Bulk / School / Esports Group Agreement
Terms for official school clubs, university esports teams, student gaming groups, gaming cafes, and leagues ordering as a group.
Scope
This agreement applies to orders submitted as a group through our bulk order inquiry form — official school clubs, university esports teams, student gaming groups, leagues, gaming cafes, and similar organizations. It works alongside our general Terms & Conditions and Warranty Policy. See Bulk, School & Esports Group Program for the plain-language overview of this same process.
Group intake process
Submit a bulk inquiry with your organization's contact info, an estimate of how many controllers, and the platforms involved. We'll follow up to scope and quote.
Device list / roster sheet
For 4 or more controllers, we require a device list (roster sheet) before quoting: one line per controller, listing platform, an identifying mark (color/asset tag), and the reported issue. This is what we diagnose and quote against.
One shipment, preferred
We strongly prefer the whole group order arrive together in one mail-in shipment, rather than units arriving separately over time. Local group pickup/drop-off is not live yet — see Local Pickup & Drop-Off.
Bulk pricing expectations
Bulk pricing is 1% off per controller in the order, starting at 4 controllers (4 controllers = 4% off), capped at 20% off before any customer-type cap. Groups ordering fully online/mail-in are capped at 20% combined, like any other online order. Groups ordering 30+ controllers a year in batches of 10 or more may qualify for custom pricing by individual agreement. Discounts don't apply to tax, shipping, payment processing fees, expedited/rush service, parts-only orders, pass-through parts, buybacks, or third-party accessories unless stated otherwise.
Approval process before repair
We send one consolidated quote for the full roster. No repair work begins on any unit in the group order until your organization's designated authorized contact approves the quote in writing (email is sufficient).
Payment timing
Payment is due at quote approval, billed as a single Stripe Invoice, unless we've agreed to different timing with your organization in writing (for example, a purchase order process). We never collect or store card numbers directly.
Warranty terms
Students, educators, and official student groups/esports clubs receive 10% off eligible repair labor and a 180-day limited warranty on the specific repair performed, in place of our standard 90-day warranty. A .edu email auto-qualifies. The same exclusions in our Warranty Policy apply (liquid/physical damage, abuse, unauthorized repair, normal wear, etc.).
Packing, labeling & collection responsibilities
- Your organization is responsible for packing and labeling each controller to match the roster sheet before shipment or drop-off.
- We return the batch together; your organization is responsible for redistributing controllers back to individual members or students.
- One designated contact should handle quote approval and payment for the group, not individual members.
- The same abandoned-device timelines in our Terms & Conditions apply to group orders — completed units should be collected promptly so the whole batch isn't held up.
No guarantee of competitive outcomes
We do not guarantee tournament eligibility, league/competitive ruling compliance, or any performance advantage from any repair, upgrade, or modification. Eligibility and ruling compliance are between your organization and its league/tournament authority.
Trademarks & use of names
We will not use your school's, team's, or organization's name, logo, or trademarks in our marketing or promotional materials without separate written permission. Likewise, please don't represent Okapi Gaming Lab as an official sponsor or endorser of your organization without our written permission.
Optional Annual Maintenance Visit
Ongoing programs may schedule a recurring once-a-year bulk service window (deep clean and inspection for the fleet), priced and scheduled in advance per organization. This is opt-in and set up individually — it is not a standing commitment under this agreement unless separately confirmed in writing.
Acknowledgement
By submitting a bulk/group order, your organization's authorized contact agrees to this Group Agreement on behalf of the organization.