Any booking for any work by
Civitatis International Ltd. is subject
to all of the following standard Terms
and Conditions:
All terms and conditions herein are
Express terms.
All terms and conditions herein
supersede any and all prior
correspondence, communication and or
agreement and thereby constitute a
contractual arrangement between you (the
Client) and us (Civitatis International
Ltd.)
Confidentiality
Civitatis International Ltd. undertakes
to keep all information supplied by the
Client strictly confidential and will
not disclose any information to third
parties without your written permission.
All our Rapporteurs, transcriptionists
and editors are required to sign a
Civitatis International Ltd.
Confidentiality Agreement, copies of
which can be viewed upon request. If you
wish us to sign your own Confidentiality
Agreement we are happy to consider this
upon receipt of a copy.
Pricing
We will advise you of our pricing
structures before you formally instruct
us in the provision of our professional
services. All work will be charged in
accordance with the pricing scale in
force at the time the work is
commissioned. Special rating may be
applied, at the discretion of Civitatis
International Ltd. for complex or highly
technical material, or where the audio
quality or content of an assignment is
not as indicated at the time of
quotation.
All costs of materials or services supplied or used in the
course of work, i.e. fax, phone and
email charges, etc will be invoiced in
addition to the rates quoted.
When we receive specific requests for
completion of work during weekends or
Bank Holiday periods, this work will be
subject to a 25% surcharge on our basic
rates.
Billing
We will provide you with an itemised
invoice detailing all our fees and
charges.
Payment shall be made on delivery of the contracted work,
unless a monthly account has been
agreed. Payment will be due within
fourteen days of invoice
production.
For private individuals and overseas
Clients, a 25% deposit of the Cost
Estimate will be payable at the outset,
and the remainder of the fee charged on
completion of the assignment. This shall
become
due immediately and will
be non refundable in the event of
cancellation.
Payment can be made by:
-
Cheque payable to 'Civitatis
International Ltd.' (EU only)
-
Bank transfer - details shown on
invoice. (EU and all other regions)
Any bank charges incurred by Civitatis International Ltd.,
arising from the return of unpaid
cheques shall be settled by the Client.
The Client shall pay for all banking charges related to the
transfer and receipt of funds to our
bank account. The Client will instruct
their bank to pay all “Your” and “Our”
banks charges. The Client will also be
responsible for paying our ancillary
banking charges related to our receipt
of payment, such as commission, which
will be included in the invoice.
Late Settlement Policy
Where invoices remain outstanding beyond the due settlement
date, the following procedure will
apply:
If it is necessary for us to issue reminders for payments
outstanding after the due date, a fee
of £15 shall be added to the invoice
total on each such occasion.
Any invoices which remain outstanding from invoice
production shall automatically be
subject to a monthly interest charge of
Bank of England base rate plus 10% of
the balance due at that time (including
any possible late payment reminder
fees), until the date payment reaches
our account. Further interest on overdue
payments will be charged at a rate of 2%
per week. Interest is calculated from
the outstanding balance.
Expenses and Disbursements
The Client agrees to book and pay for in advance all travel
and accommodation costs from
London to the conference venue and
delegate hotel for our rapporteur /
researcher to attend the conference.
Tickets for international travel should
be arranged for collection at the
airline desk or sent as an e-ticket by
electronic mail to us. If using e-ticket
option we should receive this no later
than seven days in advance of our
departure. Our preferred
London
airport for departure and arrival is
London Gatwick.
The Client should book and pay for all shuttle transfer
from the destination airport or terminal
to and from the conference hotel and
venue. If a shuttle service is
unavailable the Client agrees to
immediately reimburse our representative
for all taxi costs on production of
receipts.
Accommodation for our rapporteur /
researcher should be in the principal
delegate hotel. If this is not possible
the Client should book and pay for in
advance a hotel with a minimum of a four
star rating as near to the conference
venue as possible. Breakfast should be
included in the booking at no charge to
us and rooms should be double, en-suite
and with a shower. Rooms should have a
desk and power point that can
accommodate a laptop computer. Ideally
the room should have free internet
access available. If we are charged for
internet usage at either the hotel or
venue related to our work for you than
you will reimburse us for this. The
Client will not be responsible for
paying any of our mini bar bill. The
Client will however pay for all
disbursements i.e. all reasonable out of
pocket expenses such as travel,
accommodation, meals, calls and all
incidental costs. A per diem rate of
remuneration can be arranged by mutual
agreement for conferences lasting more
than two days.
Disbursements policy
If the Client asks that we book or pay for our own travel
or that we incur any out of pocket
expenses in relation to your event
whatsoever, you will be presented with
an invoice by us or the receipts for our
disbursements to date upon our arrival
for immediate reimbursement by your
secretariat in cash in your local
currency at an exchange rate determined
by us based on our banks exchange rate.
All disbursements are to be settled in
advance of the conference.
The Work
We will provide you, according to your requirements
indicated by your formal instruction of
our professional services by signature
of our booking form with either a
transcription or report or both of your
event delivered to you in Microsoft Word
format either by email or by
post/courier on CDROM or hardcopy (at
further cost).
If you have instructed us to provide you with a
transcription of your event, we will
retain everything which is said, except
for housekeeping comments (eg. ‘lunch /
coffee is served’), but in a form which
translates effectively in a written
document. Clumsy or incoherent sentences
are rewritten to be clear and readable.
If you have instructed us to provide you with a report of
your event. It will be authored by one
or more of our qualified researchers who
will have a specialisation in or as near
as possible to the subject matter of
your event. They will draft an
intellectual report under the
supervision and management of our
Executive Director to ensure that the
primary information presented by the
speakers, relevant to the conference
theme is retained and or clarified, that
facts and citations are checked,
researched and corrected where possible
and that the intended message of the
Client is delivered through the medium
of the report.
Your report will include a penultimate table of contents,
which you can amend.
Both our reports and transcriptions are intelligently
edited and researched to publishable
standard of UK English based on the
Oxford English Dictionary.
Amendments
Civitatis International ltd. will author
and edit the conference report.
This includes a number of skilled staff
working on the report, including an
intensive proofreading process. However,
the Client will be deemed to be
responsible for proofreading all
materials and no responsibility will be
accepted by Civitatis International Ltd.
for any errors arising in final copies
of the material, or any liability
arising due to the subsequent use of any
documentation produced. Any errors in
our transcription or report identified
by the Client within 48 hours of
delivery will be amended free of charge,
however all other amendments will be
charged according to current rates.
Force Majeure
In the event of us being prevented from completing or
delivering any work, or should the work
be subject to any delay due to any cause
beyond our control, we shall be
authorised to give you notice of
required extension of estimated delivery
date, suspension or cancellation of the
contract in whole or in part, without
liability for any loss arising thereby
and you shall pay Civitatis
International Ltd. for any work or
materials that have been provided to the
date of any such notice. You shall not
have the right to set-off or
counter-claim and any amount outstanding
shall become immediately due and
payable.
Intellectual Property Rights
On request by the Client in writing, Civitatis
International Ltd. will return any
original materials supplied by the
Client and erase any computer files
relating to the services, once the
services are completed. The Client will
bear all costs for return of materials
and should provide us with your courier
account number to arrange collection at
no cost to us.
The Client will indemnify Civitatis International Ltd. in
full against all losses, costs and
expenses, including, without prejudice
to the generality of the foregoing,
legal fees, incurred as a result of any
claim by any third party that Civitatis
International Ltd. has breached any
Intellectual Property Rights or any
third party’s rights in Confidential
Information in carrying out any of the
Client’s instructions in relation to the
Services.
Copyright
Our reports are drafted by specialized researchers usually
with an advanced qualification in the
field of the conference topic. Our
Researchers act for us as the conference
Rapporteur, whether present at the
conference or not by working from our
digital recording, thereby summarizing
an entire conference using their own
special knowledge. As such reports of
this nature become the intellectual
property of Civitatis International Ltd.
As we are the author and editor,
therefore, we now assert our rights to
be identified as the author and editor
of our reports in accordance with the
Copyright, Designs and Patents Act 1988.
The Client agrees that Civitatis International Ltd. is the
sole author of the work and as such is
the sole owner of the copyright and any
other rights in the work and controls
all copyright of the work.
The Client confirms that they shall bear the cost of any
copyright consent payments for use of
any material which is owned or
controlled by a third party and that
confirms that all copyright clearances
and consents shall be approved by us the
author.
Civitatis International Ltd. provides no undertaking as to
the originality, intellectual property
position, or copyright of any claims by
conference speakers reported on by our
rapporteurs /researchers.
Any publication, reproduction, distribution and
exploitation shall be entirely at the
Clients own risk and expense and no
claim for any sums due shall be made by
the Client/publisher against the author,
Civitatis International Ltd at any
time.
All copyright, intellectual property rights and all other
rights are held or controlled by
Civitatis International Ltd. There is
no authority provided by you to either
directly or implied to permit you to
acquire any rights in any material on
our reports or to attempt to register
any interest in any material based on or
derived from it at anytime.
“Copyright” shall have the same meaning as set out under
the Copyright, Designs and Patents Act
198 as amended.
The Client agrees that the following copyright notice will
be incorporated on every copy of the
report and on any material based on or
derived from it including discs, tapes,
advertising brochures, flyers, websites,
posters and any other media created,
developed, commissioned, licensed, sold
or supplied by the Client. The Client
shall not at any time delete or
authorize the removal or omission of
such copyright notice. The copyright
notice shall be placed in such manner
and position as to give reasonable
notice to the public of the claim of
copyright.
The copyright notice shall appear as follows:
Copyright © Civitatis International Ltd. [year of first
publication]. Manufactured and
distributed by [The Client] under
licence from Civitatis International
Ltd. All rights reserved.
The Client agrees that the copyright notice shall be
displayed in a prominent position in the
report publication in all media, and
that it shall include our company name,
company logo, registered address, and
website address, according to a format
specified by us at the time.
The Client agrees to impose a contractual obligation on any
sub-licensee, agent, parent company,
subsidiary, or any other third party
with whom it enters an arrangement,
agreement or licence, in respect any
copy of the report in any media that:
They will incorporate the copyright notice above to the
Author
They shall not acquire any copyright, or any other
intellectual property rights
The Client agrees that they should send samples for
approval by the author before final
publication and that we the author can
request amendments.
The Client may distribute the report under licence from us
for academic or non profit research
purposes with our permission. However,
should the report be distributed for any
commercial or monied purposes by the
Client or any third party, than the
Client will indemnify Civitatis
International Ltd. Any pay Civitatis
International Ltd. a percentage of 25%
of the all proceeds generated by
commercial exploitation of the report by
them selves or any third party.
Limitation of Liability
Civitatis International Ltd. and its representatives shall
not be liable for any loss or damages of
any nature whatsoever suffered or
incurred by the Client for whatever
reason.
Civitatis International Ltd. shall not be liable to the
Client or any third party present at the
conference and all related activities,
for any reason for any loss or damage to
the Clients or third parties property or
for any personal injury, ailment or
death suffered by him/her or them in
connection with or arising out of, this
agreement except for death or personal
injury caused by the negligence of our
company and recoverable on that ground.
Our total liability shall be limited to one hundred pounds
sterling. The Client agrees that any
additional sums that may fall due are to
be waived and not recoverable.
The Client agrees and undertakes that it shall be liable to
us for all direct and indirect damages,
loss, costs, expenses, injury, anguish,
distress and any other identifiable and
recognized condition and/or compensation
that may arise out of this agreement to
us in, during the existence of this
agreement and thereafter.
This agreement between you the Client and Us, shall not
confer any rights to any third party,
whosoever, wheresoever and whensoever.
General
If any provision of these Terms and
Conditions is held to be unenforceable,
it will not affect the validity and
enforceability of the remaining
provisions. These Terms and Conditions
may be amended from time to time.
These Terms and Conditions and the
Client’s use of our Services are subject
to and shall be construed in accordance
with English Law and under the
jurisdiction of the English Courts.
Acceptance
Signature of the booking form and our receipt of it shall
constitute a contractual agreement
between you and us to commission our
professional services and your
acceptance of these terms and
conditions. Work will not be commence
until we are in receipt of the booking
form.
