AI Smart Cooler Placement Agreement Checklist

What should an AI vending machine placement agreement cover?

An AI vending machine placement agreement should identify the operator and authorized location host, the exact installation area, equipment ownership, payment to the host, utilities, service access, customer support and termination arrangements. For a smart cooler, also assign responsibility for connectivity, payment disputes, product safety and access to operational records.

This is a business discussion checklist, not a ready-to-sign legal contract. Have the final agreement reviewed for the actual location and jurisdiction. WEIMI supplies new equipment; this guide does not offer a managed placement service or promise location income.

1. Define the placement before negotiating the percentage

Record the building address and approved position on a floor plan. Name the person authorized to grant access, the equipment owner and the operator receiving customer payments. Confirm that the host can authorize the placement and that existing leases or vending arrangements do not conflict.

• Identify the machine, footprint, door clearance and delivery route.
• Define the customer group and actual access hours. A 24-hour machine inside a locked building is not publicly accessible around the clock.
• List the approved product categories and who may change prices or assortment.
• Specify whether any exclusivity covers a precise product category, machine type or defined area.
• Set an installation acceptance checklist and a start date tied to readiness.

Keep location selection separate from the agreement. Use the location guide to evaluate site types and the business planning guide for the broader operating model.

2. Define commission, rent and the sales base

A percentage is incomplete without its calculation base. Decide whether the host receives fixed rent, a share of an agreed sales base, or another documented arrangement. There is no universal commission rate that makes every site viable.

Write down the reporting period, payment date, treatment of sales tax, refunds, discounts, chargebacks and processing fees. Specify how later adjustments are carried into the next statement and how a host can question a discrepancy. Do not count a temporary card authorization as a completed sale.

Hypothetical statement example

The following numbers illustrate a calculation only; they are not WEIMI sales results or a recommended commission rate. Suppose the parties agree on 10% of captured customer payments after sales tax and refunds, with processing fees not deducted.

A different agreed base produces a different payment. Avoid vague wording such as “net revenue” unless every deduction is defined. Retain a statement format both parties understand before the first reporting period.

3. Assign operational responsibilities

Use the following matrix as a meeting worksheet. Replace each proposed role with a named responsible party and backup contact; the allocation depends on the deployment.

Do not assume the host will restock, approve refunds or troubleshoot a terminal simply because the machine is on their premises. Likewise, a supplier warranty does not automatically provide local labor or a guaranteed response time.

4. Make access and incident handling workable

Document routine service hours, visitor registration, keys or badges, loading access and the contact for an urgent visit. Define how planned closures, renovations or network changes are communicated. Agree who can authorize a temporary sales suspension and how customers receive assistance.

For AI coolers, distinguish the cabinet, payment terminal and reporting connection. An offline dashboard does not alone establish whether refrigeration or payment processing has stopped. The agreement should identify the responsible contacts; the offline recovery checklist covers incident handling.

Agree on a customer support channel and a record-sharing process that avoids unnecessary personal or card data. Keep pending holds, refunds and final charges distinct; see the payment dispute guide. Do not promise a refund timetable that the payment provider has not confirmed.

5. Plan review, relocation and removal

If the parties want a trial, specify its start, review date and decision criteria rather than copying an arbitrary industry term. Review actual sales, service visits, out-of-stock periods, complaints and site access. Identify which changes require written agreement.

• Term and renewal: record the end date, renewal process and notice method.
• Relocation: define approval, new-site checks and responsibility for moving costs.
• Early exit: have advisers define termination rights, notice and any remedy period.
• Removal: agree collection access, inventory ownership, floor restoration and equipment condition records.
• Final reconciliation: settle host payments and later refunds or chargebacks under a documented process.
• Access closure: return keys, revoke unnecessary account access and handle retained records appropriately.

Ask qualified advisers to review insurance, liability, indemnities and applicable legal requirements. Operational checklists help identify questions; they do not determine enforceability.

Before installation: a one-page meeting record

1. Name the operator, host representative and emergency contacts.
2. Attach the approved position and access route.
3. Record the host-payment formula with an example statement.
4. Assign power, network, stock, service and customer-support owners.
5. Confirm the permitted products and relevant site requirements.
6. Write the review date, change process and removal arrangements.
7. Resolve open points and obtain the appropriate review before signing.

For equipment planning, prepare the intended product mix, installation conditions and payment requirements before discussing a new WEIMI AI vending machine. Equipment selection and the host agreement should describe the same operating arrangement.