Welcome to our comprehensive guide to Ad Clearance. This guide should help you get your ad broadcast-ready, from scripts to final approval. Whether you're a seasoned pro or just dipping your toes into ad clearance, this guide is your trusty companion.
To get started, watch our animated guide for a visual walkthrough of the three-stage clearance process. This introduction will set the stage for the detailed explanations that follow.
Clearance is a three-stage process, and you should leave two to three weeks for the entire process.
Our clearance process is made up of three stages that run alongside the production of an ad. Approval at each stage happens in The Clearcast Library, as explained below. All stages must be completed, even if your ad is already made.
The first stage of every clearance, even if your ad is already made, is to submit your script via The Clearcast Library.
Submitting Your Script:
For guidance on uploading your script, refer to our script submission user guide and demo video.
Your assigned Clearcast contact will review your script and provide feedback within approximately three working days. Scripts with advanced scientific or technical claims may require additional time for consultant review.
Once your script is approved, you can proceed to the ad’s production and move on to the next stage.
Script Submission Best Practices
To ensure your script is processed as quickly as possible, please follow these best practices:
What Happens After Script Submission
When you submit a script for clearance, here's what you can expect:
Substantiation
Substantiation is the term we use for the evidence we need in support of any claims made in your ad. Substantiating your claims is a necessary requirement as per section 3.9 of the BCAP code. To streamline the process, we ask that you use our template documents when supplying substantiation to us. This ensures a quicker and smoother review process.
If your script does not fall under retail and the CSM is too detailed for your needs, you must use a document on the client’s headed paper that’s signed off by a senior person at the client to cover the claims in your script. Please make sure it’s clear, concise, and addresses all the points raised in the script.
Please note:
Making a Decision
Once we have received suitable substantiation and determined that your script meets the necessary criteria, we’ll sign it off in The Library, where you will be able to see our feedback.
If the script does not comply with the BCAP code, we will inform you of the specific issues and suggest ways to amend the script to achieve approval.
For stage two of the clearance process, you’ll need to upload the filmed version (rough cut) of your ad to The Library. For guidance on uploading your rough cut, refer to our rough cut submission user guide and demo video. This stage, while not mandatory, is highly recommended as it can save you time and money later on.
Steps for submitting a rough cut:
Benefits of submitting a rough-cut:
Review Process:
Daily Viewing Meeting: Your ad, whether rough cut or final TVC, will be reviewed at our daily viewing meeting. We convene at 10am each morning to watch all ads submitted to us in the preceding 24 hours. Ads received by midday will be viewed the following morning.
Approval and Feedback: During this meeting, our copy clearance staff will check your ad for compliance and decide on approval. We will inform you once your ad has been approved and detail any restrictions that need to be applied. If we are unable to approve the ad, we will provide feedback as soon as we can, including the reasons for the decision.
Important Note: Approval of the rough cut does not guarantee acceptance of the final version, particularly if changes are made between the rough cut and the final TVC.
Submission: After your rough-cut has been approved, upload the final version of your ad, known as the ‘Clocked’ version or TVC, to The Library for final approval. This version is what needs to be delivered to the broadcasters you’ve booked airtime with.
For guidance on uploading your TVC, refer to our TVC submission user guide and demo video.
Approval Process: This is the final stage where you receive clearance for your ad. Once the rough-cut has been approved, create a ‘TVC material’ within The Library, input the required information, and upload your final clocked ad along with its metadata. The system will perform QC checks, including audio, flashing, and video duration. If your ad fails any of these checks, you will be able to view details of the failure and amend your submission as needed without having to re-clock or create a new submission.
Final Review: If your ad passes the QC checks, it will be reviewed by your Clearcast contact for final approval. You can view this approval status in The Library, and it will also be visible to the broadcasters.
Delivery: Once final approval is granted, your ad is ready for delivery through your preferred supplier for broadcast.
Clocked Edit Checklist: When submitting a clocked edit, ensure you include:
If you need guidance on creating a clock number, refer to the ‘How Do I Create a Clock Number and Slate’ guide.
Costs and Optional Services
There are no costs involved in the process, provided your ad will be transmitted on one of the channels we clear for. This includes on-demand and online channels.
If the channel isn’t on this list, you should approach them directly for clearance of your ad, as they may require a different clearance process.
Charges may apply for optional services during the clearance process. These include:
Late Submissions
If the ad’s transmission is imminent and there isn’t time for standard clearance, we will do our best to provide provisional clearance. This allows you to run the ad on the stations you’ve booked airtime with while we work on full approval. Provisional clearance doesn’t provide the same checks and guarantees as final clearance and can be overturned at a later stage. This is chargeable, and a difference service than fast track. For further details, click here.
Technical Specifications
Technical specifications for all Rough-Cuts and TVCs can be found here.
If you have any technical questions or your file has failed transcoding or QC and you need further clarification, please email our support team at help@clearcast.co.uk.
Legal Text
Legal text (also known as ‘Supers’) is often required in ads and must comply with regulations regarding size and ‘hold’ time, such as how long it is onscreen. It must always be in standard sentence case, not upper case lettering.
Passing our legal text checks requires careful consideration. If a finished ad fails these tests, it can’t be transmitted and will need a new clock number.
We have two tools on our website to check your legal text before submitting your ad to us: the Height Of Super Test Card and the Duration of Hold Calculator.
For more detailed information on Supers, refer to the Super and Flashing segment.
Flashing
All video submissions must comply with guidelines on flashing images. Useful information about flashing can be found in the Super and Flashing segment.
If you have any questions about any stage of the process, please email edittoclear@clearcast.co.uk.
Helpful Documents
Helpful Resources
We always respond as quickly as possible to confirm clearance, raise issues, or request substantiation. During clearance, we may require advice from our specialist consultants, which may extend the approval time.
Clearance of the actual clocked ad (or a rough-cut) is usually processed within 2-3 working days if the ad is in line with your approved script and there are no technical issues with your video file.
Our service levels explain how long it may take us to provide a response in more detail.
Anyone who registers with us is assigned a specific contact. If you have any questions about your ad, please submit them to your contact to receive the quickest response. If your contact is away, their work will be covered by one of our cover team or by another member of staff. You can find out who will be covering your work by emailing clearcast_cover@clearcast.co.uk.
If you have a technical question (e.g. about file specs, failed transcoding, or using The Library), please contact the helpdesk.