Booking Policy

Effective Date: July 15, 2026
Last Updated: July 15, 2026

This Booking Policy governs the scheduling and administration of consultations and service engagements with Vox Via ("Company," "we," "us," or "our"), a Wyoming limited liability company. By scheduling a consultation or engaging our services, you agree to the terms set forth below. This policy supplements our Terms and Conditions.

1. Consultation Scheduling

1.1 Initial Inquiries

All service engagements begin with an inquiry submitted through our contact form or via email at [email protected]. Our team reviews every inquiry and responds within one (1) business day. For qualified engagements, we schedule a discovery consultation to discuss scope, feasibility, and timeline.

1.2 Discovery Consultations

Initial discovery consultations are provided at no cost to prospective clients. These consultations are conducted via video conference or telephone and are typically 30 to 60 minutes in duration. The purpose is to understand your requirements, evaluate feasibility, and determine whether a formal engagement is appropriate.

1.3 Scheduling

Consultations are scheduled by mutual agreement during standard business hours: Monday through Friday, 9:00 AM to 6:00 PM Eastern Time, excluding federal holidays observed in the State of Florida. Accommodations for alternative time zones may be made upon request.

2. Cancellation and Rescheduling

2.1 Free Consultations

Initial discovery consultations may be cancelled or rescheduled at any time by either party without penalty. We request a minimum of four (4) hours notice for cancellations. If you do not attend a scheduled consultation without prior notice ("no-show"), we reserve the right to decline rescheduling at our discretion.

2.2 Paid Consultations and Engagements

For paid consulting sessions or advisory engagements:

  • More than 48 hours notice: Full refund or rescheduling at no cost
  • 24 to 48 hours notice: Rescheduling permitted; no refund if cancelled
  • Less than 24 hours notice or no-show: No refund or rescheduling; the session fee is forfeited in full

Cancellations must be communicated in writing via email to [email protected].

3. Service Engagement Terms

3.1 Proposals and Statements of Work

Following a discovery consultation, Vox Via will provide a written proposal or Statement of Work ("SOW") outlining the engagement scope, deliverables, timeline, milestones, and fees. No work begins until both parties execute the SOW or an equivalent written agreement.

3.2 Project Timelines

Timelines specified in a SOW are estimates based on the information available at the time of proposal. Delays caused by incomplete client-provided data, change requests, or third-party dependencies may extend the timeline. We will communicate any anticipated delays promptly and work with you to adjust the schedule.

3.3 Change Orders

Any changes to the agreed scope, deliverables, or timeline require a written Change Order signed by both parties. Change Orders may adjust the project fee, timeline, or both. No work outside the original SOW scope will be performed without an executed Change Order.

4. Payment Terms

4.1 Fee Structure

Fees for services are specified in the executed SOW and may be structured as fixed-price, time-and-materials, or milestone-based, as appropriate for the engagement. The specific fee structure will be clearly defined before work begins.

4.2 Payment Schedule

Unless otherwise specified in the SOW:

  • A non-refundable deposit of thirty percent (30%) of the total project fee is due upon SOW execution to secure the engagement and begin work
  • Progress payments are due upon completion of agreed milestones as defined in the SOW
  • Final payment is due upon delivery of all deliverables and prior to handover of work product

4.3 Late Payment

Invoices are due within fifteen (15) days of issuance unless otherwise specified. Late payments may incur a late fee of 1.5% per month (or the maximum rate permitted by law, whichever is lower) on the outstanding balance. Vox Via reserves the right to suspend work on any engagement with overdue invoices.

5. Client Responsibilities

Timely completion of any engagement depends on client cooperation. You agree to:

  • Provide all necessary data, access credentials, documentation, and feedback in a timely manner as specified in the SOW
  • Designate a primary point of contact with the authority to provide approvals and make decisions
  • Review and respond to deliverables within the review periods specified in the SOW
  • Communicate scope changes through the Change Order process described above

6. Engagement Termination

Either party may terminate an engagement with thirty (30) days written notice. Upon termination:

  • Client is responsible for payment of all work completed through the date of termination
  • Vox Via will deliver all work product completed through the date of termination, subject to payment of outstanding fees
  • The non-refundable deposit is not subject to return upon termination
  • Termination by Client without cause does not relieve Client of payment obligations for work already performed

7. Dispute Resolution

Disputes arising from booking or engagement matters will be handled in accordance with the dispute resolution procedures set forth in our Terms and Conditions.

8. Contact

For questions about this Booking Policy or to schedule a consultation:

Vox Via
2333 Brickell Ave D1-159
Miami, FL 33129
Email: [email protected]