$7,250.00 USD

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CO-HOSTED VIRTUAL WORKSHOP AGREEMENT

This agreement contains contract specifics and terms for Luna Jiménez Institute for Social Transformation (henceforth, LJIST) services with Client(s) named above. 

LJIST Deliverables:

  • LJIST Team (Lead Trainer, Assistant Trainer, Content Presenter, and Logistics Manager) will deliver a standard Virtual Workshop for up to 16 participants from your organization
  • LJIST Team (Lead Trainer, Assistant Trainer, Content Presenter, and Logistics Manager) will deliver a corresponding, standard Getting Listened To (GLT) virtual session for up to 16 participants from your organization (90 participants total) ($5,000 value)
  • LJIST will create a registration form and manage registration for the remaining workshop and GLT spaces (up to 32 total)
  • LJIST will provide template materials (newsletter, social media, etc.) to support Client promotional efforts for Virtual Workshop and GLT session
  • LJIST will provide logistical support to the client’s planning team members including scheduling, hosting the Zoom meeting, creating the Zoom meeting ID and link, and other coordination
  • LJIST will provide participants access to a Participant Orientation & Preparation Site (POPS) with asynchronistic learning resources, resources, and other relevant materials two weeks before the workshop, with access ending 1 week following the workshop
  • LJIST will provide and coordinate a Slack workspace for communication and community building before, during, and after the workshop sessions, to be closed 1 week after the session ends
  • LJIST will facilitate and provide documentation of a 90-minute Planning and Logistics Call prior to the workshop
  • LJIST will design and facilitate a 30-minute Technology Check Call prior to live virtual sessions and will provide technology resources including Zoom Pro-Tips Handout, Tech Lab agenda, and PowerPoint templates
  • LJIST will provide Closed Captions during workshop sessions
  • LJIST will facilitate and provide documentation of a 60-minute Debrief Call following the workshop
  • LJIST will administer an evaluation and provide an evaluation report
  • LJIST will consult on key messaging and communication about LJIST sessions
  • LJIST will create and collaboratively project manage delivery via a custom "Client Board” in Asana

Technology: Client will ensure all technical equipment be available for testing and AV checks happen during scheduled designated Technology Check Call. Client will designate an Internal Tech Liaison, who will be available to participants in advance of the workshop to ensure inclusive participation during the session, provide a Zoom Tech Lab 30 minutes prior to the start of the first session, when applicable, and support participants with technology needs throughout the workshop. LJIST will provide an agenda and PowerPoint template for the Zoom Tech Lab as well as a Zoom Pro-Tips handout.

Recording: LJIST may record the event for internal training and development purposes. If LJIST does record, the recording will not be shared with the Client or any participants. LJIST may share the saved “chat” from the virtual event, if applicable. Participant consent to be recorded is indicated through the Limited Media & Liability & Release form (see below).

Closed Captioning: Session(s) include closed captioning through a third party Closed Captioning software. LJIST will not share the transcript of closed captions with the Client or any participants.

Interpretation: Session(s) do not include interpretation. If client would like simultaneous interpretation integrated into the event, Client is responsible for identifying and contracting with interpreter(s). LJIST will bill for an additional $650 to cover additional planning time and coordination with the interpretation team. LJIST will provide Language Liberation and Interpretation process and support handouts.

Managing Participants: Client will invite participants, secure their commitment to participate for full time, manage requests and relationships with participants prior to and after the session (including emergency requests for late arrivals, early departures, etc.), and set tone for event to help ensure success and backing of LJIST leadership and facilitated content. Client will manage registration and provide LJIST with a confirmed, final participant list at least two weeks prior to the session.

Fees: Total fees of $7,250. Workshops scheduled outside of Monday – Thursday 10 am – 5 pm Pacific will be subject to an “After Hours” fee. Any additional planning calls outside of scoped planning call will be billed at an hourly rate of $350/hour (Senior Consultant); $100/hour (Project Management); and $75/hour (Administrative) and these fees are not included in the total estimated fees. In the event that additional planning calls outside the original scope are needed, the Client will amend the agreement with LJIST.

Terms: $3,625 or 50% non-refundable deposit is required to secure workshop dates. (Full payment upfront is also accepted.) The remaining fee (plus additional fees, if applicable) will be invoiced after delivery of services. Make checks payable to “Luna Jiménez Institute for Social Transformation.” Payment for remaining fees and expenses is due upon receipt of invoice and no later than 30 days from the invoice date. Payments not received within 30 days will incur a 1.5% monthly interest charge, starting from the invoice date.

Limited Media & Liability Waiver & Release: LJIST strongly encourages clients not make our events mandatory. To indicate voluntary agreement to participate, LJIST asks all participants to either: complete a LJIST Limited Media & Liability Waiver & Release prior to the start of the session, confirming consent in the Zoom meeting itself, and/or agreeing to the webinar terms of service. When applicable, the Client planning team is responsible for ensuring that every registered participant completes the waiver. The Client will also designate a Workshop Liaison to answer general questions and address concerns prior to the event. LJIST also asks for support from and cooperation with the Client planning team to collect any outstanding waivers as needed.

Cancellation: If the event is cancelled by the client with less than 60 days to delivery, the entire fee is due. Events can be rescheduled within six (6) months if a mutually agreeable date can be determined by both parties. If the event is rescheduled, LJIST agrees to invoice for the remaining fee after completion of the services. Both parties agree to commit to good faith negotiations to find a mutually agreeable date. The client will only be held responsible for the 50% non-refundable deposit if LJIST does not have availability to reschedule the event within six (6) months. If serious illness, hospitalization or death or death of a family members impacts the contracted dates and LJIST is unable to perform its duties on the contracted dates, LJIST will work with the client to reschedule the event within six (6) months of the original dates. LJIST is not responsible for any additional fees or expenses incurred due to this unanticipated emergency. If LJIST is required to initiate proceedings to enforce this agreement, the client will be responsible for any collection costs, including attorney fees. If the client is required to initiate proceedings to enforce this agreement, LJIST will be responsible for any collection costs, including attorney fees.

Time of Essence: It is understood by and between the parties hereto that time is of the essence of this agreement. Until signed contract is received no additional work (including planning, plane reservations, etc.) will begin.

Ownership of Work Product: Copyrighted and proprietary materials are the exclusive property of LJIST. Copyrighted materials include laminated charts and models created by Lillian Roybal Rose, PowerPoint slides, and handouts provided by LJIST. Participants will have access to workshop materials for up to two weeks before and one week after virtual workshops. 

Choice of Law: Any disputes to interpret or enforce this agreement will be governed by the laws of the state of Oregon. Any proceedings to interpret or enforce this agreement shall be brought in Multnomah County, Oregon.

Indemnification: The Client shall indemnify and hold LJIST harmless from and against all claims and demands for loss or damage, including claims for property damage, personal injury and/or wrongful death, arising out of or in connection with the program. The Client shall reimburse LJIST for all costs and expenses, including reasonable attorney fees, paid or incurred by LJIST in connection with the defense of such claims.

Amendments: This written agreement will not be modified or amended unless in written form and signed by both parties.

Whole Agreement: This agreement is intended to represent the entire agreement between the parties hereto.  Any oral agreements or representations entered into or made prior to the execution of this Agreement are considered merged hereunto and made a part hereof.

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Virtual Workshop Scheduling, Payment, and Contracting (Co-Host)

Thank you for partnering with LJIST to co-host one of our Virtual Workshops!

We’ve created this easy-to-use process to schedule and contract for your co-hosted Virtual Workshop directly from our website. This page has important information to guide you through the process. For more information, please visit our “Frequently Asked Questions.”

Please note, this page is best viewed on a desktop browser. 

VIRTUAL WORKSHOP OFFERINGS

Which workshops can we choose from?

Please select your workshop topic in the "Workshop Selection" drop-down in the checkout form. 

HIGHLY RECOMMENDED PRE-REQUISITE

New to LJIST? We highly recommend your organization begin your LJIST journey with our 3-hour Getting Listened To (GLT) virtual session where you will learn and experience our core listening and racial healing practice. We will schedule a corresponding public Getting Listened To virtual session the 4th Tuesday of the month prior to your co-hosted workshop. Your participants are encouraged to attend as our gift to you (a $5,000 value!).

VIRTUAL WORKSHOP FORMAT 

What’s included? Each workshop includes 9 hours of live facilitated content, 3+ hours of asynchronistic learning materials (videos, handouts, worksheets, and reflection activities), plus access to the LJIST team for 2 weeks prior to and 1 week after workshop via Slack.

How many can attend? Up to 16 participants from your organization. LJIST will create a registration page to fill the remaining workshop spaces (32 in total). You are encouraged to promote this session with your partners as well. We will support you with templates for social media, newsletter, and email communication. 

What’s the schedule? Tuesday through Thursday, 10:00 am – 1:00 pm Pacific / 1:00 pm - 4:00 pm Eastern Each Day.*

How soon can I schedule? We require at least 6 months lead time for co-hosted offerings to support us to fill the public registration spaces. Please be sure your date selections meet this requirement or your scheduling process may be delayed. 

*Contact us to book outside of these hours. An “After Hours” fee will apply for workshops scheduled outside of Monday – Thursday 10 am – 4 pm Pacific.

PARTICIPANT REQUIREMENTS

It is the Client’s responsibility to ensure all participants agree to the following prior to registering:

  • Attend the workshop in its entirety: all three hours on all three days of the workshop.*
  • Complete approximately 2-3 hours of pre-work: watching short videos, reviewing handouts, completing reflections, printing or downloading workshop worksheets. This pre-work will be shared no later than 10 days before the workshop begins.
  • Complete approximately 30 minutes of homework on the first and second days of the workshop.
  • Join the Zoom meeting with video and audio capabilities and do not share the Zoom link with others.
  • Agree to our LJIST Limited Media and Liability Waiver, to indicate voluntary participation (as LJIST strongly encourages our Clients not make offerings mandatory).

*Exceptions made for ADA or bandwidth accommodation.

CLIENT COMMITTMENTS

At LJIST we view our Client relationships as a partnership. For our workshops to be as impactful as possible and in accordance with our value of centering relationships and caring, we ask our Clients to play key roles in our collaboration. The following Client Commitments support the participants as well as you, our partner.

  • Client will read descriptions and support successful implementation of the following roles: “Point of Contact,” “Logistics Lead,” and “Tech Liaison.” 
  • Client will designate a single overall Point of Contact (POC) to coordinate with LJIST. 
  • Client will identify a Logistics Lead and Tech Liaison to coordinate these aspects of the workshop.
  • Client Planning Team of up to 5 people will participate in a 90-minute Planning & Logistics Call prior to the workshop and a 60-Minute Debrief Call following the workshop. At minimum the Logistics Lead would participate for the “Logistics” part of the Planning & Logistics meeting.**
  • POC as well as Tech Lead will participate in 30-minute Technology Check Call prior to the workshop.
  • Client will promote the co-hosted workshop and corresponding Getting Listened To session in their networks and with their partners using provided LJIST materials. 

**Client Planning Team Members may choose to only attend relevant calls based on their role in the planning process. 

Please read and agree to the Co-Hosted Virtual Workshop Agreement in the check-out form for more details. You will also receive a PDF copy of this agreement after completing your purchase.  

LJIST DELIVERY SCOPE

We have designed each Virtual Workshop as a stand-alone delivery and to achieve stated outcomes for that workshop content. We are not able to customize or combine workshop content. The following list describes the delivery, planning, and debrief components for each LJIST Virtual Workshop:

  • LJIST Team (Lead Trainer, Assistant Trainer, Content Presenter, and Logistics Manager) will deliver standard Virtual Workshop content for up to 16 participants from your organization.
  • LJIST will create a registration form and manage registration for the remaining workshop spaces (up to 32 total).
  • LJIST will provide template materials (newsletter, social media, etc.) to support Client promotional efforts.
  • LJIST will provide logistical support for the Client’s planning team members including scheduling, hosting the Zoom meeting, creating the Zoom meeting ID and link, and other coordination.
  • LJIST will provide participants access to a Participant Orientation & Preparation Site (POPS) with asynchronistic learning resources, resources, and other relevant materials between 10 days and two weeks prior to the workshop, with access ending one week after the workshop.
  • LJIST will create and provide access to a Slack workspace for communication and community building before, during, and after the workshop. The LJIST team will monitor the Slack workspace, responding to participant questions and continuing to support participant learning during the workshop and until the workspace closes, one week after the workshop ends.
  • LJIST will facilitate and provide documentation for one 90-minute Planning and Logistics Call prior to the workshop.
  • LJIST will design and facilitate a 30-minute Technology Check Call prior to live virtual sessions and will provide technology resources including Zoom Pro-Tips Handout, Tech Lab agenda, and PowerPoint templates.
  • LJIST will provide Closed Captions during workshop sessions.
  • LJIST will facilitate and provide documentation for one 60-minute Debrief Call following the workshop.
  • LJIST will administer an evaluation and provide an evaluation report summary of evaluation responses in advance of the Debrief Call.
  • LJIST will consult on key messaging and communication about LJIST workshops.
  • LJIST will create, provide Client access to and collaboratively project manage delivery via a custom "Client Board” in Asana.

Please read and agree to the Co-Hosted Virtual Workshop Agreement in the check-out form for more details. You will also receive a PDF copy of this agreement after completing your purchase.  

PAYMENT OPTIONS

Bundled Contract: If you are contracting for more than one offering, please use the CONTRACT coupon code (described below) and contact us to be invoiced. You will pay full price for the lowest-priced offer, and receive 5% off all additional offers.

Pay in Full: Pay for the co-hosted workshop in full ($6,250). The payment form defaults to this option. If applicable, LJIST will bill for any additional fees for non-standard schedules separately. Payment is non-refundable. See the Virtual Workshop Agreement for the LJIST cancellation/rescheduling policy. 

Pay 50% Deposit: Pay a 50% deposit ($3,125) to secure your date. LJIST will bill for the remaining 50% (and any additional fees for non-standard schedules, if applicable) at completion of the workshop. Use the coupon code 50DEPOSIT.

Pay By Check or Use Your Internal Contracting Procedure: Pay by check and/or request a formal contract. LJIST will generate a formal contract or work within your organization's contracting protocols. NOTE: your preferred workshop date will not be confirmed until the contract has been signed and deposit has been issued. As a courtesy, LJIST will hold the date for 2 weeks. If the signed contract and deposit have not been received within the 2-week grace period, the dates will again become available on our website and we cannot guarantee that they will be available. Payment is non-refundable. See the Co-Hosted Virtual Workshop Agreement for the LJIST cancellation/rescheduling policy.  Use the coupon code CONTRACT to submit your request and bypass payment.