866-808-1994 • firstname.lastname@example.org • www.808TalentSource.com • 1317 Edgewater Dr. Suite 458 Orlando, FL 32804
Terms and Conditions of Service
808 Talent Source, LLC
Effective March 1, 2023
This is an Agreement (“Agreement”) made between 808 Talent Source, LLC, which has offices at 1317 Edgewater Dr. Ste.458, Orlando, FL 32804, (called “We,” “Us,” “Our,” and “Company” in this Agreement) and the person(s) entering into this Agreement (called “You,” “Your,” and “Client” in this Agreement).
STATEMENT OF WORK
This agreement outlines the terms of our arrangement for the provision of our employees to supplement your workforce. Pursuant to your request, we will assign an individual known as the "Assigned Virtual Assistant" to work for you on a contractual basis. The Assigned Virtual Assistant will work under your direction, control, and supervision and will be available to perform services for you as you may from time to time request.
The Assigned Virtual Assistant will provide up to 20 hours of service per month with the advertised plan through Urban Awareness USA and will meet with you once per month for a 30-minute Zoom meeting. This meeting time will be deducted from the 20-hour allocation, and any additional time spent in the meeting will also be deducted accordingly. Unused hours will not be rolled over into the following month. You are responsible for ensuring that you provide your Assigned Virtual Assistant with sufficient work to utilize the allotted hours each month.
Your Assigned Virtual Assistant will notify you when you are nearing the maximum hours allocated for the month. Should you require additional hours beyond the 20-hour allocation, you may purchase them in packages of 5 hours.
Manage Board Communication: Board meetings require a lot of work to make them happen. You'll need prep packets, and agenda, including any presentations and material presented during meetings (it's important that board members are reminded about these).
Manage Volunteers: Without the suitable systems in place, your volunteers will take their experience elsewhere - which means lost opportunities for you! Your VA can manage all aspects, from recruitment through tracking hours to appreciation initiatives, so that every individual feels honored by what they do on behalf of a nonprofit organization or donation-based charity.
Organize Everything: Your VA can make sure all of the logistics for your company are in order, from tightening up operations and keeping things running smoothly without sacrificing quality. You'll have a branded team that's ready with what you need when it comes time to execute marketing materials or customer service via email correspondence.
Your virtual assistant will take care of every step, so nothing falls through--from making sure print collateral is available when needed but not overcrowded outlandishly as most companies do; to organizing Google Drive folders nicely into categories based on industry type.
Create Standard Operating Procedures (SOP): Your VA can help to create systems and processes that will improve overall efficiency.
Newsletter Creation: Keeping your audience engaged and informed is essential for any business or organization, but crafting and distributing newsletters can be a time-consuming task. Your VA can take on this responsibility, creating compelling content, designing newsletters that match your brand, and ensuring that they are distributed to your audience on time. With a well-managed newsletter system in place, your subscribers will stay informed and engaged, leading to stronger relationships with your audience and increased business or support for your cause. Let your VA handle the newsletter, so you can focus on other critical aspects of your business or organization.
Data Entry and Management: This service involves accurately entering data into a database or spreadsheet and organizing it in a way that makes it easy to analyze and use. The virtual administrative assistant will ensure that all data is accurate and up-to-date and will help you make informed decisions based on the data.
Online Research and Reporting: This service involves conducting research online and presenting the findings in a clear and concise report. The virtual administrative assistant will help you gather the information you need to make informed decisions and stay up-to-date on trends and developments in your industry.
Your Virtual Assistant (VA) can manage all of your communication channels to make you look ever-present and engaged, which customers and supporters want and need to stay connected to your mission.
Manage Communication Calendar: A communication calendar is an essential tool for any business, but it's even more crucial when using email marketing and social media. Keeping track of these messages can make the process much easier by ensuring fewer gaps in your company’s communication strategy!
With a VA monitoring all posts on behalf of their boss or client-owner (depending on if they have one), this person has everything at hand just like they need to execute effectively without needing too much downtime because then what would happen?
Manage Email Marketing: Your VA can manage all your mailing list needs, from keeping it updated and properly tagged to providing an analytics report. They'll even let you know what messages are working best for other companies in similar industries!
No matter which CRM system you're using, your virtual assistant has got this covered. Keep things running smoothly by outsourcing the work of managing customer data.
Post Blog Articles: You don't want to spend hours painstakingly typing up your next blog post only for it not to live the way you envisioned. With VAs, this is no longer an issue! Leave it in their capable hands, and they can find images that will help bring out exactly how great the reading or idea was on paper - then share it across social media like wildfire. Your VA can create one (1) 500-800 blog optimized for SEO monthly.
Create Landing Pages: A landing page first impression your company makes on people when promoting a particular program or service or partaking in lead generation, so it's important to have an aesthetically pleasing landing page. With our help, you can ensure that all content and images will be impressive!
Manage Social Media Accounts: Many VAs have significant social media experience, having launched campaigns using Facebook Ads themselves! Your team members will design quality images for each audience with the help of your VA. They will strategize together to get the most out of our channels by following metrics that reflect what matters most - you want people spending time commenting or engaging because this is how we build relationships online rather than simply broadcasting information to them.
Support Media Relations: Your VA can research reporters and distribute press releases to relevant publications on behalf of you or your company's brand image. Additionally, they'll follow up with any contacts made through these announcements to not have lost opportunities for new business!
Manage Print Collateral: Your VA can maintain brand and message uniformity. Your virtual assistant will help keep the readability of fonts and ensure that everything matches up visually with other areas on the screen, so it looks cohesive when printing or putting together presentations/mailings, jackets, etc.
Respond to Emails: Your VA will make sure that everything in your inbox gets responded to! They can organize it by date or category if necessary so nothing falls through the cracks.
The best part? You only need one person for all these tasks instead of being overwhelmed when balancing work life and handling other responsibilities.
Your Virtual Assistant (VA) can manage your fundraising plan, and help with execution, calendar management, campaigns, and appeals.
Donor Outreach: When raising funds for your organization, your virtual assistant can organize your virtual and face-to-face meetings and group meetings with prior donors and potential donors.
Prepare Appeal Letters: After you write and design your digital and snail mail appeal, turn it over to your VA. Depending on the number of letters going out, they can use a mail house or prepare the letter in-house.
Manage Grants Calendar: When you are in the market to apply for grants consistently, you want to keep track of what you have applied for, what’s coming up, what was awarded, what wasn’t, and when reports should be submitted. Your VA can do all of the aforementioned as research possible grant opportunities for you.
Organize Grant Documents: When submitting grant proposals, you have to create many charts, graphs, and narratives. Your VA can help you put these things together in a system to make them easy for you and your team to locate when needed. No, your VA cannot write grants for you because grant writing is a specialized skill set.
Event Assistance: When planning events, you need support you can count on to execute the plan flawlessly. A VA can help bring the committee together, confirm a location, source caterers and decorators, set up your landing page, promote on social media, manage registration, order gifts, send out invitations to individuals and businesses, provide support to attendees and speakers, and a few other things.
Fill Out Grant Applications: Your Virtual Assistant can assist you with filling out grant applications based on the information that you provide them. Please note that they are not Grant Writers and cannot complete grant proposals or respond to RFPs on your organization’s behalf.
Your Virtual Assistant (VA) is an expert in Gift management. They will be able to help you handle sensitive donor information like donations, sponsorships, and more! We make sure that our SIVAs understand confidentiality, and we have them sign an agreement to keep ALL client information confidential.
Track Donations: Data entry can be a tough job, but it's not impossible. What good is all of this information if you don't have someone who can enter it correctly? With data-entry services like those offered by VAs for nonprofits or businesses with their own CRMs - now there are no more worries! Your VA will keep everything up to date in your company files so that nothing gets lost along the way.
Thank Donors: The sooner you acknowledge a donation, the more likely your recipient will receive an acknowledgment. It's also worth noting how writing thank-you letters can be difficult for those who lack experience in this field--but don't worry! Your VA might take care of all the details, so just sit back and watch as they write up something spectacular.
The time between receiving any type of gift or contribution to our organization (like cash donations) and sending out another communication acknowledging their generosity narrows significantly once we start using professional letter writers on behalf of the organization. They can do almost everything related: send mailings; prepare for follow-ups by phone/email if needed.
Welcome New Donors: New donors need to be sent a welcome email, package, or letter to make them feel appreciated. You can record a video greeting, written communication, or welcome packet; your VA will be able to set up your back office for automatic dissemination.
Maximize CRM: Your VA can help you set up a system that will allow for the tracking and thanking of donors and implement improvements in processes. Your VA might suggest adding donation forms on your site or automating gift data with CRM, so it's sent automatically upon receipt.
The prospective client ("Client") shall provide an upfront deposit in the amount of $100.00 USD (the "Deposit") to secure a preliminary consultation with 808 Talent Source, LLC ("Company"). The purpose of this consultation is for the Company to ascertain its capability to fulfill the Client's outsourcing requirements.
Should the Company determine its ability and willingness to provide the desired services to the Client, the Deposit will be allocated toward the Client's account setup fee, which is commensurate with the Deposit amount. This is a singular fee that will not be imposed again for the same business endeavor.
In the event the Company concludes it cannot accommodate the Client's outsourcing needs, the Deposit shall be refunded to the Client in full. This refund will be initiated immediately following the conclusion of the initial consultation.
The Client's recurring monthly payments ("Monthly Payments") will be automatically debited from the Client's credit or debit card on file ("Payment Method") on a monthly basis, within the period spanning the 25th to the 30th of each month (the "Payment Period").
In the event that the Monthly Payment transaction is declined for any reason, the Company's provision of services for the subsequent month will be suspended until all outstanding balances on the Client's account are fully reconciled. The Company reserves the right to withhold or discontinue services until the Client's account is returned to good standing.
PERSON TO BE ASSIGNED TO YOU
Once you have signed this Agreement by purchasing Our Virtual Assistant Services, you will fill out the “Client VA Needs Assessment” form, and then schedule Your appointment to “Meet Your Virtual Assist.” On the day of Your meeting, We will Assign You a Virtual Assistant that is prepared to handle the tasks that You will be assigning to them. This meeting will be via Zoom. You agree that Your Assigned Virtual Assistant will start working on tasks for you no more than two (2) business days after this initial meeting.
We are responsible for assigning you Virtual Assistants with the skills and abilities you specify. We are not Your legal partner, co-venturer, principal, agent, insurer, or representative. Neither We nor any Assigned Virtual Assistant has any claim to your revenues related to their work. You are solely responsible for meeting Your goals for profits, costs, production, and scheduling. The Assigned Virtual Assistant has no authority to bind us legally.
We will pay the wages of the Assigned Virtual Assistant. If the Person to be Assigned to You chooses to provide a Tip/Bonus to the Assigned Virtual Assistant, they must contact us, and we will invoice them for the specified amount and pass it along to the Assigned Virtual Assistant without withholding any funds. The Person to be Assigned to You must not pay the Assigned Virtual Assistant directly, as this would be a violation of this Agreement.
ASSIGNED VIRTUAL ASSISTANT
We will pay the wages of the Assigned Virtual Assistant. If you choose to give the Assigned Virtual Assistant a Tip/Bonus, please contact us, and we will invoice you for the specified amount and pass it along to the Assigned Virtual Assistant without withholding anything. Please do not pay the Assigned Virtual Assistant anything directly. This will be a breach of this Agreement.
DIRECTION AND SUPERVISION
We are supplying the Assigned Virtual Assistant to you to supplement your own workforce. You will direct and supervise the Assigned Virtual Assistant on the task to be completed based on the scope of work in this Agreement. We are not supplying persons to supervise or oversee the Assigned Virtual Assistant during their assignment to you unless otherwise agreed to in writing. We do, however, offer minimal oversight to make sure that the Assigned Virtual Assistant is doing their work in the allotted time through a Time Management software that tracks the time the Assigned Virtual Assistant takes to complete a task. We also offer a portal through where You can post your assignments for the Assigned Virtual Assistant to complete and keep up to date on its progress.
Although We take our Virtual Assistant through a rigorous interview and training process, on rare occasions, the Assigned Virtual Assistant may not be working up to Your expectations. You have the right at all times to end the assignment of any Assigned Virtual Assistant we provide to you. Furthermore, if You become dissatisfied with the performance of any of the Assigned Virtual Assistant’s completed tasks, you may cancel their assignment by calling (866-808-1994) or emailing (email@example.com) us and telling us that you are dissatisfied. If we remove any Assigned Virtual Assistant from an assignment at your direction, we will replace that Assigned Virtual Assistant with a new temporary or permanent Virtual Assistant within 3-5 business days.
In general, in regard to the Virtual Assistant assigned to you by us under this Agreement, our responsibilities include the following:
Providing clear instructions and guidance on the tasks that need to be completed.
Ensuring that the virtual assistant has access to the necessary resources and tools to complete the tasks.
Providing feedback and direction as needed to ensure that the virtual assistant is meeting your expectations.
Paying the agreed-upon fees or compensation for the virtual assistant's services.
Maintaining open and clear communication with the virtual assistant.
Respect the virtual assistant's time and availability.
Providing a safe and secure working environment for the virtual assistant.
Ensuring that the virtual assistant has the necessary training and support to perform their duties effectively.
Complying with any applicable laws or regulations related to the employment of virtual assistants, such as labor laws and data privacy regulations.
Our commitment to you does not include the provision of a specific design, engineering, or system concept to address a particular issue. Consequently, we cannot guarantee or warrant that the assigned virtual assistant will develop a technical solution that fulfills your specific requirements or needs. Instead, the assigned virtual assistant is intended to complement your existing technical capabilities and carry out technical and non-technical tasks as per your direction.
DISCLAIMER OF LIABILITY
We expressly disclaim liability for any claim, loss, or liability of any kind resulting from:
Your failure to adequately supervise or control Assigned Virtual Assistant or safeguard your processes or systems; or without our express prior written approval, entrusting Assigned Virtual Assistant with unattended and unsecured access to Your systems.
Claims by Assigned Virtual Assistant for benefits, compensation, damages, contributions, or penalties under any employee benefit plans sponsored and maintained by you, whether or not your plans exclude Assigned Virtual Assistant from coverage.
Promises of increased compensation or benefits made by You to the Assigned Virtual Assistant.
Claims by any person relating to Your product or service.
Your assigning Assigned Virtual Assistant to duties different from their original duties, or You are making substantial changes to Assigned Virtual Assistant duties or risks without our prior written approval.
Claims by any person based on allegations that Your business activities damaged the environment or their band.
The conduct of Your officers, employees, and agents.
Failure by You to provide Assigned Virtual Assistant with information and training with respect to how You want things done and modes of delivery whether or not required by law.
Claims for special, indirect, consequential, punitive, or lost profit damages.
A violation or breach by You of any law, statute, or regulation.
Property damage or personal injury, including death, arising out of or resulting from acts or omissions of the Assigned Virtual Assistant.
Each party agrees to indemnify and hold the other party harmless from and against all costs and expenses, including reasonable attorney's fees and the reasonable costs of investigation, arising from:
Claims for personal injury or property damage to the extent caused by the indemnifying party's negligence in the performance of its obligations under this Agreement, except to the extent disclaimed in this Agreement.
Claims for bodily injury to the extent covered by the indemnifying party's workers' compensation insurance.
A breach of the indemnifying party's obligations under this Agreement.
The indemnification obligations set forth in this section shall apply to the fullest extent permitted under the laws of the State of Florida.
BILLING AND AUTOMATIC PAYMENT
As a client of the Company, you agree to provide us with accurate and up-to-date billing and payment information, including your credit card details. By submitting this information, you authorize the Company to charge your credit card for any fees associated with the services you have requested. Please note that hours DO NOT roll over, so please give Your Assigned Virtual Assistant enough work to utilize Your maximum monthly hours fully.
The Company operates on a monthly billing cycle. Your account will be billed automatically on a recurring basis, with the fees for each month being deducted from your credit card on file on the same day each month as your initial payment ("Billing Date"). If your initial payment was made on a date that does not recur in a subsequent month (e.g., the 31st), your Billing Date will be adjusted to the last day of that month.
You acknowledge and agree that it is your responsibility to ensure that your credit card on file has sufficient funds to cover your monthly fees. In the event that your credit card is declined, the Company will notify you and attempt to charge your credit card again within a reasonable timeframe. If the subsequent charge attempt fails, the Company reserves the right to suspend or terminate your access to our services until full payment is received.
NO REFUNDS POLICY
The Company offers specialized, custom-tailored outsourcing services to its clients. Due to the nature of these services, we strictly adhere to a No Refund Policy. By accepting the Terms and this Policy, you acknowledge and agree that all payments made to the Company for services rendered are non-refundable under any circumstances, regardless of the reasons for your request for a refund.
No refunds will be issued for any reason, including but not limited to dissatisfaction with our services, change in your business or project requirements, cancellation of your project, or unavailability of your preferred service provider.
NO TRANSFER OF SERVICES
The services provided by the Company are customized and tailored to meet the specific needs and requirements of each individual client. As such, the services are non-transferable and may not be assigned, transferred, or resold to any third party, whether in whole or in part, without our prior written consent.
Any attempt to transfer or assign your rights to services without the Company's prior written consent will be deemed a breach of the Terms and this Policy and may result in the immediate termination of your access to our services without any liability on our part.
This Policy does not apply to any statutory rights you may have under applicable law. If you believe you are entitled to a refund or transfer of services under applicable law, you must notify us in writing, providing a clear explanation and evidence of your claim within the time period specified by the applicable law.
In the event of a dispute, the Company reserves the right, at its sole discretion, to consider a refund or transfer of services on a case-by-case basis. However, the Company's decision in such cases shall be final and binding.
CANCELLATION AND TERMINATION
If you wish to cancel your subscription to our services, you must provide us with written notice of your intention to cancel. You may send your cancellation request via email to the Company's designated email address. Your cancellation request must be received by the Company at least thirty (30) days prior to your next Billing Date. If your cancellation request is received within this time frame, your account will be closed, and no further charges will be applied to your credit card. If your cancellation request is received less than thirty (30) days before your next Billing Date, you will be charged for the subsequent month, and your account will be closed at the end of that billing cycle. No refunds will be issued for any reason, including partial-month usage or cancellations made after the Billing Date, in accordance with our No Refund and No Transfer of Services Policy.
Once this Agreement has been executed, both You and We have agreed that either party can terminate it by giving thirty (30) business days' written notice, or in some instances, immediately, with written notice of such termination to the other party. Additionally, either You or We have the option to terminate this Agreement immediately if the other party materially breaches any of its provisions. In the event of termination, you will remain liable to pay any unpaid charges, and the provisions in this Agreement will remain in effect notwithstanding termination.
INSURANCE AND LIABILITY
During the term of this Agreement, we will maintain the following insurance coverages:
You and We agree that our total liability to you for any claims, losses, expenses, or damages whatsoever arising out of or in any way related to this Agreement from any cause or causes, including our negligence, shall not exceed the total amount paid to Us or paid on our behalf by Our insurers under these coverages in settlement or satisfaction of Your claim. If no such insurance coverage is provided with respect to your claim, then Our total liability for such an uninsured claim shall not exceed twenty-five percent (25%) of the total of the payments made by You to Us under this Agreement in the State of Florida, United States of America.
We recognize that the Virtual Assistant who is assigned to Your business may have access to certain information that You consider to be proprietary and confidential and designate as such. We will require each of the Assigned Virtual Assistants to agree to treat this information as confidential and to agree not to disclose it to any third person.
Proprietary and/or confidential information does not include any of the following:
Information that, at the time of disclosure, is generally available to the public;
Information that, after disclosure, becomes generally available to the public by publication or otherwise;
Information that was in the Assigned Virtual Assistants’ possession prior to disclosure and that was not acquired directly or indirectly from You;
Information that the Assigned Virtual Assistant or We received after the time of disclosure from a third party imposing no obligation of confidentiality and who did not acquire any such information directly or indirectly from You;
Information as may be authorized by You to be disclosed.
SOLICITATION OF ASSIGNED VIRTUAL ASSISTANT
During the term of this Agreement and for twelve (12) months after its termination or termination of an individual Assigned Virtual Assistant’s assignment, whichever is later, You agree not to solicit or hire any of Our Assigned Virtual Assistants. An exception to this prohibition may be agreed to only in writing.
EQUAL EMPLOYMENT OPPORTUNITY
It is Our policy to provide employment, training, compensation, promotion, and other conditions of employment without regard to race, color, religion, national origin, sex, marital or veteran status, age, disability, or another protected category. We will follow this policy in providing persons to You under this Agreement. You agree to comply with Your legal obligations in this regard.
The failure of either You or Us to enforce at any time, or from time to time, any provision of this Agreement shall not be construed as a waiver thereof.
This Agreement may be amended only by a written agreement between You and Us that expressly amends, terminates, or supersedes this Agreement.
VALIDITY OF TERMS
If any term or provision of this Agreement shall be held void, illegal, unenforceable, or in conflict with any law of a federal, state (Florida), or local government having jurisdiction over this Agreement, the validity of the remaining portions or provisions of this Agreement shall not be affected thereby.
This Agreement constitutes the entire agreement between You and Us, and no other understanding that modifies the terms hereof shall be binding unless made in writing and signed by authorized representatives of both You and Us.
We reserve the right, at our sole discretion, to modify or replace this Policy at any time. Your continued use of our services after any such modification or replacement constitutes your acceptance of the updated Policy. We encourage you to review this Policy to stay informed of any changes periodically.
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