ESPC22 Sponsor Terms and Conditions

Written acknowledgement from ESPC, hereafter the Organiser, of acceptance of the prospective Sponsor’s completed sponsor booking form, which includes the prospective Sponsor’s agreement to these terms and conditions, will constitute the creation of a contract between the Organiser and the Sponsor. 

Sponsors will be invoiced upon written acknowledgement of their accepted booking form. All applicable fees are due within 20 days of invoicing.  

Specific provision of sponsorship benefits will not be guaranteed until full payment is received.  

For the purposes of these terms and conditions ‘Event’ may refer to one of the following as specified in the Sponsor’s accepted booking form. 

  • ESPC22 – various sponsorship packages 
  • 2022 Content Week Sponsorship 
  • 2022 Webinar Sponsorship 

Cancellation: 

The Sponsor may cancel the contract prior to the event by giving written notice to Organiser. 

Cancellation after 30 days of invoice date will result in forfeiture of 50% of the participation fee. Cancellation after 60 days of invoice date will result in forfeiture of 100% of the participation fee.  

Eligibility:  

The Organiser reserves the right to determine whether a prospective Sponsor is eligible to participate in the Event. Eligibility is generally limited to persons or firms who supply relevant products and services to the ESPC community. Applicants who have not previously sponsored at the Event may be required to submit a description of the nature of their business and any items to be exhibited. 

Live Event Packages:  

The Organiser shall make reasonable provision for security of the Exhibition Hall during off-hours. The Organiser shall not be held liable for any injury or damage to persons or property resulting from or arising out of the event. It is further agreed and understood that it is the responsibility of the Sponsor to secure and maintain adequate insurance in sufficient amounts to protect against all such losses.  

If the Sponsor’s exhibitor space is not occupied by 08.00hrs on the opening day of the Event, the organisers have the right to cancel the contract; to utilise and/or reassign the exhibit space and keep all fees paid by the Sponsor.  

Live Event Packages – Location and Assignment of space:  

All exhibit space will be located in the area identified on the exhibition floor plan. Dimensions on the floor plan are believed to be accurate, but some adjustments may be required at the Event. The Organiser reserves the right to relocate display areas at any time before or during the Event.  

Live Event Packages – Security:  

Every reasonable precaution will be taken to protect property during the Event. However, neither the Organiser, the Exhibition Service Contractor nor the Management of venue are responsible for the safety of the property of Sponsors from theft, damage by fire, accident, vandalism, or other causes. Sponsors are strongly advised to carry protective insurance against theft, damage etc. of their property.  

Restrictions: 

The Organiser reserves the right to restrict or prohibit – without refund of fees – any exhibit or content which the Organiser, in its sole discretion, believes is objectionable or inappropriate: or which, because of noise, method of operation, materials, or for any other reason becomes objectionable, interferes with other Sponsors, or in the case of a live event results in the obstruction of access to aisles or neighbouring Sponsors. No Sponsors shall assign (whether voluntarily or involuntarily), sublet or share the assigned exhibit space, be it live or virtual, with any other entity without the prior written consent of the Organiser, which may be arbitrarily withheld.  

General:  

Whilst the Organiser accept liability that may arise as a result of any willful default or negligence of their own employees, they do not accept any liability whatsoever arising from any acts of default of independent organisations, their employees or agents over whom the organiser, have no control. The Organiser, is unable to accept responsibility for any aspect of the arrangements relating to the Event affected by matters over which they have no control including war, or threat of war, riots and civil strife terrorist activity, natural disaster, weather conditions, fire, flood, drought, technical, mechanical or electrical breakdown within any premises visited by delegates in connection with the Event. 

Sponsors who do not utilise the full extent of their package benefits will not be relieved of the obligation of paying the full price of their sponsorship package.  

Sponsors are reminded that all interactions and gathering of attendee data made, including via live chat and video facilities where available, must be GDPR compliant.  

All Sponsor staff agree to comply by the ESPC Code of Conduct.  

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