On May 4th 2010, Clearcast introduced a deadline for the submission of ads for broadcast throughout the week. This follows a review of current arrangements undertaken with our shareholder broadcasters.

Part of Clearcast’s role is to facilitate the process of getting ads to air in a timely fashion and broadcasters need to be confident that advertising that has been booked will be cleared by Clearcast in time to meet their presentation deadlines.

Usually we clear ads for transmission within a maximum of two days. There are certain ads, however that, because of the nature of the product being advertised e.g. newspapers, or because of very late content changes, we clear on the day of submission for transmission that day or early the following morning. We ask agencies to ensure that:

• on Monday to Thursday copy for transmission on the evening of submission or up to 1000am the following day is fully uploaded on the Clearcast system by 1700.
• on Fridays for transmission on the evening of submission, over the weekend and up to 10.00 on Monday morning is fully uploaded on the Clearcast system by 1700.

The deadline allows Clearcast to clear ads for broadcasters by 1800; it also ensures we have enough time to undertake the routine technical checks needed and to let broadcasters have all clearances in time before broadcast. The deadline also avoids the need for broadcasters to use alternative copy in spots for which ads have not been cleared because they have been submitted too late.

Clearcast continues, where possible, to offer clearances after 1700 but does so only at a charge. To use this facility the agency must make the request by 1500 on the day the clearance is needed.  The agency should confirm the request by email.  Clearcast will confirm if staff can be made available. Any late clearances need to be fully uploaded on the Clearcast system by 1800 at the latest; we do not offer clearance for ads uploaded later than this. If Clearcast is providing a late clearance we inform the broadcasters of this so they can make necessary arrangements.

Agencies should note that to ensure copy is fully uploaded by 1700 or 1800, the uploading process should start at least 30 minutes before then.

Clearcast needs to have fully uploaded and clocked versions of ads to enable us to carry out essential technical checks, particularly for flashing images which can affect people with Photosensitive Epilepsy. We will, only when absolutely necessary, clear from an Mpeg sent direct to clearance staff.

The charge for late clearances is £250+VAT per ad and should be paid in advance if possible; if advance payment cannot be made Clearcast will invoice agencies requesting full payment within 30 days.  Discounts may be offered if six or more versions of an ad are submitted i.e. a maximum of £1,500+VAT.  The full charge of £250+VAT will apply to ads for different products, even if supplied by the same agency.

Payment enquiries can be directed to our office assistant and lateclearance@clearcast.co.uk

If you have any questions regarding this update please contact our Head of Copy Clearance, Niamh McGuinness on 020 7339 4702