(Effective January 01, 2019)
Welcome to our agency general Terms, Conditions, Policies and Procedures section. The information contained in this section is important; we hope you will take time to read it carefully.
As a subsidiary of Group One Communications, Inc. [hereafter also known as GOCI], CyberSite.net’s [hereafter also known as CSN] business is to provide web and digital and electronic advisory and creative services relating to advertising, design, marketing, and promotional materials – i.e., conceptualizing, copywriting, design and layout, art and photo direction, and production of finished art for reproduction, publication, multimedia presentation, internet, intranet, and extranet presentation, among other uses. Advisory services that may be provided include general and specific counseling, budget, and project management including media planning and media placement among other services.
Orders entered, verbally or written, cannot be cancelled except upon terms that will compensate The Odell Group and CyberSite.net against loss.
General Account Management and Supervision
Normal travel time to and from Clients and/or vendors. Meeting time with clients and/or vendors providing time for management, supervision, explanation, planning, and discussion of project and general recommendations. Such time will be billed for irregardless of type of meeting, and may take such form as: in-person, or via electronic communication devices such as telephone, email, fax, or intranet, etal.
Meeting and/or other time required to plan, counsel, implement, or otherwise provide service of an advisory nature to Client including budget planning, media planning and scheduling, general creative strategy, etc. Such time will be billed for irregardless of type of meeting, and may take such form as: in-person, or via electronic communication devices such as telephone, email, fax, or intranet, extranet, et al.
Experimental work performed at Client’s request, whether created via traditional or electronic methods, means, and processes, such as sketches, drawings, photography, computer or photo comps, traditional or electronic composition, plates, presswork, and other materials, will be charged for at current hourly rates and may not be used without the consent of TOG or CSN. All such work is protected by United States of America and International copyright laws worldwide whether so marked or not.
Sketches, illustrations, copy, typeset gallies, traditional artboards or electronic art, and traditional or electronic art, copy, graphical or photgraphical proofs, dummies, and all other preparatory work created or furnished by TOG or CSN, shall remain their exclusive property and no use of same shall be made, nor any ideas obtained therefrom by the Client, except when TOG or CSN permits the Client to do so in writing and TOG or CSN is compensated for such work.
Design, Art, Photographic, Illustration, and Copywriting Production
These items are defined as: conceptual, original, and copyediting copywriting; copyfitting and type specification; typesetting; traditional, mechanical, or electronically-generated creative concepts, design, and layout; traditional, mechanical, or electronically-generated production; lettering; scanning of images; traditional, mechanical, or electronically-generated photographic processes including but not limited to lab work, retouching, color correction, special effects, and enhancement; traditional, mechanical, or electronically-generated illustrations; color specification; supervision of prepress; printing, and other types of reproduction; manufacturing;and fulfillment, for any and all types of materials to be used for traditional, mechanical, or electronic reproduction, publication, distribution, or presentation, regardless of final use by Client.
Condition of Copy
Estimates for typesetting are based upon the receipt of original copy and/or manuscript clearly typed, double-spaced on 8.5” x 11” uncoated stock, one-side only; or upon receipt of copy on electronic media [in ASCII (text with delimited tab) or MicroSoft Word, or Simple Text], accompanied by a hardcopy print-out of the material of the electronic media copy to be typeset. All copy from the client must be final and approved by the Client prior to commencement of project. Condition of copy which deviates from the aforementioned standard is subject to a re-estimating and pricing review by TOG or CSN at time of submission of copy unless otherwise stipulated in the estimate.
Traditional, mechanical, or electronically-generated concepts, designs, copy, artwork, type, plates, negatives, positives, illustrations, graphics, photography, and all other items when supplied by TOG or CSN shall remain their exclusive property unless otherwise agreed in writing.
The Odell Group will maintain fire, extended coverage, vandalism, malicious mischief, and sprinkler leakage insurance on all property belonging to the Client while such property is in TOG’s or CSN's possession. TOG’s or CSN's liability for such property shall not exceed the amount recoverable from such insurance coverage.
The Odell Group and CyberSite.net perform their services conscientiously and to the best of their abilities and bills for those services performed. Invoices for performed services are due and payable by the client on the date of the invoice, and is payable irregardless of the ultimate usage by the client including any nonusage in part or in full of the service(s) and/or product(s) by the client.
If an estimate is requested by the client.
Projects undertaken by TOG or CSN, will be estimated in advance and the estimate shall be submitted to the client for approval before work on the project commences. An estimate not accepted within thirty (30) days is subject to review, revision, and resubmission to the Client for approval before TOG or CSN commences work on the project. If, with approval from the Client to proceed, the project specifications deviate substantially from the original parameters of the project on which the estimate was based, a new estimate will be provided to the client for approval before work commences.
If an estimate is NOT requested by the client.
Project will be executed and billed on an as-time-required basis upon receiving a verbal or written indication to "go-ahead" and commence work from the Client and/or by receipt of materials from the Client necessary to the completion of said project. Work done without an estimate is available only to established Clients of TOG or CSN who have an excellent work and payment history with one or both of the companies.
For more information, see ESTABLISHING CREDIT.
Upon acceptance of the estimate, the Client will sign a Work Authorization Order indicating their acceptance of the estimate. A project schedule, outline of project reponsibilities (such as who supplies and/or provides what materials, i.e., copy, photography, etc.), and, a copy of the estimate shall be a part of the Work Authorization Order. Client shall receive one photocopy of these items for their files upon TOG or CSN receiving the project deposit fee (see DEPOSITS).
If an estimate was not requested by the client, work shall commence without a Work Authorization Order. Unless, specifically requested by the Client, a project schedule, outline of project responsibilities (such as who supplies and/or provides what materials, i.e., copy, photography, etc.), shall not be supplied. Work done without a Work Authorization Order is available only to established Clients of TOG or CSN who have an excellent history with one or both of the companies.
All buyouts by TOG or CSN, of services and/or materials required for completion of a project will be billed to the client at cost plus a reasonable mark-up. This includes, but is not limited to: conceptual work; copywriting and editing; traditional, mechanical, or electronic artwork; traditional, mechanical, or electronic design; typography; traditional, mechanical, or electronic photography; traditional, mechanical, or electronic illustration; photoengraving; prepress; lithography; printing; manufacturing; fulfillment; freight; messenger services; telephone, electronic media; et al.
TOG and CSN make every attempt to ensure the correctness of the finished artwork. However, ultimate responsibility for proofing and correcting any mistakes is the Client’s and TOG or CSN cannot be held responsible and/or liable for errors not caught by the Client. Errors made by TOG or CSN, on any materials it creates, will be corrected at no expense to the Client BEFORE the artwork is, including but not limited to, given to Client, sent to prepress, printed, photographed, published, distributed, manufactured, traditionally or electronically presented or transmitted, broadcast, et al.
Author’s Alterations (AA’s) are those changes, edits, additions, deletions, and/or other alterations to the original job parameters after work has commenced. Author’s Alterations represent all work performed in addition to the original specifications. Such additional work will be charged for on an as-time-required-basis at current hourly rates for specific categories of work performed (i.e., account management services, design, typesetting, illustration, etc.) and, will be supported with a new estimate submitted to the client before AA’s begin or, by documentation such as timelogs, etc., should a client not require a written estimate for AA’s.
Unless otherwise specified, the estimate quoted is for a single pick-up and delivery to local Client’s place of business. Proposals are based upon continuous and uninterrupted delivery of complete order unless specifications distinctly state otherwise. Other charges related to delivery to and from Client and/or vendors and suppliers are not included in any quotation unless so specified. Messenger, freight, and electronic transmissions will be charged for on an as-used basis. Special priority pickup or delivery services will be provided at current rates upon Client’s request. Title of ownership for finished artwork completed in any media shall only pass to the Client upon payment in full to TOG or CSN, plus interest (if incurred) of the relevant invoice for each project completed and delivered.
These services will be used on an as-necessary basis and charged for on a fee basis. These items are not included in any job or project estimate. All of these costs are additional to the cost of any project.
These services will be used on an as-necessary basis and charged for on a time/fee basis. These items are not included in any job or project estimate. All of these costs are additional to the cost of any project.
Schedules will be established and adhered to by Client and TOG or CSN to the best of each parties abilities provided that neither party shall incur any liability nor penalty for delays due to state of war, riots, civil disorders, fires, strikes, illnesses, accidents, action of government, or any civil authority, and acts of God, or by any other causes and/or events beyond the control of the Client and/or TOG and/or CSN.
Paper stock, camera copy, manuscript copy, artwork, film, photographs, illustrations, color separations, art and copy materials, and files submitted on electronic media of any type, or materials transmitted to TOG or CSN by electronic means, and other client furnished materials shall be manufactured, packaged, and delivered to TOG or CSN per the company’s specifications. Additional costs due to Client delays or Client-impaired production and/or manufacture caused by deficient fulfillment of specifications shall be charged to the Client.
TOG and/or CSN require reasonable lead-time for completion of projects and reserves the right to charge a rush premium subject to prior approval by the client when possible, in the event that time requirements create extra expense for TOG and/or CSN and/or its vendors and suppliers.
Credit can be established by completing a credit application which is available upon request from TOG or CSN. Upon approval of the application, TOG or CSN will extend credit only for the estimated amount of the project work undertaken. Until credit approval is established, a 50% deposit on the estimated cost of the initial project is still required, with the balance due, including Author's Alterations and Buyouts, etc., before delivery of completed project to the Client.
A line of credit may be established, and credit status may be increased without a credit application being completed. This type of credit approval is based in part by frequency of Client's use of TOG or CSN services and products, an excellent payment history, with any of GOCI'S companies, and is given at our sole discretion. To establish such credit, the Client must make deposits of 50% or more on projects undertaken by TOG or CSN and pay the balance due before delivery of completed project is made. In addition, the Client must also be a frequent [at least 1 purchase per month] customer of the Companies for a minimum of one year and maintain an excellent working and payment history as the credit line is increased. After the first year has passed, TOG or CSN may extend credit to a Client without a deposit being required [see exceptions below in DEPOSITS] or payment being required before or upon delivery of the job, and is done so at our sole discretion.
The credit status of any Client is subject to review at anytime without prior notice to the Client. Regardless of type of credit extended, available credit line is subject to reduction or cancellation without prior notice or explanation to the Client.
DEPOSITS. New clients may be required to complete a credit application form and return said form to TOG or CSN in a timely manner in order to establish a limited line of credit. Unapproved, or newly approved Client's are required to remit a 50% deposit of the estimated cost of every project before work commences. Upon completion of the project, said Clients shall be required to pay the balance due on the final invoice (less the 50% deposit) plus any applicable California state sales tax and/or Federal taxes, or VAT, if any, in the form of a bank cashier’s check, bank wire transfer, credit card, and/or cash (All work is payable in U.S. funds only) before delivery of the completed project. Personal and company checks will not be accepted.
For Unapproved and Approved Clients All jobs which require buyouts will pay a deposit of 50% of the estimated costs of the buyouts prior to the job commencing, and pay the balance due for the buyouts upon completion of and before delivery of the job. Media: Full payment is due before media is placed for print, electronic or broadcast distribution.
Projects under US $10,000.00. For Clients with established lines of credit, for all jobs estimated or not, which are expected to be under US $10,000.00, shall not be required to pay a deposit, unless the Companies so require one. However, a deposit of 50% of the estimated buyouts, if any, shall still be required. Upon completion of job, an invoice shall be issued to the client for the total amount of the job, indicating less the deposits, and showing the balance due, plus any applicable state, federal, or VAT sales taxes, and shall be due upon receipt. Clients with high credit lines may be given a net 30 days to pay the invoice. This privilege is at the sole discretion of TOG or CSN. All other credit approved Clients must pay invoice upon receipt.
Projects over US $10,000.00. For Clients with established lines of credit, for jobs estimated or not, which are expected to go over US $10,000.00, shall be required to pay a deposit of at least 25% [plus a deposit of 50% of the estimated buyouts, if any]. At mid-term of the project, another deposit of 25% shall be required. Upon completion of job, an invoice shall be given to the client for the total amount of the job, indicating less the deposits, and showing the balance due, plus any applicable state, federal, or VAT sales taxes, and shall be due upon receipt. Clients with high credit lines may be given a net 30 days to pay the invoice. This privilege is at the sole discretion of TOG or CSN. All other credit approved Clients must pay invoice upon receipt.
Projects over US $15,000.00. For Clients with established lines of credit, for jobs estimated or not, which are expected to go over US $20,000.00, shall be required to pay a deposit of at least 35% [plus a deposit of 50% of the estimated buyouts, if any]. At mid-term of the project, another deposit of 35% shall be required. Upon completion of job, an invoice shall be given to the client for the total amount of the job, indicating less the deposits, and showing the balance due, plus any applicable state, federal, or VAT sales taxes, and shall be due upon receipt. Clients with high credit lines may be given a net 30 days to pay the invoice. This privilege is at the sole discretion of TOG or CSN. All other credit approved Clients must pay invoice upon receipt.
Projects over US $20,000.00. For Clients with established lines of credit, for jobs estimated or not, which are expected to go over US $30,000.00, shall be required to pay a deposit of at least 40% [plus a deposit of 50% of the estimated buyouts, if any]. At mid-term of the project, another deposit of 30% shall be required. Upon completion of job, an invoice shall be given to the client for the total amount of the job, indicating less the deposits, and showing the balance due, plus any applicable state, federal, or VAT sales taxes, and shall be due upon receipt. Clients with high credit lines may be given a net 30 days to pay the invoice. This privilege is at the sole discretion of TOG or CSN. All other credit approved Clients must pay invoice upon receipt.
Projects over US $30,000.00 Terms to be discussed and mutually agreed upon.
Invoices are due upon receipt. Long-term clients with credit lines firmly established, may take up to net thirty (30) days to pay their invoices in full from the date of invoice, not from date of receipt, before interest begins to accrue.
Claims for cost adjustment on specific invoices for finished artwork, printing, and/or other materials, that the client perceives to have a deficiency or, for a finished product that appears to be damaged in transit, must be made by the client in writing within a period of ten (10) days after delivery. Failure to make such a claim within the stated period shall constitute irrevocable acceptance and an admission that the client fully complies with TOG and/or CSN and its parent, Group One Communications, Inc.’s [GOCI] [hereafter also known as the Companies] Terms, Conditions, Policies, Responsibilities, and Procedures. The Companies' liability shall be limited to stated selling price of finished copy, designs, photographic images, illustrations, or artwork whether traditional, mechanical, or electronic, printed materials, and/or any transit-damaged product or goods, and in no event shall it include special or consequential damages, including profits (or profits loss). As security for payment of any sum due, or to become due, under terms of any Agreement, the Companies shall have the right, if necessary, to retain possession of, and shall have a lien upon, all Client’s property in the Companies' possession including work in progress and finished work including, but not limited to, artwork; photographic material, illustrations, software, programming, electronic media; printed material; film; electronically presented, stored, and published materials, et al.
The extension of credit or the acceptance of notes, trade acceptances or guarantees of payment shall not affect such security, interest, and lien.
The Companies invoice projects and services thus: 1] at time estimate, [if any] is accepted and a Work Authorization Order is signed; 2] at commencement of project; 3] by phases of completion of project; 4] at time of full completion of the project; or, 5] on a monthly retainer basis. Invoicing procedures are dependent upon various components, such as: the Client's credit status, the nature of the work provided to the client, the project cost and scope.
Media: Regardless of client frequency, history, and credit status, all types of placed media is invoiced when insertion is placed, and without exception, payment is due in full before media publishes traditionally, mechanically, or electronically, transmits to electronic media providers, or broadcasts to TV/Cable or radio.
In accordance with generally-held advertising industry procedures, the Companies are not required to finance the advertising, marketing, promotions, printing, manufacturing, media, fulfillment, or any other provided services or products for, of, and to the Client.
The Companies reserve the right to add a service/finance charge of 1-1/2% per month on an invoice[s]’s unpaid balance (18% annually) to accounts remaining unpaid after thirty  days. Every thirty days from date of invoice the service/finance charge will added to the amount of the past due invoice[s].
In addition to the service/finance charge, a late payment fee of $29.00 will be applied to each outstanding invoice every 30 days that the invoice[s] are outstanding to pay for the costs of collection.
The Companies also shall not accept nor recognize any Cient’s nor their representative’s attempts to supercede the Companies' Terms, Conditions, Policies and Procedures in its pursuit to collect monies due from the invoiced Client. This includes any attempt to avoid payment of any invoice for any cause whatsoever including, but not limited, to: Client going out of business; selling to or merging with another company, corporation, LLC, et al; a Client filing bankruptcy or for bankruptcy protection; the Client stating they did not authorize the job when evidence clearly demonstrates to the contrary that job was authorized by the Client; or a client’s personal disablment and/or death in which case the executors of the client’s business and personal estate shall be held liable for the total amount of invoices due to the Companies including, but not limited to, all service/finance charges and late payment fees.
Further, the Companies reserve the right to collect reasonable legal fees, court costs, and sheriff’s department collection costs in the city and county of Los Angeles, and/or in the city of Lancaster in the county of Los Angeles, in the state of California, United States of America, no matter where the client’s place of business or its legal offices are located, in the event that legal action is required to collect monies owed to the Companies.
The Client shall indemnify and hold harmless The Odell Group, CyberSite.net, and their parent, Group One Communications, Inc. (the Companies) and any and all of its subsidiaries, from any and/or all loss, cost, expense, and damages, on account of any and all manner of claims, actions, and proceedings that may be instituted against the Companies on grounds alleging that completed projects by the Companies, on behalf of the Client, violates any copyright or any proprietary right of any person, or that the completed work contains any matter that is libelous, or scandalous, or invades any person’s right to privacy, or any other personal rights. The Client further agrees, at the Client’s own expense, to promptly defend and continue the defense of any such claim, demand, action, or other proceeding that may be brought against the Companies, provided that the Companies shall promptly notify the Client with respect thereto, and provided further that the Companies shall give to the Client such reasonable time as the exigencies of the situation may permit in which to undertake and continue the defense thereof.
This current Terms, Conditions, Policies, Procedures, Responsibilities, Terms and Conditions, and General Information Statement is effective as of January 01, 2018, are retroactive to September 01, 1987, and are subject to change without prior notice. TOG and/or CSN reserve the right to correct any content, typographical or grammatical errors, and such errors do not construe any permission or allowance for any Client to negate the effective policies as set forth in this document.
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For Group One Communications, Inc, The Odell Group, and CyberSite.net:
Mailing and Correspondence Address: PO Box 278, Acton, CA 93510
Main Phone: 661.269.2398
Main Fax: none, please email and attach pdfs, images, or documents to email (up to 6MB). If items are over 6MB, please request access to our DropBox service.
Executive Offices eMail:
The Odell Group: IMPACT@TheOdellGroup.us