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Annual
Meeting Guide Next page
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Stage 2: Mailing Once you have made decisions on the methods and vendors you will employ for your Meeting, critical actions must be taken in a timely manner. Key actions are described below.
Scotti Graphics must be used for the printing of the Notice and/or the 8-1/2 x 11 proxy card if our client elects the Notice and Access model or if our client elects telephone and/or Internet voting. The proxy statement and Annual Report (10-K’s) can be printed at the vendor of your choice. Click to view
Exhibit: Notice Sample.
The banks, brokers, etc., are required to respond to the entity facilitating the broker-search request by transmitting an estimate of the quantity of proxy material anticipated for the mailing to beneficial holders within 5 business days upon receipt of the request. The definitive number of sets of material is not available until 3 business days after the record date. Continental will assist you in providing a “best estimate” to your printer for ordering annual reports, proxy statements and proxy cards. Please contact us for this estimate as early as possible. Understand that this is only an estimate and we are not responsible for any shortfall in ordering materials based on such estimates. Please note that the estimate for materials required could be substantially less if Notice and Access is employed, but the decision to reduce the amount of material printed is the responsibility of the issuer, not Continental.
It is imperative that we see a proof of the proxy card and/or Notice prior to printing. If you are using telephone/Internet voting, Scotti Graphics will automatically transmit the approved proxy card to our telephone and/or Internet service provider for review and setup.
When Continental coordinates your Meeting, all issues, such as the time it will take to complete your mailing, will be discussed with you to ensure your Meeting preparations proceed as planned. It is important that we be informed of any over-sized mailing, extra enclosure, or other special requirement in sufficient time to have appropriate envelopes available. If materials are scheduled to arrive from several printers, you will need to confirm delivery dates with each printer, and request that they clearly label the contents of each box. When we receive the materials, we will verify that all pieces have arrived, and we can begin the mailing. (Edgar must be filed). Continental will begin the mailing within 24 hours of our receipt of all material. Generally, we will mail all your Annual Meeting materials by First Class Mail from our NYC Operations Center, which is convenient to the postal distribution system. If Standard (Bulk) Mail will be used, we must be notified well in advance of the mailing date, since we require additional time to process mailings at Standard rates.
Continental
Stock Transfer & Trust Company Delivery Hours: Please note that no skids are permitted. Continental will not be responsible for the loading or unloading of your proxy material by your designated carrier.
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Continental has print specifications
which are required for proxy forms. For example,
the name and address must be positioned in
a certain location to allow placement in a
window envelope. Likewise, the location of
the company I.D., proxy number, the account
number, and the voting boxes must also be positioned
according to our format.
Continental Stock Transfer & Trust
Company