Terms & Conditions
The Lessor hereby agrees to provide to the Lessee functioning simultaneous interpretation equipment in accordance with the terms of this Contract. The Lessee hereby agrees to lease said equipment in accordance with the terms of this Contract. The term "Program" is defined as the event for which equipment is being leased. Lessor guarantees performance of equipment and continuity of operation under normal circumstances and conditions. Lessor can assume no responsibility for circumstances beyond its control, such as power failures or surges, malfunctioning systems not supplied by Lessor, electrical interference, etc. The prices quoted are subject to change without further notice until such time that this agreement has been approved/executed by the Lessee and confirmed with Lessor.
Reservations are made on a first-come, first served basis. A signed contract is required to guarantee availability of equipment and interpreters.
If the Lessee fails to return the leased equipment by the agreed upon date, the Lessor reserves the right to exact additional rental fees from the Lessee at the same daily rental rate.
Damage and Equipment Replacement Costs
Security of the equipment shall be the responsibility of the Lessee from the time of delivery until equipment is either returned or collected by Lessor. Lessor will make every effort to recover all receivers and other equipment at the end of a conference, if it is providing on-site technical support. Should any equipment be lost or mutilated beyond repair, including through negligence, by Program participants, employees and/or agents of the Lessee, the Lessee accepts total responsibility for the full replacement value of the equipment and agrees to pay the Lessor said replacement costs. A list of equipment replacement costs is available upon request. All rented equipment shall be returned in the same condition in which it was rented, or a fee shall be charged to Lessee. No numbering stickers or labels shall be affixed to any receivers. No ProLingo labels shall be removed from equipment. No miscellaneous labels shall cover the ProLingo property label. No batteries or parts shall be missing from equipment.
Lessee agrees to indemnify Lessor and hold harmless Lessor from any claims for injury arising from the use of the equipment, including the cables and other devices used at the Program location. Lessor is not responsible for damages beyond our control, including, but not limited to, fire, theft, labor actions, terrorism, and delay of transportation, illness, equipment malfunction or force majeure.
In case of Program cancellation or postponement, Lessee will notify Lessor immediately. In the event that the Program is canceled or postponed after contract execution, the Lessee agrees to pay the Lessor the amount of fifty percent (50%) of the total contract value (less expenses not incurred at the time of cancellation). In the event that the Program is canceled or postponed less than 30 calendar days from the start of the Program, the Lessee agrees to pay the Lessor the amount of one hundred percent (100%) of the total contract value (less expenses not incurred at the time of cancellation).
Insurance for the full replacement value of the equipment is the responsibility of the Lessee.
Lessee is responsible for providing safe storage for the equipment during the term of the contract, from the time of delivery until the equipment is returned to Lessor. Lessee is responsible for ensuring that meeting rooms are locked and secure when the meeting is not
in session. Lessee will be charged for all missing, damaged or vandalized equipment not caused by the specific negligence of Lessor's technician.
Technical Labor Support
It is strongly recommended that the Lessee employ Lessor technician(s) when equipment is rented. All Lessor technicians are specially trained for audiovisual and simultaneous interpretation equipment, as well as management of interpreter teams. If the Lessee does not employ the Lessor's technicians and experiences operating problems with the rental equipment, the Lessee shall be responsible for the entire rental amount. A daily fee shall be charged for each technician present. The number of required technicians is based on the size of the conference, the amount of equipment, and specific schedule requirements. Technician(s') wages shall be based on a 10 hour working day. The 10-hour working day includes travel time to and from an event site, time spent distributing receivers at the beginning of the day, monitoring and maintaining interpretation equipment, collection of receivers at the end of the day, and maintenance of other A/V requests, such as audio and/or videotaping and microphones manager.
ProLingo agrees to provide the Client with professional interpreters. An interpreter's wages are based on an 8-hour work day, including breaks for lunch and/or dinner, as well as a 20-minute break every hour. Daily cost of an event refers to at least two interpreters per
room unless otherwise agreed. Overtime will be charged for all hours worked over and above eight hours per day. Overtime is billed at 1.5 times the daily rate divided by 8 unless otherwise agreed.
Overtime for all labor will be charged for all hours worked after the standard 8-hour day. Overtime is charged at 1.5 times the daily rate, or divided by 8 for the effective hourly rate.
A per diem for each technician and/or interpreter is charged for each meeting and travel day. Lessee is responsible for all travel costs for technician(s) and interpreter(s), including, but not limited to, airfare, airport transfers, meal per diem and hotel charges. Airfares for technicians and interpreters will be invoiced at cost. As it is our policy to travel at the lowest fare available at the time of contract acceptance, the Lessee is liable for penalties resulting in changes in the schedule. Single rooms for the technicians at the conference hotel are to be reserved and paid for by the Lessee.
Installation and Dismantlement
Set up and dismantle charges are estimates and are based on the information available at the time the contract is written. Lessee agrees to make the meeting room(s) available to our technical staff for installation of all equipment during normal working hours the day
prior to the commencement of the meeting(s), unless otherwise agreed upon. One installation and dismantling are included in the price. Unless otherwise specified, it is assumed that all equipment can remain in situ throughout the entire meeting and it is the responsibility of the Lessee to ensure that when not actually used for the meeting(s) the meeting room(s) will not be required for other purposes, i.e. dinners, receptions, etc. and adequate time be allowed for final dismantling and removal of the equipment at the conclusion of the meeting(s). If additional set-ups and/or breakdowns are required, additional charges will apply.
Transportation and Freight Charges
Transportation costs of equipment and personnel are estimates only and will be charged at cost plus 5%. These costs will be adjusted on the final invoice. Additional charges beyond Lessor's control and/or advance knowledge, such as loading dock fees, exhibition service fees, union labor requirements or other venue specific charges will be charged to the Lessee. Lessee is also responsible for any freight or passenger air charges beyond advanced purchase rates which may be assessed due to changes in the schedule after tickets are purchased.
Distribution/Collection of Receivers
For rental of 50 receivers or over, it is the Lessee's responsibility to arrange for distribution and collection of receivers, unless otherwise specified in the contract. Instruction announcements at the beginning of each meeting on the use and return policy of receivers
are strongly recommended. Lessor will make every effort to recover all receivers at the end of a meeting or conference. However, the replacement value of lost receivers will be charged to the Lessee.
Simultaneous interpretation can only function in a room equipped with a sound system. If the meeting room is not provided with this equipment, Lessor can provide such a sound system. All speakers at Lessee's meeting must use a microphone in order that the
interpreters may hear the proceedings, which will require an audio feed from the sound system used. Lessor cannot be held responsible for the quality of sound or the ability of interpreters to interpret accurately if we do not provide the microphone(s) and PA system.
Subject to availability, in order to ensure continuity of operation, standby equipment is provided free of charge for all equipment susceptible to technical breakdown.
Lessee is responsible for contacting the on-site meeting planner or person responsible for logistics matters to arrange for delivery and installation of equipment. Lessee is responsible for informing Lessor of any tight timing, set up or breakdown issues, allowing an average of 4 hours for set up and 2 hours for dismantlement.
Any union labor charges levied by the venue will be the responsibility of the Lessee and will be included on the invoice.
Any charges for electricity or electrical connection charges levied by the venue will be the responsibility of the Lessee and will be included on the invoice.
Any audio and/or patching fees or concession charges levied by the venue will be the responsibility of the Lessee and will be included on the invoice.
Any fees for the use of tables/chairs/risers levied by the venue will be the responsibility of the Lessee and will be included on the invoice.
Tape and Cassette Recording
Lessor can provide an audio recording of the Lessee's meeting in any or all languages. This service must be agreed upon in the contract. In order to comply with copyright laws, permission from the interpreters must be obtained in writing if the interpretation is to be
Upon contract execution, the Lessee authorizes Lessor technicians or other personnel to make all arrangements with the facility for union labor, electrical services, sound systems, patching and furniture as they relate to the services being supplied under the contract. The Lessee will be invoiced directly for all such charges.
The Lessee agrees to pay the Lessor all rental fees and other costs stipulated in the cost estimate. Prices quoted reflect specific job conditions. Any significant changes in requirements may alter individual prices per unit and/or have an impact on any discounts offered. Payments must be made in American dollars. Checks must be drawn from an U.S. bank. American Express, Visa and MasterCard are accepted. A 50% deposit is due at the time the contract is signed. The balance is due at the close of the Program or upon return of equipment. Lessor reserves the right to cancel a contract if payment is not received in accordance with the above conditions. Late payment fees may apply if payment is not received based on contract terms.
Thank you very much for making our World Congress an outstanding success. I have a special thank you for you and your team of interpreters. I know it was a huge undertaking, but you made it seem so effortless. The simultaneous interpretation was excellent. Your staff was extremely professional and patient with the attendees. I am looking forward to working with you and your group in the near future.
- T. Washington, Convention Logistics Manager