Sponsorship Terms and Conditions

Definitions

1. Exhibitor means a legal person or entity that has completed a Sponsor Booking Form and paid the corresponding fees, if any, for their booking to participate as a sponsor, partner or other type of participant at the Event in accordance with these Terms and Conditions.
2. Booking Form means a completed signed and dated Sponsor Booking Form to reserve participation and selection of the Package at the Event.
3. Package means the Sponsorship Package selected on the Booking Form.
4. Event means the meeting described in the related event description and Booking Form.

Reservation and confirmation

1. Completion and submission of a Booking Form by an Exhibitor will be considered as a commitment by the Exhibitor to undertake and, if applicable, pay for the selected Package.
2. Upon receipt and acceptance of the completed Booking Form by the Organizer, the ISAD Society will issue an invoice of the total cost of the chosen Package, if any. The total payment is non-refundable.
3. The booking of the Package will be confirmed once the payment, if any, has been received in full by ISAD Society.

Payment terms & methods (if applicable)

➜ see dedicated page

Cancellation policy and cancellation charges (if applicable)

1. Any cancellation notices must be made in writing to the Organizer.
2. The following cancellation charges apply for any cancellation made by the Exhibitor:
   • Within 30 to 60 days of the Event, 50% (fifty percent) of the agreed cost of the chosen Package. Any remainder paid by the Exhibitor to the ISAD Society will be refunded.
   • Within 30 days of the Event, no refunds will be issued against the cost of any chosen Package and the cost of the chosen Package will be invoiced in full by the ISAD Society.
3. If the Event is cancelled by LOC, for reasons other than Force Majeure, the cost of the chosen Package paid to date by the Exhibitor shall be refunded in full by ISAD Society.

Exhibitor guidelines

The Exhibitor shall comply with the rules regulations and guidance set by the owner of the venue at which the Event will be held (“Venue Rules”).

Exhibitor rights and obligations

1. By submitting the Booking Form, the Exhibitor makes a final irrevocable commitment to occupy the allocated space until the time for closure of the Event. The Exhibitor may only represent itself. Transferring or subletting all or part of the space allocated to the Exhibitor is strictly prohibited.
2. Nothing in these Terms and Conditions or participation in the Event generally shall give the Exhibitor any right to use ISAD Society’s or any partner’s name or logo in any way whatsoever.

ISAD Society’s rights

1. Any infringement of these Terms and Conditions or the Venue Rules may lead to the immediate withdrawal by the Organizer of the Exhibitor’s right to participate in the Event without compensation or refund of sums already paid.
2. The Organizer reserves the right to reject applications from Exhibitors whose activities are considered, in ISAD society’s sole discretion, not to be in line with, or related to, the purpose of the Event or ISAD Society’s mission and values.
3. The Organizer will attempt to allocate space to the Exhibitor on the basis of the Exhibitor preference in accordance with the selected Package, and based on the published Venue Floor Plan, subject to allocations being made on a first-come first-served basis. However, final space allocations will be in LOC’s sole discretion.
4. The Organizer may retain a third party to manage the Event and any associated exhibition setup, in which case the Exhibitor agrees to work with such third party and comply with their event setup and exhibition requirements.
5. The Organizer makes no guarantees or warranties with respect to the number of Event participants, attendees or delegates, and will not be held liable in any way whatsoever if the Event attracts a lower than expected number of participants, attendees or delegates.
6. The Organizer shall be entitled to offer to another participant any space or Package that the Exhibitor fails to occupy by the time the Event opens without any obligation to provide compensation to the defaulting Exhibitor.

Force majeure

A “Force Majeure” means any event beyond a party’s control which causes a failure or delay in performance of any of such party’s obligations hereunder, including without limitation any war, earthquake, riot, civil unrest, fire, flood, explosion, epidemic or other disaster or similar event or any governmental act or regulation or action or blockade or embargo, and any act of God. In the event of a Force Majeure, ISAD Society in conjunction with LOC reserves the right to cancel the Event and ISAD Society shall only be obliged to reimburse the payments received, if any, subject to deduction of any and all costs that it has incurred in preparing the Event.

Limit on liability and insurance

1. LOC and ISAD Society shall not be responsible for:
   • the safety (including personal injury) or security of the employees, contractors, representatives, or agents of the Exhibitor, or
   • any destruction of, or loss or damage to the property of the Exhibitor or its employees, contractors, representatives, or agents (including without limitation, any equipment, exhibits, personal property, supplies, or material).
2. LOC’s and ISAD Society’s total liabilities under these Terms and Conditions shall not exceed the total amounts received from the Exhibitor in relation to the Event. LOC makes no, and hereby disclaims all, warranties and representations relating to the Event, including warranties and representations regarding the attendance levels, press coverage, outcome, or success of the Event or its related activities.
3. The Exhibitor shall hold harmless and indemnify LOC, ISAD Society and appointed Event organization third party (if any) from and against any and all liabilities, damages, expenses or losses (including reasonable attorney’s fees) incurred by or imposed upon LOC, ISAD Society and appointed Event organizer in connection with any third party claim, suit, action or demand arising out of, or relating to the Exhibitor participation in the Event or breach of its obligations under this Agreement, or in connection with the gross negligence or willful misconduct of Exhibitor or its employees, representatives, or agents.

Best industry practice

1. The Exhibitor shall comply with all applicable laws and international best practice relating to the industry sector in which the Exhibitor operates.
2. The Organizer and the Exhibitor acknowledge and agree that the booking fees hereunder, if any, represent fair market value for the services and other obligations of LOC under these Terms and Conditions, and that the payment of such fees is not intended, directly or indirectly, to reward or encourage ISAD Society or its institutional partners’ purchasing of the Exhibitor’s products or services.
3. Exhibitor’s decision to participate in the Event, and if applicable to purchase the Package, is not a requirement or expectation based on ISAD Society and/or its institutional partners’ past purchasing decisions and will have no influence on ISAD Society and/or its institutional partners’ future purchasing decisions.