PHYLEAS AGENCY
GENERAL TERMS AND CONDITIONS OF SALE
1. DEFINITIONS
Phyleas Agency provides event management, immersive experiences, learning expeditions, travel programs, consulting, artistic performances, team building activities and related services. Client refers to any organization or individual purchasing services. Participant refers to any person attending a service.
2. SCOPE OF APPLICATION
These Terms apply to all quotations, proposals, invoices, purchase orders, contracts and services. Any written approval, payment or instruction to proceed constitutes acceptance.
3. FORMATION OF CONTRACT
A legally binding agreement exists upon signature, written confirmation, purchase order issuance, deposit payment, invoice payment, authorization to start work, or participation in a confirmed program.
4. AUTHORITY TO CONTRACT
The approving person warrants authority to bind the relevant organization. Internal approval issues do not invalidate commitments already made.
5. PAYMENT TERMS
Standard terms: 50% deposit upon confirmation and balance before delivery unless otherwise agreed. Late payment may suspend services.
6. SUPPLIER RECOVERY PRINCIPLE
Refunds are limited to amounts actually recovered from suppliers. Phyleas Agency is not responsible for sums retained by airlines, hotels, venues, transport companies, artists or other suppliers.
7. THIRD-PARTY SUPPLIERS
Services may involve airlines, hotels, venues, caterers, artists, technical providers, transport companies and local partners. Supplier conditions may affect refunds and modifications.
8. CHANGE OF SCOPE
Changes to dates, locations, participant numbers, logistics, deliverables, technical requirements or creative scope may lead to revised pricing and timelines.
9. EVENT CANCELLATION POLICY
More than 90 days: refund less committed costs. 89–60 days: 50% retained. 59–30 days: 75% retained. Less than 7 days: 100% retained. Charges reflect supplier commitments, staffing, planning, production and lost commercial opportunities.
10. TRAVEL CANCELLATION POLICY
The same schedule applies to educational trips, learning expeditions and incentive travel. Airline and hotel conditions may create additional non-refundable costs.
11. PARTICIPANT WITHDRAWAL
Voluntary withdrawal by a participant does not create a reimbursement obligation for Phyleas Agency beyond funds recovered from suppliers. Personal, academic, professional or medical reasons remain the responsibility of the participant unless protected by insurance.
12. TRAVEL MODIFICATIONS
Itineraries, accommodations, transport arrangements and activities may be modified for operational, safety, regulatory or educational reasons while preserving the overall purpose of the program.
13. POSTPONEMENT
A postponed program may be treated as continuation of the original program when substantially similar services and objectives are maintained.
14. FORCE MAJEURE
War, armed conflict, terrorism, border closures, flight suspensions, pandemics, natural disasters, government restrictions and similar events may justify modification, postponement or cancellation without liability.
15. HEALTH AND SAFETY
Participants must follow safety instructions. Phyleas Agency may exclude individuals whose conduct creates safety or operational risks.
6. IMMERSIVE EXPERIENCES
VR activities, escape games, outdoor activities, experiential challenges and interactive experiences involve inherent risks. Participation is voluntary.
17. INSURANCE
Clients and participants are encouraged to maintain travel, cancellation, medical and liability insurance. Insurance is not included unless expressly stated.
18. PASSPORTS AND VISAS
Participants are responsible for valid passports, visas, authorizations and travel documents.
19. INTELLECTUAL PROPERTY
All concepts, scenarios, methodologies, event designs, escape games, learning expedition frameworks and creative assets remain the exclusive property of Phyleas Agency.
20. CONFIDENTIALITY
Commercial, financial, strategic and operational information exchanged during projects shall remain confidential.
21. IMAGE RIGHTS
Unless otherwise agreed, photographs and videos may be used by Phyleas Agency for communication, portfolio and marketing purposes.
22. DATA PROTECTION
Personal data shall be processed only for the purpose of delivering contracted services and coordinating suppliers.
23. LIMITATION OF LIABILITY
Phyleas Agency shall not be liable for indirect, consequential, reputational or economic damages. Total liability shall never exceed fees paid for the relevant project.
24. INTERNATIONAL OPERATIONS
Projects in Europe, the Middle East and other regions may be affected by local laws, customs, permits, immigration rules and governmental decisions.
25. GOVERNING LAW AND JURISDICTION
Applicable law shall be determined by the contracting Phyleas entity. Parties shall seek amicable resolution before litigation.
26. ENTIRE AGREEMENT
These Terms, together with the quotation and project documents, form the entire agreement between the parties.
27. ACCEPTANCE
Signature, written approval, purchase order, deposit payment, invoice payment or instruction to proceed constitutes full acceptance of these Terms.
All the above-mentioned clauses shall be interpreted broadly in order to protect the continuity of operations, supplier commitments, project planning efforts and the legitimate commercial interests of Phyleas Agency.