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Multi-site print ordering system

75 Practices – 400 Dentists – 375 printed pieces

The brief

To find an efficient and cost effective way for the practices to order stationery and marketing materials.

The challenge

  • 75 practices with staff of varying experience ordering printed materials by fax.

  • Orders collated throughout a month and then processed together creating long lead times.

  • Over 400 dentists requiring business cards complete with their qualifications, working variable hours often at more than one practice. Issues with time taken to get proof approval.

  • Practices were unaware of the materials available to them or being used by other practices.

  • Practices were unaware of the cost of the materials they were ordering including despatch costs.

Our solution

  • Using m2o, our on-line ordering system, authorised staff have a secure log-in which gives then on-line access, including visual references, for all the materials available to their specific practice.

  • The system allows them to create business cards and see the proof on screen immediately. This can then be actioned immediately or saved and printed for the dentist’s subsequent approval.  Other practice specific materials can also be created and approved in real time.

  • Orders are placed into a shopping basket which clearly identifies the cost, including delivery, before the order is finally confirmed.

  • Orders are processed as received and despatched within an agreed 7 working days.

  • Practice Managers and Business Managers can review materials created for other practices.

“James Hull Associates has been supported by Xcaliba for the last 10 years. During this time, strong business relationships were created. Xcaliba have always met the SLA’s that they set and have proved to be extremely competitive in their pricing. They have always been extremely helpful and courteous and have been pleasure to have as one of our key suppliers.”

Sarah Powis –

Operations Director,
James Hull Associates


NIKE The Chance, The Final 100

32 countries – 100 players –
18 different printed items

The brief

To design and produce all marketing and support collateral for “The Chance” Final 100 – the last stage of the global football selection event sponsored by the English Premier League in which 100 talented young amateur players compete for 8 places to train, play and experience life as an elite athlete at the Nike Academy.

The challenge

  • Delivered items to include agendas, event programmes, branded pens, accreditation passes, player biog cards, menus, table plans, branded clipboards, personalised place cards and an individual feedback pack for each of the 100 players.

  • 32 participating countries, many non-English speaking including the Republic of China, Brazil and Slovakia. All player material to be unilingual with clear use of icons instead of text wherever possible.

  • Player details to be finalised only one week prior to the event and supplied separately by each of the 32 country representatives.

  • Individual player data for fitness screening, personality reports, SPARQ tests and physiology results only available twenty four hours before the closing ceremony.

  • All materials to adhere to event brand guidelines.

  • Materials to be produced across a broad spectrum of print processes including silkscreen, small format digital, litho and large format digital, so requiring meticulous maintenance of brand integrity across the various processes.

“On a project that demands very quick turn around times, Xcaliba has always delivered on deadline and exceeded our expectations. They are a joy to work with and are always up for the challenge.”

Sandra Almqvist – Programme Manager, Limelight Sports


Complex, high volume stock, pack and despatch

135 stores – 1.2m pieces –
97 different POS items

The brief

To stock, manage and despatch over 1.2 million pieces across 97 items of point of sale material and stationery for 135 H&T Pawnbroker stores throughout the UK.

The challenge

  • Manage varying demand across the year including regular store replenishment, seasonal campaigns and store open days as well as sending out complete store packs for the new store programme.

  • Keep despatch and packing costs to a minimum.

  • Ensure appropriate stock levels are maintained.

  • Provide H&T with full reports on a monthly basis showing costs, stock levels and store usage.

  • Extremely time sensitive environment where the slightest delivery delay can have a direct detrimental affect on store footfall and revenue.

  • High client growth period with H&T increasing store numbers from 76 to 135 over 2 years with a 4-fold increase in amount of printed items.

Our solution

  • Constantly review ordering patterns and suggest improvements so that orders can be better consolidated, improving cost effectiveness with no adverse operational impact.

  • Design and set up robust processes to store, manage and distribute the materials ensuring that risk is reduced and managed at every stage.

  • Agree delivery service levels so staff know when to expect materials ordered on specific days.

  • Run all reports from the stock module of our Management Information System in order to supply extensive information at a moment’s notice.

  • Track every despatch so that, in the rare case of delivery exception, we are able to send replacement materials quickly.

“Xcaliba are always aiming to go the extra mile with our print distribution, continually looking for cost saving measures and best practice to make the POS deliveries simpler for the stores. Our POS is always delivered on time, within budget, without fuss by the Xcaliba team. Despite often having to deal with last minute changes and requests, they always rise to the challenge and deliver fantastic results. Any issues we may have are always handled with a good sense of humour and an easy going can-do attitude that installs confidence in us, the client.”

Trudi Bishop, Marketing Manager at H&T Group plc


Individually tailored, high impact press pack

1 TV show – 50 journalists – 50 chic dogs

The brief

To source, brand and supply a bespoke press pack targeted at journalists who are also dog owners to promote the TV show ‘Groomer Has It’ in which 12 professional dog groomers battle it out to be crowned ‘groomer of the year’.

The challenge

  • The press pack must reflect the style and ‘camp but classy’ look of the show.

  • Each journalist owns a specific dog breed, male or female, and all garments must match the breed and sex of the dog.

  • All items to be branded with either the Animal Planet or Groomer Has It logo.

  • All materials to adhere to Animal Planet corporate guidelines.

  • The primary objective of the press pack is to appeal to the journalists as dog owners and motivate them to watch the accompanying showreel supplied and write about Groomer Has It in their various media.

Our solution

  • Extensive research into the world of ‘doggy grooming’ products from dog cologne to dog sunglasses (doggles!).

  • The winning pack sent out to journalists and TV critics was a pink vanity box branded with the Animal Planet logo, each containing branded dog brushes, bows, ‘bling’ dog collars and branded pooch t-shirts and hoodies.

  • As each recipient owned a different breed and gender we made sure that the clothing was specific to each dog, for example if they owned a female Springer Spaniel then they received the correct size clothing in pink (or blue for a male dog).

  • The vanity packs were delivered by courier to fifty journalists and Animal Planet reported that media coverage did indeed increase and more people followed the show.

“Animal Planet has worked closely with Xcaliba for the last 4 years. During this time, Xcaliba has consistently delivered high quality creative results, from design to print, to sourcing creative materials and delivery. We rely on the team at Xcaliba to turn work around quickly, efficiently and to a high standard. Even when our requests are last minute and time sensitive the team are quick to respond. They are professional and friendly and have never let us down. I can’t recommend Xcaliba highly enough.”

Delyth Hughes, Marketing Manager Animal Planet Europe


Some of our projects

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