Terms of Service

Description of Service :
EVAP provides an automated 24-hour per day telephone service that receives guest responses to your invitations to a weddings or event. EVAP provides to the event organizer, a toll free telephone number and an extension number to be included in the invitation as well as the direction for the invited guests to use the service to report their intention to attend or not to attend the wedding or event. EVAP may be used to gather meal choices from your guests as well as it may provide guests with driving directions to the event, recommendations for hotel accommodations and/or any pre-recorded information you would want the guest to know before they indicate their intention to attend the event.

EVAP will initiate outbound telephone calls to guests who have not responded with their intention by the deadline date selected by the event organizer. If the guest is not reached by telephone, at least two additional telephone calls will be attempted by EVAP in an attempt to obtain a response. Guests will be prompted to press a key on their telephone to indicate their intention and any other choices they are given.

EVAP will prepare and submit to the event organizer a printed report detailing the responses received as well as the results of the outbound telephone efforts EVAP. While the report will accurately indicate the responses EVAP has obtained, you may experience "no shows" by guests who confirmed their intention to attend as well as attendance by guests who did not respond.

Registration
You may register your event by submission to EVAP of a completed Registration Form. The Registration Form may be e-mailed to the address for EVAP on the Registration Form. Upon acceptance of your registration, EVAP staff will contact the named person by email or phone to specify the following:

the toll free telephone number and an extension number to be include on the event invitation;
instructions to be include in the event invitation directing the invited guests how to respond;
a Guest List template for you to use in supplying the names and telephone numbers of your invited guests and
a printable confirmation page for receipt of the service fee, menu choices and any additional information you may have elected to make available to your guests.

Response Deadline Dates
You must select and indicate on the Registration Form RSVP Cut-off Date - a date that is printed on the invitations by which your guests are to indicate their intentions to attend. EVAP recommends a date no later than two weeks prior the Event Date

Invitations and Guest Lists
Evap does not provide invitations. EVAP will provide you with suggested instructions to include on your event invitation. A copy of the invitation and your Invitation Guest List must be provided to EVAP. The guest list will be placed on-line and made accessible to your appointed account manager. You may add and remove guest names as often as you like.

The Invitation Guest List must be in alphabetical order by last name. The first names of the guests must be included. A telephone number for each invited guest (or guest group) must be included. EVAP recommends that you use the supplied Invitation Guest List Template. All names and telephone numbers will be kept confidential.

EVAP will process the information contained on the guest list you provide to prepare a data base which will also record the responses received from the guests. Periodic updates will be sent to the account manager. The contact person or account manager may request changes to the Guest/List database. EVAP. You must allow up to 24 hours for changes to be effected. If a response is received by a guest not identified on the Invitation Guest List, EVAP will contact you or your appointed account manager.

Additional Information
If your event involves menu choices by your guests, EVAP will gather the choices along with indications of attendance. You will need to indicate the menu choices on your Registration Form.
You may also select to provide additional prerecorded information to your guests who respond to EVAP. You will need to contact EVAP to provide the additional information. Arrangements must be made prior to your mailing of invitations to assure its availability to guests who respond promptly.
The additional information will be accessed by guests through a menu operated by their touch tone telephone. Additional information you may elect to provide includes: directions to the event, hotel accommodation recommendations, gift registry or any pertinent information about the event.

Fees for Services
There is a $25 non-refundable set-up fee. In addition you will pay a monthly service fee based upon the number of months that your system will remain active. Monthly billing begins when you approve the system setup is complete and the system is made available to your guests. EVAP will give you one free week after the RSVP Deadline Date to collate and analyze the information collected thereafter the system may optionally be used to send thank-you messages to guests who attended the wedding/event. Contact EVAP for rates for this service.

If any fee is not paid within the prescribed time, EVAP reserves the right to defer making outbound telephone calls deny access to the system and to withhold reporting of the responses obtained.

Warranty
EVAP will use its best efforts to provide its services to you in an accurate and timely manner. EVAP relies upon the information you and your invited guests provide. Such information may contain errors for which EVAP shall have no responsibility. EVAP recommends that you access the response number as soon as it is established to confirm the automated program correctly describes your event and any additional information you may have selected to provide. EVAP assumes no responsibility for guests failing to attend the event after indicating an intention to attend. In the event EVAP shall fail to adequately provide its services to you, your sole remedy shall be a refund of the service fees you have paid to EVAP.