Representation - Policy

Representation defines the role of the account in managing and maintaining out-of-home locations.

Definitions:

There are four types of representations.

The owner is going to be an out-of-home company that is either the leaseholder or the outright owner of an out-of-home frame. As the owner, they are responsible for managing the frame. As the manager, they are responsible for maintaining and operating the frame. This includes and is not limited to selling, updating the physical ad space with a new creative, etc. If they are not responsible for managing the frame then another out-of-home company is.

The manager is going to be an out-of-home company that has a contract or is subleasing a frame from the owner. As the manager, they are responsible for maintaining and operating the frame. This includes and is not limited to selling, updating the physical ad space with a new creative, etc.

The transactor is going to be an out-of-home company that has a contract or another type of agreement with the owner or manager of the frame that enables them to sell the frame. A transactor can only sell on the frame and is not responsible for maintaining or operating the frame.

The scheduler is going to be an out-of-home company that can know the availability of a frame for advertising. This privilege can be provided by the transactor, manager, or owner.

Use Case:

The owner (leaseholder) submits inventory they must disclose any subleases or contracts associated with the location. If the submitter is subleasing the inventory they must disclose who the owner (leaseholder) is.

Geopath is not interested in knowing who the property owner is unless the property owner is also the media operator.

For example, member A provides a new location and indicates that they manage the location. Member A will then need to disclose who the owner/leaseholder is. In this case, they have noted that the owner/leaseholder is also a member. Let’s call this member, member B.

Member B is a member and therefore the new location needs to be added under Premier Media even though the original request came from Triou Marketing. Once the frame is created you will use the Request Additional Representation Type Name Aurora rapid sheet to create the new representation type for the account Triou Marketing.

If the member is unable to provide the owner you will list them as the owner when using the submission sheet or creating the frame in Atlas. Then once the frame is created you will use the Request Additional Representation Type Name Aurora rapid sheet to create the correct representation type.

For example, If Triou Marketing a member was unable to provide the name of the owner then the frame will be entered into the account owner for Triou Marketing and then you will need to use the Request Additional Representation Type Name Aurora rapid sheet to create the manage representation for Triou Marketing.

A new member submits new inventory and lists it as managed:

In this scenario, you will need to reach back out to them and confirm who the owner is. You also want to make sure that there is no confusion on the part of the member as they might believe they are the manager because they do not outright own the frame. So it is important to ask if they are the leaseholder as well. If they are the leaseholder then they are the owner as it pertains to roadside inventory.

*Please review the previous section for exceptions.

If they are the manager and are subleasing or have a contract then you will need to determine who the owner is. You will need to work with the member to determine this information.

Example:

Triou Marketing a member provides a new location and lists it as managed in the submission sheet. You will then ask them who the owner/leaseholder is. In this case, they have noted that the owner/leaseholder is Premier Media.

Premier Media is a member and therefore the new location needs to be added under Premier Media even though the original request came from Triou Marketing. Once the frame is created you will use the Request Additional Representation Type Name Aurora rapid sheet to create the new representation type for the account Triou Marketing.

If the member is unable to provide the owner you will list them as the owner when using the submission sheet or creating the frame in Atlas. Then once the frame is created you will use the Request Additional Representation Type Name Aurora rapid sheet to create the correct representation type.

For example, If Triou Marketing a member was unable to provide the name of the owner then the frame will be entered into the account owner for Triou Marketing and then you will need to use the Request Additional Representation Type Name Aurora rapid sheet to create the manage representation for Triou Marketing.

Note: This should only be used as a last resort where you did everything you can to find the owner.

Submission Scenarios using Atlas:

Atlas is a great way of making sure that we do not already have a frame in our database. If a member submits a couple of frames and these frames already exist in the Atlas tool then you will need to determine who owns or who manages the frames for example.

Removing accounts from a Frame??

Current State:

Ideal State:

We would be able to indicate within our current database framework who currently is the primary contact for a frame whether that is the manager, transactor, scheduler, or owner.

Potential resolution:

Policy:

1. We always need to know who the owner is before submitting new inventory.

   1. When determining who the owner is for roadside inventory we care about who the leaseholder is in many cases. Many out-of-home frames are not owned. For example, a frame might be owned by the building or landowner where the frame resides.

   2. Depending on the part of the country a transit shelter for example can be owned by the transit authority. Making the out-of-home company the manager.

2. When a new frame is added an ‘own’ representation must be included as part of the submission process in Atlas and the submission sheet before a manager, transactor, or scheduler.

3. Any frame not belonging to an owned representation should be flagged immediately.

Standard Types:

Database Rules:

Inventory Representation Policy

Submission Scenarios:

A new member submits new inventory and lists it as managed:

In this scenario, you will need to reach back out to them and confirm who the owner is. You also want to make sure that there is no confusion on the part of the member as they might believe they are the manager because they do not outright own the frame. So it is important to ask if they are the leaseholder as well. If they are the leaseholder then they are the owner as it pertains to roadside inventory.

*Please review the previous section for exceptions.

If they are the manager and are subleasing or have a contract then you will need to determine who the owner is. You will need to work with the member to determine this information.

Example:

Triou Marketing a member provides a new location and lists it as managed in the submission sheet. You will then ask them who the owner/leaseholder is. In this case, they have noted that the owner/leaseholder is Premier Media.

Premier Media is a member and therefore the new location needs to be added under Premier Media even though the original request came from Triou Marketing. Once the frame is created you will use the Request Additional Representation Type Name Aurora rapid sheet to create the new representation type for the account Triou Marketing.

If the member is unable to provide the owner you will list them as the owner when using the submission sheet or creating the frame in Atlas. Then once the frame is created you will use the Request Additional Representation Type Name Aurora rapid sheet to create the correct representation type.

For example, If Triou Marketing a member was unable to provide the name of the owner then the frame will be entered into the account own for Triou Marketing and then you will need to use the Request Additional Representation Type Name Aurora rapid sheet to create the manage representation for Triou Marketing.

Note: This should only be used as a last resort where you did everything you can to find the owner.

Submission Scenarios using Atlas:

Atlas is a great way of making sure that we do not already have a frame in our database. If a member submits a couple of frames and these frames already exist in the Atlas tool then you will need to determine who owns or who manages the frames for example.

Removing accounts from a Frame??

When do we care about who the actual owner is? We would care about this when working with transit inventory.

When do we care about who the actual owner is? We would care about this when working with transit inventory.