Event Sponsorship Agreement
[Last updated April 2020]
MEDD Live Virtual Conference July – August 2020
These terms and conditions relate to the Sponsorship Proposal outlined in the prospectus provided to you.
Terms and Conditions
1. Obligations of Connect the Docs
1.1 We will run the Event in a competent manner and handle all attendee bookings and communications.
1.2 We will provide the inclusions set out in Annexure 1 that are relevant to the Fees you have paid as detailed in the above Schedule
1.3 We will aim to supply the inclusions as detailed in Annexure 1 however reserve the right to include an alternative inclusion to the same or better standard if we encounter an unforeseen circumstance that affects the availability of any inclusion.
2. Your obligations
2.1 You must provide all information or things we request of you by the date we advise they are due. For example, your intellectual property (logo, trademark, images etc). If we do not have something we need, we may not be able to provide all of the inclusions and will be under no obligation to provide alternatives or refund any money.
2.2 Your marketing material to be included in the event must comply will all legal and regulatory requirements applicable to your business. You indemnify us in respect of any claim made as a result of your breach of this provision.
3.1 You are responsible for payment of our Fees by the due dates.
3.2 If you are late making any payment, we reserve the right to charge interest at the rate of 8% on overdue amounts (both prior to and after judgement if applicable). If we have to take steps to enforce payment, you agree we may also charge you our costs for enforcement (for example, debt collection or solicitor on a solicitor and own client basis).
3.3 Our fees are shown exclusive of GST and you agree to pay GST on the amounts shown at the same time and in the same manner as payment of the GST exclusive amount.
4. Cancellation policy
4.1 If you wish to withdraw as a sponsor less than 40 days prior to the Event for any reason, the Fees will be non-refundable. This is because we will not have sufficient time to find an alternative exhibitor to take your place and will have invested time and money in building your material into the online platform, which will be costs thrown away, together with the cost associated in removing your materials.
4.2 If you wish to withdraw as a sponsor more than 40 days prior to the Event for any reason, we will refund 50% of the Fees and retain the balance, this is because we will have invested time and money in building your material into the online platform, which will be costs thrown away, together with the cost associated in removing your materials.
5. Right of first refusal
5.1 If we have agreed to grant you a first right of refusal, we grant you the right to be offered the same exhibitor level at our next summit (or similar) event (including the same exclusivity if it was offered under this agreement).
5.2 The fees, terms and inclusions for any subsequent event may be different to this Event.
5.3 The first right of refusal, including estimated costs and inclusions, will be offered to you before any other party and you will have 14 days to accept the offer.
5.4 If you do not agree within the 14-day period to take up the sponsorship offer, we will be free to offer that sponsorship level (and exclusivity if applicable) to any other party.
6. Intellectual Property
6.1 To enable us to complete our obligations under this agreement, you grant us a non-exclusive, worldwide, revokable license to use any of the intellectual property (eg. your logo or trade-mark) you supply to us for the purpose of completing our obligations under this agreement and for marketing, promoting or running the Event.
6.2 You agree we will create an audio, video or other recording of the Event, which may or may not contain footage or images of your personnel (‘event recording’). Copyright in the event recording will belong to Connect the Docs upon creation.
6.3 You acknowledge that Connect the Docs may use the event recording (commercially or otherwise) in any manner and on any compliant media, including editing and/or using parts of the event recording to create derivative works. You irrevocably waive all editorial rights or compensation rights associated with the event recording.
7. Collection of data
7.1 We will not provide personal information about attendees to sponsors. You may include in your presentations, calls to action to capture lead data.
7.2 You will be permitted to include calls to action for the purpose of capturing lead data in the post Event promotional opportunities.
8. Sub-letting / sharing
8.1 You may not assign your interest in this agreement or sub-let or share your sponsorship space with any other person or entity without our prior written permission.
9. Registration of staff
9.1 You must provide us with a register of all personnel (employees, proprietors etc) that are associated with your sponsorship package if they may attend the event at any time.
9.2 All personnel must have their own registration to login to the Event. Registration for the Event are non-transferable and may not be shared between personnel.
9.3 You agree to immediately notify us of any unauthorized use of passwords or other breach of security, and to ensure that attendees in the control of your business:
a) comply with the terms and conditions associated with attendance at the Event;
b) provide true and correct details when setting up each registration;
c) keep all username and passwords secure and confidential and not to share the access details with anyone other than the person entitled to use them;
d) not to use the Event platform to send spam or other unsolicited messages, bring the Event or Connect the Docs into disrepute or introduce not to introduce viruses, malware or other damaging things or code into the Event platform.
10. Website, links and marketing
10.1 We will use reasonable commercial endeavours to accurately replicate the intellectual property you supply us for the website and marketing however we take no responsibility for errors or omissions not intentionally caused by us.
10.2 Where we provide links, we take no responsibility for the functionality of the link or the consequences of any error or unintentional malice (eg. virus) caused by the link.
10.3 You warrant that any materials or links provided to you will not introduce viruses, malware or other damaging things or code into the Event platform.
10.4 We will actively promote the Event as described in the Proposal.
11. Limitation of liability and disclaimer
11.1 To the fullest extent possible under relevant legislation, we offer you a position as a sponsor on an as is where is basis and offer no warranties nor take any responsibility for the suitability of the Event for your business, the number of attendees attending the Event, the exposure you will receive prior to, during or after the Event, any benefit you might receive from participating as a sponsor at the Event or the effectiveness of any advertising prior to, during or after the Event. These things are all at your risk.
11.2 To the fullest extent possible under relevant legislation, we exclude all representations, warranties or terms (whether express or implied) other than those expressly set out in this agreement and will not be liable in any circumstances to you or any third party for loss or damages suffered or claims made by you or any other person or entity in relation to this agreement or your sponsorship of the Event.
11.3 You agree the total aggregate liability to us for any claim(s) arising out of this agreement is limited to the total amount actually paid by you under this agreement.
12. Postponement and cancellation of Event
12.1 We may postpone or extend the Event period at our discretion for any reason.
12.2 We will not be liable for any costs or expenses incurred by you if the Event is postponed or extended for any reason.
13.1 This agreement represents the entire agreement between us.
13.2 Our relationship is of independent contractors.
13.3 If any part of these terms and conditions is determined to be invalid or unenforceable pursuant to applicable law including, but not limited to, the warranty disclaimers and liability limitations, then the invalid or unenforceable provision will be removed and the remainder of the terms and conditions will continue in effect.
13.4 Any delay or failure in enforcing any obligation under this agreement will not amount to a waiver of that obligation.
13.5 These terms and conditions are governed by and construed in accordance with the laws of Queensland and you agree to the non-exclusive jurisdiction of the courts of Queensland in the event of any dispute.
13.6 The parties agree this agreement may be executed electronically and in counterparts and that the typing of a party’s name will be binding to the same extent as a signature.