issue (whichever is the sooner). 

   3. Distributors and their agents must not have a disincentive to accurately report the net number of copies picked up/received by consumers.

G4. Effective management controls over distribution

1. For each publication the detail and extent of these controls and processes will vary as they should be appropriate to the type of distribution. These could include training of staff, spot checks, customer complaint handling etc. 

   1. These controls and processes are reviewed by ABC as part of the joining process and continuing audit of a publication. These help underpin the audit in that they form part of the consideration of risk and consequently the type and extent of audit work done.

   2. If weaknesses in management controls are found during the audit work, the publication’s circulation auditor / ABC will inform the distributor and the publisher of defined improvements to be implemented and a timescale to ensure copies are still eligible for ABC purposes.