Partnerships & Collaborations

Purpose

Provide a comprehensive overview of how Regenesis engages with partners, the types of partnerships pursued, key materials, and roles involved. This SOP serves as the entry point for anyone joining the Partnerships function.

Frequency

Reviewed quarterly; updated as partnership strategy evolves.

Owner

Justin (CEO), Matt

Maintainer

Wina

Time Needed

• Initial read-through: 30 minutes

• Quarterly review/update: 1 hour

Types of Partnerships

Partnership Materials

• Location: Google Drive 11-Partnerships & Collaborations

• Contents: Partnership proposals, MOUs, signed agreements, partner profiles, co-marketing assets

• Access: Managed by Justin

Key Contacts & Roles

TBD: Justin to confirm complete partner contact register and any existing partnership agreements.

Partnership Lifecycle

1. Identification -> 2. Evaluation -> 3. Outreach -> 4. Negotiation -> 5. Agreement -> 6. Onboarding -> 7. Ongoing Management -> 8. Performance Review

Each stage has a corresponding SOP (see SOPs 1-4 below).

Steps (First-Day Employee Guide)

1. Read this SOP and all related SOPs (1-4) completely
2. Gain access to Google Drive 11-Partnerships & Collaborations (request from Justin)
3. Review the current partner register (request from Justin if not yet documented)
4. Review any existing partnership agreements to understand current terms and structures
5. Understand the partnership types above and which are currently active
6. Familiarize yourself with the partnership lifecycle stages
7. Note any upcoming partner meetings or review dates in your calendar
8. Connect with Matt on current pipeline of potential partners

Done When

• [ ] New team member has read and confirmed understanding of all Partnership SOPs

• [ ] Access to Drive 11-Partnerships & Collaborations has been granted

• [ ] Current partner register reviewed and understood

• [ ] Partnership lifecycle and approval process understood

• [ ] Connected with Matt on active partnership pipeline

If Something Goes Wrong

TBD Items

• [ ] Create complete partner register (current and prospective)

• [ ] Confirm all existing partnership agreements are filed in Drive 11

• [ ] Establish standard partnership proposal template

• [ ] Confirm key contacts and roles with Justin

Purpose

Evaluate whether a potential partner is a good fit for Regenesis before investing time in negotiations. Ensures consistent, objective evaluation of all partnership opportunities.

Frequency

As needed - whenever a new partnership opportunity arises.

Owner

Justin (CEO) - final decision; Matt - initial evaluation.

Maintainer

Wina

Time Needed

• Initial research: 2-4 hours

• Evaluation scorecard: 1-2 hours

• Decision meeting: 30 minutes

Evaluation Criteria

Must-Have (Deal Breakers)

• [ ] Aligned with Regenesis brand and values (wellness, innovation, quality)

• [ ] Financially stable (no signs of distress)

• [ ] Legal entity in good standing

• [ ] Willing to sign NDA for detailed discussions

• [ ] Appropriate facility/location for pod installation (if placement partnership)

Scored Criteria

Scoring Guide:

• 5 = Exceptional fit

• 4 = Strong fit

• 3 = Adequate fit

• 2 = Below average, concerns exist

• 1 = Poor fit

Threshold: Weighted score >= 3.5 recommended for proceeding. Below 3.0 = do not proceed.

Steps (First-Day Employee Guide)

1. Receive or identify a potential partnership opportunity
2. Conduct initial research on the potential partner:

a. Company website, social media, online reviews

b. Business registration and legal standing (if publicly available)

c. Key personnel and decision-makers

d. Facility details (photos, location, size) if relevant

e. Market presence and reputation

1. Check for any existing relationship or prior contact with Regenesis
2. Complete the Must-Have checklist above - if any item fails, flag to Justin immediately
3. Complete the Scored Criteria evaluation table
4. Write a 1-page evaluation summary including:
• Company overview
• Why they are a potential fit
• Key risks or concerns
• Recommendation (proceed / do not proceed / need more information)
5. Create a task in ClickUp under Partnerships with the evaluation summary
6. Present evaluation to Justin for decision
7. Justin approves, rejects, or requests additional research
8. If approved: proceed to SOP 2 (Partnership Agreement Process)
9. If rejected: document reason and notify partner professionally
10. File all evaluation materials in Drive 11-Partnerships & Collaborations under the partner name

Done When

• [ ] Initial research completed on the potential partner

• [ ] Must-Have checklist evaluated (all items pass or deal-breaker identified)

• [ ] Scored Criteria evaluation completed with weighted total

• [ ] 1-page evaluation summary written

• [ ] Evaluation presented to Justin

• [ ] Decision documented (approved / rejected / more info needed)

• [ ] All materials filed in Drive 11

If Something Goes Wrong

TBD Items

• [ ] Create evaluation scorecard template in Drive 11

• [ ] Establish standard information request list for potential partners

• [ ] Build a partner evaluation tracker in ClickUp

Purpose

Execute a partnership agreement from initial interest through to signed contract, ensuring proper legal protection, clear terms, and documented approval at each stage.

Frequency

As needed - whenever a partnership is approved to move forward (after SOP 1 evaluation).

Owner

Justin (CEO)

Maintainer

Wina

Time Needed

• NDA execution: 1-3 days

• LOI/MOU drafting and negotiation: 1-2 weeks

• Due diligence: 2-4 weeks

• Contract drafting and legal review: 2-4 weeks

• Signing: 1-3 days

• Total typical timeline: 6-12 weeks

Agreement Stages

Stage 1: Non-Disclosure Agreement (NDA)

• Use standard Regenesis NDA template

• Both parties sign before sharing detailed information

• Justin signs on behalf of Regenesis

• Template location: TBD - confirm with Justin

Stage 2: Letter of Intent (LOI) / Memorandum of Understanding (MOU)

• Non-binding document outlining partnership intent

• Key terms: scope, territory, duration, general commercial terms

• Drafted by Justin with input from Matt

• Both parties sign to confirm mutual interest

Stage 3: Due Diligence

• Verify partner's claims (financial stability, legal standing, facility suitability)

• Site visit if applicable (pod placement partnerships)

• Reference checks with existing clients/partners of the potential partner

• Technical assessment by Tav (for installation partnerships)

Stage 4: Contract Drafting

• Based on LOI terms, draft the formal partnership agreement

• Key terms to include (see below)

• Legal review by external counsel

Stage 5: Legal Review

• External counsel reviews the contract

• Legal counsel: TBD - confirm with Justin

• Address any legal concerns or modifications

• Both parties' legal teams may negotiate terms

Stage 6: Signing

• Final version approved by Justin

• Both parties sign

• Fully executed copy stored in Drive 11

Key Contract Terms

Steps (First-Day Employee Guide)

1. Confirm partnership has been approved by Justin (SOP 1 evaluation passed)
2. Send standard NDA to the potential partner for signature
3. Once NDA is signed by both parties, file in Drive 11 under partner name
4. Draft LOI/MOU based on discussions with the partner:

a. Use existing template if available

b. Include scope, territory, duration, and general commercial terms

c. Justin reviews and approves before sending

1. Negotiate LOI/MOU terms with partner until both parties agree
2. Both parties sign LOI/MOU; file in Drive 11
3. Begin due diligence:

a. Financial verification

b. Legal standing check

c. Site visit (if applicable) - coordinate with Tav for technical assessment

d. Reference checks

e. Document all findings

1. If due diligence reveals concerns, present to Justin for decision (proceed/terminate)
2. Draft formal partnership agreement:

a. Base on LOI terms and due diligence findings

b. Include all key contract terms listed above

c. Justin reviews initial draft

1. Send to external legal counsel for review
2. Incorporate legal feedback; negotiate with partner's legal team if needed
3. Final version approved by Justin
4. Both parties sign the agreement
5. File fully executed agreement in Drive 11 under partner name
6. Notify relevant team members (Tav for technical setup, Matt for relationship management)
7. Proceed to SOP 3 (Partner Onboarding)

Done When

• [ ] NDA signed by both parties and filed

• [ ] LOI/MOU signed by both parties and filed

• [ ] Due diligence completed with no unresolved concerns

• [ ] Formal agreement drafted, legally reviewed, and signed

• [ ] Fully executed agreement stored in Drive 11

• [ ] Relevant team members notified

• [ ] Partner onboarding initiated (SOP 3)

If Something Goes Wrong

TBD Items

• [ ] Create or locate standard NDA template

• [ ] Create or locate LOI/MOU template

• [ ] Create or locate partnership agreement template

• [ ] Confirm external legal counsel for contract review

• [ ] Establish standard revenue share ranges for different partnership types

Purpose

Set up a new partner for success after the partnership agreement is signed. Covers site assessment, technical setup, training, marketing support, and the critical first 30 days.

Frequency

As needed - whenever a new partnership agreement is signed (follows SOP 2).

Owner

Justin (CEO), Matt

Maintainer

Wina

Time Needed

• Site assessment: 1-2 days (including travel)

• Technical setup and installation: 1-3 days

• Partner staff training: 1 day

• Marketing materials preparation: 3-5 days

• First 30-day check-in cadence: ongoing

• Total onboarding period: 4-6 weeks

Onboarding Phases

Phase 1: Site Assessment & Planning (Week 1-2)

Phase 2: Technical Setup & Installation (Week 2-3)

Technical Requirements Checklist:

• [ ] Dedicated power outlet (specifications per pod model)

• [ ] Minimum space: TBD square meters (confirm with Tav)

• [ ] Climate control: room temperature 18-25C, humidity < 60%

• [ ] Internet connection: minimum speed TBD Mbps

• [ ] Ventilation: adequate airflow around pod

• [ ] Flooring: level, load-bearing surface

• [ ] Access: doorways wide enough for pod delivery

Phase 3: Training (Week 3-4)

Cross-reference: Post-Installation Support SOP for ongoing support procedures.

Phase 4: Marketing & Launch (Week 3-4)

First 30-Day Check-In Cadence

Steps (First-Day Employee Guide)

1. Confirm partnership agreement is signed and filed (SOP 2 complete)
2. Create a partner onboarding project in ClickUp with all tasks from this SOP
3. Schedule site assessment visit with partner - coordinate Tav and Matt
4. Conduct site assessment:

a. Measure space, power, connectivity

b. Take photos and document conditions

c. Identify any facility modifications needed

d. Complete the Technical Requirements Checklist above

1. Create installation plan with timeline - Tav leads
2. Coordinate pod delivery logistics
3. Install and test the pod - Tav leads
4. Complete safety inspection
5. Schedule and conduct partner staff training (all topics listed above)
6. Provide partner with printed training materials / quick-reference guide
7. Prepare co-branded marketing materials - Matt coordinates with Florian
8. Execute launch announcement with partner
9. Set up booking system for partner location
10. Begin 30-day check-in cadence (see table above)
11. At Day 30: prepare comprehensive Month 1 report for Justin
12. Transition to ongoing partner management (SOP 4: Performance Review)

Done When

• [ ] Site assessment completed and documented

• [ ] Pod installed, tested, and safety-inspected

• [ ] Partner staff trained on all topics (signed training attendance sheet)

• [ ] Co-branded marketing materials delivered to partner

• [ ] Launch announcement published

• [ ] Booking system operational

• [ ] 30-day check-in cadence completed

• [ ] Month 1 report delivered to Justin

• [ ] Partner transitioned to quarterly performance review cadence (SOP 4)

If Something Goes Wrong

TBD Items

• [ ] Create partner training materials / quick-reference guide

• [ ] Establish standard co-branded marketing template

• [ ] Confirm technical specifications per pod model (power, space, connectivity)

• [ ] Create training attendance sheet / sign-off form

• [ ] Build onboarding project template in ClickUp

Purpose

Review partner performance quarterly to ensure partnerships remain productive, identify issues early, and take action on underperforming locations.

Frequency

Quarterly - aligned with investor reporting cadence.

Owner

Justin (CEO)

Maintainer

Wina

Time Needed

• Data gathering: 2-3 hours per partner

• Performance report preparation: 1-2 hours per partner

• Partner review meeting: 30-60 minutes per partner

• Action plan (if needed): 1-2 hours

Performance Metrics

Performance Categories

Quarterly Review Process

Pre-Meeting (1-2 weeks before)

1. Pull utilization data from booking system
2. Pull revenue data from financial records
3. Collect customer feedback from the quarter
4. Review maintenance/support tickets for the partner location
5. Check marketing compliance (website, social media, in-facility)
6. Review contract compliance (terms, exclusivity, territory)
7. Prepare the Performance Report using the template below

Performance Report Template

Partner Performance Report - Q[X] [YEAR]
Partner: [Name]
Location: [Address]
Agreement Date: [Date]
Review Period: [Start] - [End]

METRICS SUMMARY
| Metric | Target | Actual | Status |
|--------|--------|--------|--------|

HIGHLIGHTS
- [Key achievements this quarter]

CONCERNS
- [Issues identified]

COMPARISON TO PREVIOUS QUARTER
- [Trend analysis]

RECOMMENDATIONS
- [Action items for next quarter]

Review Meeting

1. Share Performance Report with partner 48 hours before meeting
2. Conduct review meeting (video call or in-person)
3. Discuss highlights, concerns, and recommendations
4. Agree on action items for next quarter
5. Document meeting notes and agreed actions

Post-Meeting

1. Distribute meeting notes within 24 hours
2. Create action item tasks in ClickUp
3. File Performance Report in Drive 11 under partner name
4. Schedule next quarterly review

Steps (First-Day Employee Guide)

1. Check the calendar for upcoming quarterly partner reviews
2. Two weeks before review: begin data gathering for each partner
3. Pull all metrics listed in the Performance Metrics table above
4. Calculate performance scores using the Performance Categories
5. Prepare the Performance Report using the template
6. Share draft report with Justin for review before sending to partner
7. Send Performance Report to partner 48 hours before scheduled review meeting
8. Conduct the review meeting:

a. Review metrics together

b. Celebrate wins

c. Discuss concerns openly

d. Agree on action items

1. Document meeting notes and email to partner within 24 hours
2. Create action item tasks in ClickUp with owners and due dates
3. For underperforming partners (below 60%):

a. Draft a formal remediation plan

b. Justin reviews and approves the plan

c. Present remediation plan to partner

d. Set monthly check-in cadence until performance improves

1. File all materials in Drive 11 under partner name
2. Update the partner register with current status

Action Plans for Underperforming Locations

Low Utilization (below target)

• Analyze booking patterns (time of day, day of week)

• Review marketing efforts at the location

• Consider pricing adjustments

• Evaluate location visibility and signage

• Assess staff engagement and recommendation behavior

Low Customer Satisfaction (below 4.0)

• Review specific feedback comments for patterns

• Conduct facility inspection

• Retrain partner staff if needed

• Address environmental factors (cleanliness, noise, temperature)

• Implement customer follow-up process

Maintenance Issues (above threshold)

• Root cause analysis of recurring issues

• Preventive maintenance schedule review

• Staff handling assessment

• Equipment replacement if necessary

Done When

• [ ] All metrics gathered and verified for each partner

• [ ] Performance Report completed and approved by Justin

• [ ] Report shared with partner 48 hours before review meeting

• [ ] Review meeting conducted with documented notes

• [ ] Action items created in ClickUp with owners and due dates

• [ ] Underperforming partners have remediation plans in place

• [ ] All materials filed in Drive 11

• [ ] Next quarterly review scheduled

If Something Goes Wrong

TBD Items

• [ ] Create Performance Report template in Drive 11

• [ ] Establish target metrics for each partnership type

• [ ] Set up automated data collection from booking/financial systems

• [ ] Create partner performance dashboard

• [ ] Confirm quarterly review schedule for all current partners