Technology Upgrade Program Trade-in Your Overview Get the best there is from the #1 leader in conferencing equipment, 6-years running, and you can benefit by owning a part of the Polycom Office a complete conferencing solution. For a limited time, Polycom is offering a rebate to end user customers through a certified Polycom Channel Partner who trade in an approved video conferencing unit and purchase an eligible VSX 3000, VSX 7000, or VSX 8000 product along with a qualified annual maintenance service program. Receive the added benefits of Polycom s unmatched service and support through Polycom Standard, Premier or Premier Plus authorized maintenance program or a channel partner s authorized maintenance program. Polycom Products Available For Purchase In This Rebate Program See claim form for manufacturer s part number and corresponding rebate Rebate Amounts VSX 3000 IP, VSX 3000 Quad BRI, VSX 7000 (IP) $750 VSX 7400, VSX 7800, VSX 8000 $1000 VSX 8400, VSX 8800 $1,500 Offer Date: August 16, 2004 Channel Partner Trade-In Process 1. Channel Partner must submit a NEW purchase order for the new video conferencing unit, the trade-in claim form filled out by the end user and partner as well as the Letter of Authentication to Polycom Order Management. The order must be shipped from Polycom directly to the end user. All forms must be completed in full at the time of purchase. Channel Partners cannot use inventoried product for trade-in opportunities. 2. In order to qualify for the rebate, Polycom Order Management must verify that all order requirements are met. 3. Polycom Order Management will then issue a corresponding RMA number to the channel partner. It is the Channel Partner s responsibility to communicate the RMA number and process to their reseller and it is the reseller s responsibility to communicate both to their end user customer. Special Note: Tier Two Resellers (Indirect Partners) must purchase through their distributor of choice. The distributor will need to follow the appropriate order process as mentioned above in the Channel Partner Trade-in Process. Orders outside the United States must go through Polycom s GlobalReach Program all necessary GlobalReach fees apply. GlobalReach must be notified up-front that you are placing a Trade-In order. DO NOT ship competitive units located outside of the United States back to Polycom. Please destroy and e-mail proof of destruction (digital photo) clearly showing the serial number to na_promotions@polycom.com. For an end user to take advantage of this offer they should follow these easy steps: 1. Purchase a new Polycom video conferencing unit along with installation and annual maintenance service agreement from a Polycom Certified Channel Partner and trade-in an eligible unit. See Claim Form. 2. Fill out the attached Polycom Upgrade Program Video Claim Form and Letter of Authentication. 3. Complete the attached Letter of Authentication document and print it on your company letterhead. It must include a signature from a purchasing agent or authorized buyer. 4. Submit both documents to you, their Polycom Certified Channel Partner at the time of purchase, so that you may obtain an RMA number for them. 5. You must ship the trade-in unit, clearly marked with RMA number on outside of box and a copy of all paperwork, including a copy of your original invoice directly to Polycom. Send your old conferencing units to: Polycom, Inc. Attn: Technology Upgrade Program- Video RMA# (enter number) 25212 South Schulte Road Tracy, CA 95377 Page 1
Technology Upgrade Program Terms and Conditions Payments Once Polycom receives the Trade-In products and verifies the paperwork, a check will be issued to your End User Customer for the appropriate rebate amount within 30 days. All checks issued will be in U.S. currency. Terms and Conditions 1) The Polycom unit traded in must currently be in use and in working order to be eligible for this program. See Claim form. 2) Polycom must receive trade-in product along with required RMA paperwork within 90 days of purchase. Note: Returns will not be accepted without the RMA number clearly marked on the outside of the box. If trade-in units are not received within 90 days from date of purchase, program participation will be declared incomplete, the end user customer will not receive rebate and the RMA will be closed. 3) Rebates checks will be issued and sent directly to your end user. If a customer like a government agency is unable to accept rebate checks directly from Polycom, a check may be issued to the reseller. In this case, the reason must be documented on the claim form and the reseller must provide the rebate up front to the end user customer. This must be verified by the showing a line item with the up-front rebate amount highlighted on the end user customer purchase order, which you must submit at the time the RMA is issued. 4) Please set your fax machine to receive a confirmation to verify that your fax was received. Polycom is not responsible for lost or misdirected shipments, mail or faxes. 5) Polycom has the right to call the end user at any time to verify the authentication document is valid. 6) This offer is only available to end user customers who purchase from an authorized Polycom reseller or distributor. 7) This offer is void where prohibited or otherwise restricted by law. Rebates will be sent within 30 days of receiving trade-in equipment and verifying appropriate paperwork. 8) Program Commences August 2004 and shall continue until terminated by Polycom. This offer may not be combined with any other promotional offer and we reserve the right to change this program at any time. 9) Shipping costs of drop shipment and returning trade-in equipment are the responsibility of the end user. 10) ViaVideo is not eligible for this program. 11) No exceptions to this program will be allowed. Polycom has the right to deny all claims that do not meet the criteria outlined in this document. 12) Polycom will honor quotes on old forms for 90-days. No old forms will be accepted after November 30, 2004. 13) Any questions regarding this rebate should be addressed to polycom@kpcorp.com. Page 2
Technology Upgrade Program Claim Form Part 1 End user Company Name: (check will be sent to this company) End user Contact Name: End user Address: (must be filled out to receive confirmation) City: State: Zip: End user Phone: End user E-mail: Yes, please sign me up for Polycom s email newsletter. I have read and agree to the terms and conditions for this program. End user Signature: Channel Partner Name: Sales Person: Channel Phone: Channel Address: City: State: Zip: Email: For Tier 2 Resellers Polycom Distribution Partner Name: If End User cannot receive a check direct from Polycom fill out this information: Reason End User cannot receive a check directly from Polycom (See terms and conditions for details): I have read and agree to the terms and conditions for this program. I will submit a customer purchase order for this special case. Sales Person Signature: New Product Purchased (the following information is required) Product name and model: Product name and model: Trade-In RMA # Trade-In RMA#: Polycom Order Management will provide the RMA number to the Channel Partner when Trade-In purchase order is submitted. It is the Channel Partner s responsibility to communicate the RMA# to the end user customer. The Approved Trade-In Product Chart must be completed and submitted with this form! Trade-In unit(s) must be received within 90 days of purchase. Shipping costs are the responsibility of the end user. RMA# must be clearly marked on the outside of the box. End user must ship Trade-In unit(s) to the following address: Polycom, Inc. ATTN: Technology Upgrade Program - Video RMA#: 25212 South Schulte Road Tracy, CA 95377 Page 3
Rebates are given on the new video conferencing unit you are purchasing not the product being traded in. Trade-in one old video conferencing unit and receive a rebate on one (1) new product purchased. Trade-in two old video conferencing units and receive a rebate on two (2) new products purchased. Rebate Amounts Purchase These Eligible Products And Trade In Any Older Polycom Group Systems For A Rebate. Claim Form Part 2 Part Number Receive These End User Rebate VSX 8800 IP 7200-21966-001 $1,500 VSX 8400 IP 7200-21962-001 $1,500 VSX 8000 IP 2200-21400-001 $1,000 VSX 7800 IP 7200-21965-001 $1,000 VSX 7400 IP 7200-21960-001 $1,000 VSX 7000 IP 2200-10800-001 $750 VSX 3000 IP 2200-21600-001 $750 VSX 3000 QBRI 2200-21601-001 $750 Approved Trade-In Equipment Manufacturer Models Components to be Returned PictureTel Legacy SwiftSite I & II Entire System Venue, Concorde or System 4000 Intel TeamStation Tandberg MV 6000 or Vision 500, 550, 770, 800, 880, 1000, 2500, 5000, 6000, 7000, 8000 Sony Trinicom 5100, Trinicom 4000, Trinicom 3100 or Mini 1000, PCS1600, PCS1600/B, PCS1600IP, PCS1600ME2, PCS6000/1024, PCS6000/1536, PCS6000/512, PCS6000/PRI, PCS6000IP, PCS-1, PCS -11 VTEL TC 1000, TC 2000 or LC 5000, Media Max, Galaxy, ESA Series Aethra Vega Entire System British Telecom Any BT Legacy Room System (i.e. BT 2300) Huawei 8020 Plus, ViewPoint 8030mBox, ViewPoint 8620 Plus Zylotech ComsLINK MultiConnect, TV ComsLINK Approved non-polycom Trade-In Products Chart Trade-In Equipment (the following information is required) Manufacturer and model: Manufacturer and model: Product Serial Number: Product Serial Number: Serial numbers for trade in product must be included Page 4
Letter of Authentication Technology Upgrade Program I acknowledge and agree that the rebate offered for the Polycom Products and the being traded in must comply with the terms and conditions outlined in the Technology Upgrade Program documentation. On behalf of, I do hereby certify by my signature below, that the trade-in equipment was purchased on, and is currently installed and in use in our normal business operations. Signature Date (Must be signed by an authorized end-user customer representative) Name: Title: Telephone Number: Reseller Name: RMA #: Model Name: Serial #: To be eligible for the rebate, this form must be signed, and provided to your reseller along with a copy of the original purchase receipt and/or a photocopy of your business card. Attach Photocopy of business card here Official use only: Date Received Approval Page 5