How do travel costs work?

• Travel costs are in addition to your session costs. You estimate when you register, and you include as a supplementary cost when you quote us for a client:
  • Estimated on registration: When registering, you can indicate the destinations you’d travel to and your estimated travel costs.
  • Included in quote: When we reach out to you for a potential engagement with a specific date/period, in your quote, you must only at this point provide us a quote with: the cost of the session (as advertised) and additional costs related to travel.
  
• Any costs you’d like us to pay must be included on your quote for the engagement.
  

Non‑refundable travel elements

• Purchase only after booking confirmation. Non‑refundable elements are at your discretion and responsibility unless agreed otherwise in writing.
  

Who covers the additional costs related to the session? (supplies, parking, etc.)

• When setting up sessions: Your initial session cost that you provide us must cover all costs except travel (eg. supplies, parking, perishables). 
• When quoting for a particular booking: When you provide us the exact quote for a specific engagement on a specific date, this must also include the travel costs in addition to the above.
• In a nutshell: Culture Vitale will be responsible to fulfill a single amount that is identical to the quote that you provide us for a specific engagement, with a specific client, on a date or range of dates. Please ensure any expenses which you’d like to recover are included in your exact quoted amount. 

Is this a directory where client look up our profiles and select us or book us?

• Short answer – no.
• We propose to clients relevant partners. We currently don’t offer a public booking directory to clients. Details – see below.

What are the steps leading up to a booking?

• Culture Vitale works with clients to determine their needs, budget, dates, location.
  
• Culture Vitale works with clients to determine their needs, budget, dates, location.
  
• Culture Vitale curates and proposes suitable Culturists (you)/sessions to clients, based on:
  – Suitability to client needs
  – Location and timing
  – Budget vs. costs of session
  
• Culture Vitale contacts the relevant Culturists (you) for the sessions the client is interested in, checks availability and requests quotes.
  
• Each Culturist (you) quotes and invoices Culture Vitale directly for their full services (including session, any travel).
  
• Culture Vitale quotes and invoices clients a single full event fee (including all services – curation, sessions, catering, permits, venue etc.)
  
  • Important: Your exact fee is not presented to the client.
    
• Culturists (you) sign with Culture Vitale standard engagement term for 1× session.
  
• Culture Vitale signs with client an overall event engagement terms with client.
  
• Client pays Culture Vitale directly; Culture Vitale pays Culturists (you) the full amount you’ve quoted.
  

How many bookings am I likely to get? How frequently?

• Given the large number of variables, we’re not in a position to provide reasonable estimates for how frequently a Culturist may be engaged.
  
• Our Culturists and their offers vary quite broadly (from leatherwork specialists to leadership resilience coaches, to musicians), so do the needs of clients, seasonality of industries, and trends per region. However, having all fields completed with the exact information and formats requested facilitates this significantly by ensuring our curators are able to efficiently shortlist the profile to present to clients.
  

How do I know when a booking is confirmed?

A booking is confirmed only upon written confirmation from Culture Vitale and receipt of any required documents such as signed engagement contract and supplier contract from Culturist.

What if the client cancels the booking?

If a client cancels your booking 2 weeks or under from the booking date, you are entitled to retain your 50% booking fee.

What if I can’t make it/the session is cancelled due to unavoidable circumstances? (Force majeure, illness, and approved substitution)

In case of illness or emergency, notify Culture Vitale immediately. Any substitute facilitator if proposed must be pre-approved in writing by Culture Vitale. The substitute must have equal or higher qualifications/experience; provide bio and ID if requested. Rates remain unchanged unless otherwise agreed. The original Culturist remains responsible for delivery quality.

In events beyond the control of any party involved – Culturist, Culture Vitale, Client, Curator (e.g., government restrictions, strikes, extreme weather, venue shutdown), obligations are suspended to the extent permitted by the law, and full refunds issues where funds are received and recuperable. All parties will use best efforts to reschedule. If rescheduling is not possible or no longer relevant, no party is liable for consequential losses.

Assistants & Subcontractors

If your session requires an assistant, this is entirely your responsibility and Culture Vitale must be informed of this. You are fully responsible for their selection, briefing, and payment. Any costs for assistants must be included in your total session fee, as Culture Vitale will not pay them separately. If required by a venue, they may need to provide identification in advance.

• When allowed, pre‑approval, day rates – up to you. We pay nothing extra.
• Background/ID if a venue requires.
• Responsibility stays with you.
  

Your session:

1. Clarity: What are the exact activities/sessions you will offer? What are the exact benefits? (e.g., music → enjoyment, relaxation, cultural immersion)
   
2. Corporate‑Friendly: Nothing 18+, esoteric/mystic, ideological, offensive, etc.
   
3. Creatively Unique: Bring your personal flavor to the session you propose. Whether it’s meditation, wine tasting, or team building – think of how you could differentiate, stand out!
   

What language must/should I deliver in?

• You get to choose, and you will be selected based on your language selected on profile.
  

How specific do I need to be? Can I leave some aspects vague (e.g., price)?

• Be as specific as possible. We will be curating based on client needs, and the more precisely our team is able to match a profile to an opportunity, the more likely that profile is to be contacted/booked.
  

Your session content:

• Title: ~3–7 words – Make this clear/descriptive, unique and catchy. E.g., “Yoga Session” won’t stand out sufficiently.
  
• Description: You must include –
  
  1. What you’ll offer – what the participants will experience exactly.
     
  2. The exact benefits from the experience (include multiple if possible).
     

Do the experiences need to be interactive or can they be passive?

• While most of our experiences are interactive, clients absolutely value passive experiences as well to balance out a day. These may include cultural experiences such as live music sessions (eg. violin, opera), guided meditations etc.
  

Delivery Format & Preferences

Where do the sessions occur? Do you accept virtual sessions, or are your sessions in-person only?

• Online vs. In-Person: Our sessions are primarily focused to be in-person. However, you’re welcome to mention if your session is available to be offered virtually – you may do so in the description.
• Location: The sessions may occur either onsite at client location or an external location reserved by us. Exceptionally, clients may visit your location (eg. if you offer multiple experiences for the full afternoon). If you have a location, please note this in your description
  

How do I charge and how much do I charge per session?

• You generally either charge price per session session, or price per person.
  – Price per session: This is best when you don’t have variable costs (e.g., supplies). You can have multiple prices for different durations – e.g., 60 min €XX, 90 min €XXX.
  – Price per person: This is best when you have variable costs per person (e.g., painting supplies).
  
• You have an option to indicate ‘Other’ if your pricing is not one of these. However, we do not recommend this as it may be difficult to efficiently shortlist you based on client budgets.
  
• This is what you’ll charge Culture Vitale (not client). The exact prices you provide us will not be presented to clients (we bill on a broader package). And these prices are not subject to 25–35% commission like on AirBnB Experiences, Viator, or agencies. Please consider this when quoting us the suitable price.
  

Who is responsible for what during a booking?

• The full session: Culture Vitale is responsible for the entirety of the overall event taking place including client relations, but on the implementation of the session.
  
• The individual sessions: The Culturist (you) is responsible only for the entirety of their specific session they are hosting (including all management, supplies, time‑keeping).
  

When should I arrive?

• Culturists are recommended to arrive up to 60 minutes prior to their session, particularly if their sessions require supplies, setup, or any sort of organization. For very light‑touch sessions by highly experienced hosts, 45–30 minutes prior is acceptable if need be, but you must inform of this in advance.

What is the dresscode?

• As we address a premium corporate clientele, we request that you dress in a professional and smart manner.
  

Is there a commission to offer my session via Culture Vitale?

• There are no commissions to promote your session under Culture Vitale experiences. Your quote to Culture Vitale is paid in full as per the agreed terms (your fee is not presented to the client). We make our margin through our organizational services with our clients.
  

Can I promote or have my other services promoted to Culture Vitale clients?

Yes, Culture Vitale has two models: one with us as an organizer (our main model), and one with us as an enabler of client acquisition for our Culturists (this is secondary/optional). The secondary model is for partners hoping to get longer-term clients. Examples include cultural programs over a few months at a client’s venue or wellness programs at an instructor’s own studio.

• We’re happy to support the promotion of your other activities (and for you to talk about these yourself) so long as it does not cannibalise the services you provide/overall activities and services of Culture Vitale.
  
• Culture Vitale can also promote your other/broader services to an existing Culture Vitale client you’ve had a session with, or new clients (to a select few providers – subject to assessment).
  
• We currently offer this on a 19% commission basis for bookings acquired through introductions by Culture Vitale (in person, online, or any other channels). This does not apply to your previous clients who were already your clients prior to Culture Vitale; nor clients you directly encounter outside of Culture Vitale.
• The Culturist has complete ownership to manage the program and the client relationship end-to-end.

Commission Invoicing (Primary)

• Culturist invoices Client; Culture Vitale invoices Culturist 19% of the invoiced amount. Example process –
  Introduction: Culturist offers a small session to a client at a Culture Vitale event.
  Referral: Culture Vitale client then books a larger non–Culture Vitale offering (e.g., 1:1) with the Culturist (Culturist handles booking).
  Double‑confirmation: Client or Culturist reports this; Culture Vitale confirms this with the other party.
  Invoicing: Culture Vitale invoices the Culturist 19% of the booking value.
  

How are my sessions promoted?

• The sessions offered via our culturists are promoted via a diversity of channels including:
  – via our teams directly (such as our team of curators) to clients in person and via other channels.
  – via events, including both external events and Culture Vitale in-person events, as well as webinars and online events.
  – via owned promotional channels such as LinkedIn, newsletters/emails etc.
  – via external channels such as advertising, partners, publications etc.
  

Special Partnership: Custom Program Co-Development

For very select partners where we feel there is a real opportunity to create something unique, we can co-develop custom programs.

• We work with the partner to build a program which we’d then propose to our clients.
• These programs can often be thematic or include multiple facets of wellness, creativity, development, and more.
• These programs can be full-days, multiple-days, multiple weeks, multiple months, or ongoing (eg. monthly).

Can I change my preferences once I make a selection? (e.g. yes/no questions, choice of slots, etc.)

• Absolutely. Any selections you make can be freely modified. This includes opting in or out for certain things such as networking events or commission promotions, your slots and destinations of choice, or your rates.

Permits & Registrations

• For any activity carried out in your session which requires a license, insurance or permit (eg. food and beverages, pyrotechniques, audio) – it is up to you to organize this.
  

GDPR and Privacy

• Our data is maintained in accordance and subject to GDPR. All information shared related to attendees, client, Culturist, or Culture Vitale must remain private and is not to be used beyond the engagement. Store securely; use only for the agreed purpose; delete/return on request where legally required.
• No private information if yours is shared without your consent to third parties such as clients. These include private contact details, financial information, or any sensitive information.
  

Where is Culture Vitale based and operating?

• Entirely based in the European Union. Operating location in Paris, France; administrative location in Northern Europe in Tallinn, Estonia. Culture Vitale is a registered trademark of The Socialites (The Socialites OÜ).

IP, Media & Branding

• Who owns session content/materials: You own, for any of your own sessions. Full rights to retire, reuse, modify. Very limited instances of co‑ownership of IP where Culture Vitale actively co‑develops an experience involving Culture Vitale IP (for example a Culture Vitale Session of Vitality where your experience is just a part of the broader offering) – in this instance you still maintain the right to your experience; Culture Vitale maintains the rights to the elements that Culture Vitale offers/develops.
  
• Produced content during sessions: Works produced specifically as a final deliverable for the client (e.g., a co-created piece of art representing company values, a custom-designed corporate scent) become the property of the client, unless agreed otherwise. This does not apply to your underlying methodology, performance, or pre-existing materials. For example, the client owns the final painting, but you retain the IP for your workshop format and teaching method. The explicit exception is the Culture Vitale Fragrance experience.
  
• Photo/video rules, consent, credits: Culture Vitale may take and use photos or videos of session for Culture Vitale or clients to publish on and offline. No commission or royalty applicable to client or Culture Vitale for this. Should you wish to record your session as well, this must be with our or the client’s explicit prior agreement in writing. Any audio or video recording, or the use of your session in a case study or for publicity, must be pre-approved.

What to do if I’m having technical issues?

• If you’re having technical issues, it’s one of two things: an issue on the devices side OR an issue on our website. To identify this:
  
  1. To check, try disabling extensions such as ad‑blockers, refreshing the page, logging in/out.
     
  2. If this issue persists, the problem may be on the website. Email: contact@culturevitale.com with:
     – The exact issue description (be as detailed as possible – page, field, error message, what you see/happens exactly).
     – Your device (e.g., iPad Air 5 M1), your operating system (e.g., Windows 11), your browser (e.g., Firefox).
     

Who are your target audience? (Corporate)

• On the corporate side, we have three audiences:

1. Leadership and senior managerial profiles
2. Teams and organisations at large (eg. inter-team sessions)
3. Interorganisational/personal relationships (eg. with clients, consumers)

What are some key areas clients seek experiences for?

• There are a vast range of areas in the corporate sphere where clients may be interested in experiences.  Ultimate these break down into:

1. Wellbeing – Such as mindfulness sessions, stress-relief and resilience workshops, humor games,  etc.
2. Culture and creativity – Such as music performances, creating something (eg. art, cocktails) together, creative thinking workshops, culinary degustations, magic etc.
3. Development – Such as relationship, group cohesion development, public speaking through theater, leadership vision etc. 

The ultimate synthesis would be to feel better, lead better, work better together, and connect better.

• We focus on sustainability and while we do not impose this on Culturists, we request that, where possible, Culturists use sustainable, low‑waste materials and methods.
• This may entail us in curating sessions in a way that minimizes carbon footprint.
• Should you have any sustainability initiatives as part of your work or sessions, please do include this in the additional information of your profile.