Overview Upgrade Your Existing Polycom Equipment Benefit by owning the latest and greatest additions of the Polycom Office, a complete conferencing solution, by upgrading your Polycom video conferencing units today. For a limited time, Polycom is offering a rebate to end-user customers, through a certified Polycom Channel Partner, who trade in older qualified Polycom video conferencing units and purchase eligible Polycom VSX 6000, VSX 7000 and VSX 8000 products along with a qualified annual maintenance service program. Receive the added benefits of Polycom s unmatched service and support through Polycom s Standard, Premier or Premier Plus authorized maintenance program or you may purchase a channel partner s authorized maintenance program. The video conferencing unit being traded in must have been purchased more than one year prior to the date of the trade-in. For complete details and terms and conditions please review the following information. Eligible Rebate Products (IP models) End User Rebate VSX 5000 IP, VSX 6000 $250 VSX 7000s, VSX 7000 Base Model $500 VSX 7000e, VSX 7400, VSX 7800 $750 VSX 8000, VSX 8400, VSX 8800 $1,000 Offer Commences: January 1, 2005 The products that are eligible to be traded in include the ipower 600 series or older, ipower 900 series, the ipower 9000 series and all ViewStation conferencing units including the ViewStation EX, ViewStation FX and VS4000. 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 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 and that units being turned were purchased by the end user more than 12 months prior to the new purchase, based on the serial number listed on the claim form. Products purchased within the last 12 months are not qualified for the trade-in program. 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 and all necessary GlobalReach fees apply. GlobalReach must be notified prior to placing a Trade-In order. DO NOT ship return 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. All applicable regional laws and regulations must be adhered to when disposing of trade in equipment For an end user to take advantage of this offer they should follow these easy steps: 1. Purchase a new video conferencing unit along with an 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 and be submitted with the purchase order to Polycom. 4. Submit both documents to you, their Polycom Certified Channel Partner, so that you may obtain an RMA number for them. This must be done at the time of purchase. 5. The end user 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 Polycom conferencing units to: Polycom, Inc. Attn: Polycom Upgrade Program - Video RMA# (enter number) 25212 South Schulte Road Tracy, CA 95377 Page 1
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 or credit memos 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) End users must purchase a new qualified video conferencing unit along with an annual maintenance service agreement from a Polycom Certified Channel Partner and trade-in an eligible unit to be eligible for this program. One trade in unit must be returned for every qualified unit purchased. 3) 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. 4) 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 in advance 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. 5) 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. 6) Polycom has the right to call the end user at any time to verify the authentication document is valid. 7) This offer is only available to end user customers who purchase from a certified Polycom reseller or distributor. 8) 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. 9) Program Commences January 2005 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. 10) ViaVideo is not eligible for this program. 11) Shipping costs of drop shipment and returning trade-in equipment are the responsibility of the end user. 12) 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. 13) Any questions regarding this rebate should be addressed to polycom@kpcorp.com. Page 2
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 then 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 Polycom 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: Polycom Upgrade Program- Video RMA#: 25212 South Schulte Road Tracy, CA 95376 Page 3
Claim Form Part 2 Rebates are given on the new Polycom video conferencing unit you are purchasing, on a one-to-one basis. Trade-in one old Polycom video conferencing unit and receive a rebate on one (1) new product purchased. Trade-in two old Polycom video conferencing units and receive a rebate on two (2) new products purchased. Rebate Amounts Purchase These Eligible Products And Trade In Older qualified Polycom Group Systems For A Rebate. Part Number Receive These End User Rebate VSX 8800 7200-21966-001 $1,000 VSX 8400 7200-21962-001 $1,000 VSX 8000 2200-21400-001 $1,000 VSX 7000e VSX 7000s 7200-22560-001 7200-22730-001 7200-22540-001 2200-22650-017 2200-22650-024 2200-22650-123 7200-22640-017 7200-22640-024 7200-22640-123 7200-22685-017 7200-22685-024 7200-22685-123 VSX 7800 7200-21965-001 $750 VSX 7400 7200-21960-001 $750 VSX 6000 2200-22222-001 $250 VSX 7000 2200-10800-001 $500 VSX 5000 IP 2200-22550-001 $250 Offer Date: January 1, 2005 The products that are eligible to be traded in include the ipower 600 series or older, ipower 900 series, the ipower 9000 series and all ViewStation conferencing units including the ViewStation EX, ViewStation FX and VS4000. $750 $500 Approved Polycom Trade-In Products Chart Approved Trade-In Units: Polycom model: Polycom model: Product Serial Number: * Serial numbers for trade in product must be included Product Serial Number: Page 4
Letter of Authentication Polycom Upgrade Program Polycom Equipment I acknowledge and agree that the rebate offered for the Polycom Products and the Polycom Products being traded in must comply with the terms and conditions outlined in the Polycom 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 Page 5