Franchise Document – Polar Bear

About Polar Bear

Polar Bear – The Ice Cream Sundae Zone began its journey in 2008 with a single store in Bengaluru. Founded on a deep passion for crafting exceptional ice cream sundaes and a desire to create a unique, joyful customer experience, we quickly captured the hearts and taste buds of dessert lovers.

Over the years, we’ve grown to become India’s largest ice cream sundae chain. We operate 160+ outlets across 25 cities in 5 states – a testament to our strong brand appeal, the consistent quality of our products, and the success of our franchise partners. 

 

Our Mission & Vision:

• • Mission: To consistently delight our customers with high-quality, innovative ice cream products and exceptional service, creating moments of happiness while positively impacting our communities and upholding sustainable practices.
  • Vision: To be India’s most loved ice cream sundae destination, recognized for our product excellence, customer-centric approach, and unwavering commitment to franchisee success, as we continue to expand our footprint nationally.

What Makes Us Unique?

• • Signature Sundaes: Our creative, indulgent, and iconic sundaes are a key differentiator, offering unique flavour combinations and a visual “wow” factor.
  • 100% Vegetarian & Pure Dairy: We cater to a broad and discerning audience with our unwavering commitment to pure dairy ingredients and an entirely vegetarian product range.
  • Vibrant Parlour Experience: Our outlets are designed to be bright, colourful, cheerful, and family-friendly, providing a welcoming escape and a fun environment for all ages.
  • Commitment to Sustainability: We actively work towards incorporating eco-friendly solutions in our operations, reflecting our responsibility towards the environment and appealing to conscious consumer

About our Franchise System

Our operating model includes a mix of COCO (company owned and company operated) and FOFO (franchise owned and franchise operated) outlets. A majority of our outlets are owned and operated by our franchise partners. Our franchise system is built on a philosophy of partnership and mutual success.

We provide a robust framework that empowers our franchisees to ensure consistency in quality, service, and brand experience across all Polar Bear outlets, which in turn strengthens the brand for everyone involved. Key tenets include:

• • Shared Brand Strength: Franchisees benefit from the instant recognition and positive reputation of the Polar Bear brand, while also contributing to its continued growth and esteem.
  • Proven Operational Excellence: We provide a time-tested set of operational procedures and standards that have been refined over years of experience and across numerous successful outlets. This minimizes guesswork and helps streamline day-to-day management.
  • Continuous Support & Collaboration: We view our franchisees as long-term partners. Our system includes ongoing support, open communication channels, and opportunities for collaborative learning and improvement.
  • Focus on Quality & Innovation: The system ensures that all outlets maintain our high standards of product quality and hygiene, while also facilitating the rollout of new and exciting products developed by our central R&D team.
  • Empowerment with Structure: While we provide a clear operational framework and brand guidelines, we also value the local insights and entrepreneurial drive our franchisees bring. The system is designed to support and guide, not to stifle initiative within the brand’s parameters.

What does it take to become a Franchise

1. Dedicated Hands-On Commitment & Strong Work Ethic:

• • Active Owner-Operator: This is not a passive investment. We require our franchisees to be actively involved in the daily operations of their store to establish standards and lead by example.
  • Significant Time Commitment: You must be willing and able to dedicate substantial time and effort to manage the business effectively. This often demands working evenings, weekends, and holidays.

2. Uncompromising Adherence to Systems & Brand Standards:

• • Systematic Execution: A core requirement is the willingness and ability to meticulously follow Polar Bear’s established operational systems,service protocols, and brand guidelines to ensure consistency and quality.
  • Brand Ambassadorship: As the face of Polar Bear in your community, you are expected to uphold our brand image, values, and reputation in every aspect of your operation.

3. Entrepreneurial Drive and Excellent People Management Skills:

• • Self-Starter & Proactive Leader: You must be able to take initiative, drive local marketing efforts, solve problems creatively, and be deeply motivated to build a thriving local business.
  • Effective Team Builder: Demonstrated ability to recruit, train, motivate, and retain a high-performing, customer-focused team.
  • Clear & Respectful Communicator: The ability to communicate effectively and professionally with your team, customers, suppliers, and the Polar Bear corporate support office.

4. Demonstrable Financial Stability & Prudence:

• • Sufficient Capital & Financial Health: You must possess the necessary capital to comfortably meet all initial investment requirements (franchise fee, full store setup costs, equipment, initial inventory). 
  • Working Capital Management: A clear understanding and proven ability to manage adequate working capital to cover day-to-day operations, payroll, supplies, and unforeseen expenses.
  • Financial Responsibility & Transparency: A commitment to meticulous bookkeeping, sound financial management practices, and transparent reporting as per the Polar Bear system.

5. Integrity, Ethics, and a Long-Term Vision:

• • Unquestionable Ethical Conduct: We expect uncompromising honesty, fairness, and integrity in all dealings with customers, employees, suppliers, and the franchisor.
  • Commitment to Growth & Partnership: A desire to build a sustainable and profitable business for the long term, fostering a positive and collaborative relationship within the Polar Bear franchise system.

6. Exceptional Customer-Centric Approach:

• • Service Champion: A profound and non-negotiable commitment to providing outstanding customer service. You and your team must strive to ensure every visitor leaves with a positive and memorable experience.
  • Community Builder: An active interest in engaging with your local community, positioning your Polar Bear outlet as a cherished and welcoming neighborhood destination.

Prior Experience: While direct Food & Beverage (F&B) experience can be a significant advantage, it is not always mandatory if you demonstrate significant strength in the other critical areas, particularly business acumen, leadership capability, a strong work ethic, and a genuine willingness to thoroughly learn and adhere to our established systems.

 

4. Franchise opportunities

Investing in a Polar Bear franchise offers a compelling opportunity to enter the thriving Indian ice cream market with an established and beloved brand.

1. Strong Market Demand: The demand for high-quality ice cream and unique dessert experiences is consistently growing in India. Polar Bear, with its diverse menu and appealing brand, is well-positioned to cater to this demand.

2. Brand Power: Benefit from the extensive brand recognition and customer loyalty that Polar Bear has cultivated over more than a decade. This provides a significant head start compared to starting an independent venture.

3. Proven Business Model: Our franchisees tap into a business model that has been tested and refined across numerous outlets, designed for operational efficiency and strong potential returns. 

4. Geographic Availability: While we are currently not accepting new franchise requests for Bangalore, exciting opportunities are available in various other rapidly growing cities, including but not limited to:

1. Hyderabad
2. Warangal
3. Karimnagar
4. Nizamabad
5. Tirupati
6. Chennai
7. Pune
8. Goa
9. And many other towns and cities across South and West India. (Please enquire for specific availability in your city of interest). 

Please note that you can only apply for a Franchise in the city that you reside in. For eg – you cannot apply for a Franchise in Chennai if you do not reside there. 

1. Store Formats: Our primary model is the vibrant parlour-style outlet, typically ranging from 250 sq. ft. to 500 sq. ft. In certain high-traffic locations or for flagship stores, larger formats up to 700-1000 sq. ft. may be considered.

5. Franchise system

Our franchise system encompasses comprehensive support, refined operational procedures, and a clear investment structure, all designed to equip you for success.

1. Comprehensive Support Structure:

Phase 1: Pre-Opening Support 

• Strategic Site Selection
• Outlet Design & Development
• Financial Planning & Funding Guidance
• Licensing & Legal Compliance

Phase 2: Comprehensive Training 

• Initial Franchisee Training 
• On-the-Job Staff Training 
• Recruitment & Training Support

Phase 3: Marketing & Launch Support

• Grand Opening Campaign
• Brand Marketing & Advertising
• Local Store Marketing Toolkit
• Digital & Social Media Support

Phase 4: Ongoing Operational & Business Development Support 

• Dedicated Area Manager
• Operational Manuals & Updates
• Supply Chain Management
• Quality Control & Audits
• IT & POS System Support
• New Product Rollout & Training
• Performance Monitoring, Audits & Business Reviews

1. Operational System:

• Store Formats & Requirements: Typically 250 – 500 sq. ft. (up to 1000 sq. ft. for larger models) in high-footfall areas.
• Key Operational Pillars:
  • Product Excellence: Strict adherence to standardized recipes, preparation, and presentation.
  • Customer Service: Training focused on friendly, efficient, and helpful service.
  • Hygiene & Cleanliness: Uncompromising standards for store and food safety.
  • Inventory Management: Efficient systems for stock rotation, ordering, and waste minimization.
• Technology Integration: Standardized Point of Sale (POS) system for billing, sales tracking, and inventory.
• Supply Chain & Sourcing: Centralized sourcing for key items; guidance on approved local vendors.

1. Investment Structure:

• Store Setup Cost: Complete store interior setup and decor, equipment and machinery (freezers, POS, etc.), licenses and permits, etc. The exact amount will vary based on location, store size, and condition.
• Initial Franchise Fee: A one-time fee to cover the pre-operating costs of the store.
• Royalty Fee: A recurring fee (% of net sales), contributing to ongoing brand development, system enhancements, marketing, and support.

Approval Process

Our approval process is thorough, designed to ensure that we partner with individuals who are well-suited for the Polar Bear franchise opportunity and are positioned for success. It typically involves the following steps:

• Initial Inquiry & Application Submission:

1. • Express your interest by carefully and comprehensively completing the online Franchise Application Form, providing accurate details about your background, financial standing, and business aspirations.

• Preliminary Screening & Discussion:

1. • Our franchise development team will review your application.
   • If your initial profile aligns with our criteria, we will contact you for a preliminary discussion (telephonic or video call) to better understand your motivations, financial capacity, and suitability.

• Business Plan Submission & Financial Verification:

1. • Shortlisted candidates may be required to develop and submit a preliminary business plan for their proposed Polar Bear outlet.
   • We will conduct a thorough financial verification process, which may include reviewing financial statements and proof of funds, to assess your ability to meet the investment requirements.

• Site Identification & Evaluation:

1. • You will be guided on the criteria for an ideal location. If you have a proposed site, our team will assess its suitability. We may also assist in identifying potential sites in approved territories.
   • A site visit by our team may be conducted.

• Detailed Interviews & Due Diligence:

1. • Further in-depth discussions and interviews will take place with our senior management to assess your business acumen, leadership potential, understanding of the F&B industry, and alignment with Polar Bear’s values and operational standards.
   • Mutual due diligence is encouraged during this phase.

• Letter of Intent (LOI) / Offer Letter:

1. • If both parties agree to proceed, a Letter of Intent (LOI) or a conditional Offer Letter may be issued, outlining the principal terms of the franchise.

• Legal Formalities & Franchise Agreement:

1. • You will be provided with the detailed Franchise Disclosure Document (FDD) or its equivalent, containing all pertinent information about the franchise offering.
   • We strongly recommend that you review the Franchise Agreement thoroughly with your legal counsel.
   • Upon mutual agreement, the Franchise Agreement is signed, and the initial franchise fee is paid.

• Store Setup, Training & Launch:

1. • You will then commence the setup of your Polar Bear outlet as per our designs and standards.
   • Simultaneously, you and your key staff will attend and successfully complete our mandatory comprehensive training program.
   • Finally, you will plan and execute the grand opening of your store with active support from our team.

The entire approval process, from application to store launch, can typically take anywhere from 2 to 4 months, depending on various factors such as site finalization, store fit-out duration, and completion of training and licensing