accessible communication

1.1 Lexicon | SignStream (the Company) will always provide the most appropriate interpreter available for each Assignment. The Company will only supply interpreters who are either members of the Association Of Sign Language Interpreters (ASLI) or registered with the National Registers of Communication Professionals working with Deaf and Deafblind People (NRCPD), or in the case of lipspeakers, registered with the Association of Lip speakers (ALS).

2. Contracts

2.1 A contract between the Organiser / Purchaser (the Booker) shall be deemed in effect when the Booker provides either written or verbal confirmation of an Assignment to be fulfilled by the Company and shall be subject to these Terms and Conditions as a whole.

2.2 The Company shall provide a written contract to the Booker prior to the date of the Assignment and will take the form of a confirmation letter or email.

2.3 In the case of late notice, emergency and out-of-hours Assignments, the written contract may need to be sent retrospectively. An oral contract, itself subject to these Terms and Conditions as a whole, shall be deemed in place for the duration of the Assignment.

2.4 In order to ascertain best Client-Interpreter suitability, to accurately provide the Interpreter with Assignment information and to create an accurate contract – the Booker agrees to provide the following information:

2.4.1 Purchase Order number

2.4.2 The date of Assignment

2.4.3 The start and anticipated end time of the Assignment

2.4.4 The name and preferred method of communication of the Client(s) (where known)

2.4.5 Address and phone number of the Assignment venue

2.4.6 A contact name at the Assignment venue

2.4.7 The name and address of the person to receive and process the invoice

2.4.8 Necessary maps and travel information

2.5 The Company will not take responsibility for errors arising from inaccurate information provided by the Booker.

2.6 The Booker shall advise the Company of any alterations to an Assignment that is subject to contract in good time before the Assignment is due to take place. If necessary, a revised contract will be issued.

2.7 Services demanded of a supplied Interpreter shall not exceed the services agreed in the contract pertaining to that Assignment. A supplied Interpreter reserves the right to withdraw their services should the Assignment be substantially changed.

2.8 The Company reserves the right to substitute any Interpreter being sent to cover an Assignment. Should this be necessary, the substituted Interpreter shall have an equivalent level of qualification, base of skills and experience. The Company shall make every effort to notify the Booker and inform them of such changes in good time and prior to the Assignment.

2.9 The Booker or Client shall not directly request or solicit the independent services of any Interpreter working for or on behalf of the Company.

3. Working Conditions

3.1 The Booker must ensure that a good working environment is provided at all times for the duration of the Assignment. Most notably, the interpreter will need to be able to see and be seen at all times by all those using the interpreter during the Assignment. Likewise, the Interpreter must be able to hear and be heard by all.

3.2 The Client and Interpreter shall at all times observe established Health and Safety practices regarding appropriate breaks.

3.3 The Interpreter shall be responsible for familiarising themselves with Health and Safety procedures of the Venue. The Booker/Client shall inform and advise the Interpreter of any specific Health and Safety risks and/or procedures that may exist.

4. Preparation Material

4.1 The Booker shall provide the Company with relevant and important information pertaining to the Assignment. Examples of such information might include: a meeting agenda, minutes of previous meetings, copies of presentations, slides or scripts etc.

4.2 In certain circumstances a Client or an Interpreter might request a preparatory meeting. This meeting may be subject to a separate contract and be considered an additional Assignment or it may be included in the existing Assignment contract. Additional fees may be applicable, subject to contract.

5. Co-Interpreters

5.1 In order to observe established Health and Safety practices and maintain the highest quality of service, certain Assignments will require co-interpreting (the use of two or more interpreters). The Company will always proffer advice and make recommendations according to Best Practice and the specific requirements of the Client and/or Assignment.

5.2 In the case of a Co-Interpreter or other support worker failing to arrive at an Assignment, the attending Interpreter(s) professional capacity may be compromised. Continuing or withdrawing from the Assignment is solely at the discretion of the attending Interpreter.

6. Failure to attend

6.1 If the Client fails to attend, the Interpreter will wait at least 20 minutes before departing. The Interpreter will consult with the Client and/or the Booker wherever possible prior to departure.

6.2 Should no Clients arrive for public or open meetings (where the Booker has booked the Interpreter without definite knowledge that Clients will attend), the Interpreter shall wait for a mutually agreed length of time before departing. The Booker is advised to set this waiting time with the Interpreter prior to the start of the Assignment.

6.3 Where a Client fails to attend, the Booker is still liable to pay the full fee and mileage/travelling charges.

6.4 If any Interpreter is unable to attend the Assignment, and the Company is unable to organise a replacement, the Company will notify the Client and the Booker at the earliest possible opportunity. There will be no fee applicable should this occur.

7. Travel and other Expenses

7.1 The mode of transport deemed most suitable by both the Company and the Interpreter will be used.

Rail/coach/air: Standard class fare tickets

Car: Mileage at current rate

7.2 All other out of pocket expenses will be payable at cost, e.g. parking.

8. Travel Time

8.1 The Company does not charge travel time as standard. However, the Company reserves the right to apply travel time charges to any Assignment. Where travel time charges are deemed applicable, the Company will notify the Booker at point of contract. Travel time fees will not be applied retrospectively. The Booker is responsible for remuneration of accommodation and subsistence charges where incurred and subject to contract.

9. Cancellations

9.1 In the event of cancellation of the contract, the Booker is liable for the following charges:

• 10 working days or more notice: £25 administration fee, plus VAT
• 6 to 10 working days notice: 50% of the fee, plus VAT
• 5 working days or less notice: full fee, plus VAT

9.2 Assignments cancelled on arrival will also be liable to the appropriate mileage charge as per contract.

9.3 In the event of an Assignment being dramatically changed from the original agreement both the Company and the Interpreter reserve the right to withdraw. Charges will still apply.

9.4 Assignments altered in date and/or time shall be deemed to have been cancelled by the Booker, and will be subject to the cancellation charges listed above.

10. Acceptance of terms

10.1 These Terms and Conditions in their entirety shall be deemed to have been accepted when the Booker provides either written or verbal confirmation of an Assignment to be fulfilled by the Company.

11. Payment

11.1 Payment terms are strictly 14 calendar days from the date of invoice.

11.2 Other payment terms can be agreed prior to contract and at the discretion of the Company.

11.3 Late payments will incur an administration fee of £40 per invoice.

11.4 Lexicon | SignStream prefers electronic payment in line with our Environmental Code of Ethics (ECE).

11.5 Electronic payments should be made to:

Bank: Co-operative Bank

Sort Code: 08-92-50

Account: 70126736

Reference: Invoice number

Please reference the invoice number on all payments