SPONSOR
AGREEMENT FORM
SPONSOR AGREEMENT FORM
PLEASE FULLY READ THE TERMS BELOW
Wedding Venue Virtual Conference
Sponsor Agreement Form
April 11 – 13, 2022
Please read and sign the below agreement in regard to your sponsorship of the April 2022 Wedding Venue Virtual Conference (WVVC).
Organization
- Contact: Kelly Ewell
- Name: Wedding Venue Virtual Conference, as hosted by 48 Fields LLC
- Address: 43372 Spinks Ferry Road, Leesburg VA 20176
- Email: weddingvenueconference@gmail.com
Event Sponsor
- Information will be input by the Sponsor at the end of this Form.
This SPONSOR CONSENT AND RELEASE AGREEMENT (Agreement) is made and entered into by and between the above-named Organization and the Event Sponsor (Sponsor) regarding participation in the Wedding Venue Virtual Conference (WVVC). This Agreement constitutes the entire understanding between the parties with respect to the subject matter hereof and supersedes any and all prior understandings and agreements, oral and written, relating hereto.
In consideration for the Sponsor's participation in WVVC and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties agree to the following terms and conditions:
1. Obligations of WVVC
In consideration for Sponsor's participation in WVVC, WVVC will provide the Sponsor the benefits of one of the following sponsorship options, depending on the Sponsor-chosen level.
Gold ($1,500)
- Logo on conference website
- Logo on conference emails
- Logo on digital signage produced by conference
- Post on conference Instagram account
- Item in virtual swag bag for attendees
- 4 free conference tickets
- Access to attendee email addresses
- Insert a question into post-show survey
- 5-minute speaking opportunity and introduction of a presentation speaker -or- lead a panel discussion
Silver ($1,000)
- Logo on conference website
- Logo on conference emails
- Logo on digital signage produced by conference
- Post on conference Instagram account
- Item in virtual swag bag for attendees
- 2 free conference tickets
- Access to attendee email addresses
- Insert a question into post-show survey
Bronze ($500)
- Logo on conference website
- Logo on conference emails
- Logo on digital signage produced by conference
- Post on conference Instagram account
- Item in virtual swag bag for attendees
- 1 free conference ticket
In addition, WVVC understands and agrees that:
- Reproduction of Sponsor Materials. WVVC will make all good faith efforts to reproduce the Sponsor’s materials as needed for the event according to reasonable commercial practice industry standards. WVVC will employ and adhere to these standards to reproduce logos and other design elements. WVVC cannot guarantee results, and the Sponsor accepts and agrees that results will not be guaranteed because final materials production involves third-parties over whom WVVC has no control and accepts no liability.
- Access to Sponsor Materials. WVVC will make all reasonable best-practice commercial efforts to assure continuous, uninterrupted access to sponsorship materials on the WVVC website, but due to the number of technological factors outside control of WVVC, WVVC does not guarantee continuous, uninterrupted access by users. In addition, WVVC will not be responsible for any failure or delay affecting production, publication or the transmission of the WVVC website and any sponsorship materials contained in them, in any manner where such failure or delay results from any act, omission, interruption, fault or other condition beyond reasonable control of WVVC.
- Timing and Position. WVVC will make all good faith efforts to position sponsorship components to the Sponsor’s satisfaction but cannot guarantee the time, dates and/or position of sponsorship components, and all such decisions will be at the sole discretion of WVVC. However, WVVC will use commercially reasonable efforts to comply with the wishes of the Sponsor. If and when the Sponsor requests last-minute changes, WVVC will still use commercially reasonable best efforts to implement said changes but cannot guarantee results, and the Sponsor accepts that results are not
guaranteed. - Alternative Packages. WVVC will make a good faith effort to offer an alternative sponsorship package if a sponsorship is not executed at all solely due to a mistake or cancellation on WVVC’s part. If the alternative package is not accepted, the sponsorship will be cancelled, and the Sponsor will be entitled to a refund. This will be the Sponsor's sole remedy for failure to execute the Sponsorship.
2. Obligations of the Sponsor
The Sponsor understands and agrees that:
- Agreement to Sponsor. The Sponsor agrees to sponsor WVVC as requested by the Sponsor and as confirmed via email by WVVC to the Sponsor. The email contains confirmation of the benefits offered by the chosen level of sponsorship as well as the total amount of payment due from the Sponsor to WVVC.
- Delivery Responsibility. While WVVC will make every good faith effort to timely receive and process Sponsor materials, the Sponsor is responsible for delivery of all conference materials to WVVC and/or WVVC’s designated delivery site. WVVC accepts no responsibility for any interruption or delays the Sponsor experiences in delivering any Sponsorship materials to WVVC nor any loss or damage to any sponsorship materials. The Sponsor accepts full responsibility for retaining sufficient quality and quantity of all materials supplied to WVVC as well as any protection for damage or loss of said materials.
3. Agreements
The Sponsor understands and agrees that:
- Due Dates
- The Sponsor agrees to meet all deadlines outlined by WVVC and understands that missing deadlines could impact the inclusion of their sponsorship within conference materials.
- ii. The Sponsor will provide a high-resolution company logo and a 250-word company bio by the TBD date specified.
- Marketing and the Press
- The Sponsor agrees that WVVC will manage the official marketing of this presentation and the overall event. Any additional marketing and promotion done by the Sponsor will be at the Sponsor's own expense and at no cost to WVVC.
- The Sponsor agrees that WVVC will determine the registration fee(s) for the overall event.
- The Sponsor agrees to promote their sponsorship of WVVC through posts or stories on their social networks such as Instagram, Facebook, Twitter, LinkedIn, website, etc.
- The Sponsor understands press may be present at WVVC but that WVVC has no control over what aspects, including any sponsor mentions, are published.
4. Intellectual Property Rights and Usage
The Sponsor understands and agrees that:
- The Sponsor is knowingly and voluntarily sponsoring SVVC and gives permission to WVVC to use the Sponsor's name, logo, company biography, and any other Sponsor-provided information in connection with the advertising, promotion, and public relation efforts relating to the event as a whole in any and all media, now known or hereafter created, without any compensation to the Sponsor.
- The Sponsor gives permission to WVVC to record WVVC, during which the Sponsor's logo and other information may be captured in video and audio formats (the Recording). The Sponsor acknowledges that WVVC will become the copyright owner of the Recording. To the extent the Sponsor has any rights in the Recording, the Sponsor hereby assigns all their rights, title, and interest in and to the Recording to WVVC. The Sponsor hereby provides WVVC consent to display and provide the above Recording via the WVVC website and/or virtual platform.
- The Sponsor also grants WVVC and its successors, assigns, and licensees a royalty-free and unlimited license to broadcast, display, reproduce, edit, sell, lease, license to a third party, exhibit, and distribute the Recording, any and all written or verbal material the Sponsor submits as part of their sponsorship, and any derivative works created from or with it in any form over any format or medium. WVVC also retains the right, at its sole discretion, to choose whether to archive the footage of the Recording and whether to use it for any other purpose. The Sponsor acknowledges that WVVC has the right to display and provide the Recording and accompanying materials via the WVVC website or any other format or medium.
- The Sponsor understands that permissions granted to WVVC under this Agreement do not prohibit the Sponsor from using the Sponsor-owned logos and materials in the future for the Sponsor’s professional work.
- WVVC will hold the copyright and be the exclusive owner of any WVVC content. To the extent the Sponsor provides their intellectual property to WVVC for use in the event, the Sponsor grants WVVC and its agents, licensees, members, employees, officers, directors, and representatives a nonexclusive, worldwide, royalty-free, perpetual license to use, publish, reproduce, and distribute the intellectual property in connection with the event as a whole along with the Sponsor's name, logo, and any other information for any lawful purpose in all media in connection with the WVVC event as a whole.
5. Representations
The Sponsor warrants and represents to WVVC that:
- The Sponsor's logo, information, and other provided materials do not violate any proprietary or personal rights of others (including, but not limited to, any copyright, trademark, or privacy rights), and contains nothing libelous or otherwise unlawful.
- The Sponsor is the sole owner of every aspect of their logo, information, and other provided materials or is using information available for use without permission because it is in a public domain. Or, if the logo, information, and other provided materials contain any third-party information including, but not limited to, photographs, clip art, music, sounds, video, and written/printed content, the Sponsor confirms they have obtained all written consent, permissions, or licenses from the copyright holder to use such materials provided to WVVC and to further grant to WVVC the right to use such logo, information, and other provided materials as provided herein.
- Any issues arising from the above Representations will be the sole responsibility of the Sponsor to find resolution.
6. Compensation
The Sponsor understands and agrees that:
- WVVC cannot guarantee any specific number of attendees to any specific presentation or to the event as a whole. As such, the Sponsor will not be entitled to any refund of payment as a result of reduced attendance. WVVC will in no event have any liability to the Sponsor and will have no other obligation to the Sponsor of any type except as expressly stated in the Agreement.
- Based on the Sponsor-desired sponsorship level, the Sponsor will provide WVVC payment in full within ten (10) days of the signed Agreement. This Agreement will be deemed cancelled if the Sponsor does not submit payment in full to WVVC within this timeframe. No benefits of sponsorship will be afforded to the Sponsor until payment in full is received by WVVC.
- Any expenses incurred during the Sponsor's participation at WVVC are their responsibility and the Sponsor will not be reimbursed by WVVC unless previously discussed and agreed upon in writing.
- There should be no travel, hotel, ground transportation, meals, or daily expenses incurred by participating in WVVC.
7. Platform
The Sponsor understands and agrees that:
- This event will be offered to attendees virtually via an online platform for registered attendees only.
- Portions of the event may stream or be posted to social media platforms, including, but not limited to, Zoom, Twitter, Facebook, Instagram, LinkedIn, and YouTube. WVVC may record the presentations and post on WVVC’s website and social media sites.
8. Cancellation
The Sponsor understands and agrees that:
- WVVC may cancel WVVC and the Sponsor's sponsorship based on registration levels. The threshold to avoid cancellation is a minimum of TBD attendees by DATE. Upon such cancellation of the event, this Agreement will be terminated immediately, and the Sponsor will be refunded any payments they had previously made towards their sponsorship within thirty (30) days of cancellation.
- WVVC may cancel the Sponsor's sponsorship based on the Sponsor's breach of the Agreement. Upon such cancellation of the sponsorship, this Agreement will be terminated immediately, and no payments will be refunded to the Sponsor.
- Because of activities undertaken and benefits granted to the Sponsor under the terms of the sponsorship, sponsorships may not be cancelled. The Sponsor may indicate a desire to remove their name and sponsorship participation from WVVC, but no payments will be returned to the Sponsor.
- WVVC and the Sponsor may agree to cancel the Sponsor's sponsorship and terminate this Agreement at any time and for any reason upon mutual written agreement, effective immediately. In such cases, WVVC will remove their name and sponsorship participation from WVVC, but no payments will be returned to the Sponsor.
9. Force Majeure and Indemnification
The Sponsor understands and agrees that:
- In the event that the performance of any of the covenants of this Agreement, the Sponsor’s sponsorship, or WVVC as a whole is delayed or prevented due to any cause beyond the reasonable control of the WVVC or the Sponsor such as acts of Man or God, government restrictions, flood, fire, earthquake, unusually severe weather, pandemic or epidemic, shortage of adequate power, embargoes, war, invasion, hostilities, terrorism, riots or other civil unrest, strikes, labor stoppages or slowdowns, transportation or logistical barriers, or any other cause beyond the reasonable control of WVVC which makes it commercially impracticable, illegal, or impossible to fulfill the sponsorship or event as a whole, both WVVC and the Sponsor will be relieved of their obligations contained within this Agreement. Either party will immediately notify the other if the sponsorship or the event cannot move forward as planned.
- The Sponsor will indemnify, release, hold harmless, and defend WVVC and its current or former employees, officers, directors, or representatives from and against any and all claims, demands, causes of action, losses, liabilities, damages, costs, and expenses, including without limitation reasonable attorneys’ fees and all other costs of defense, arising out of any third-party claim, action, or proceeding or threatened claim, action, or proceeding against WVVC arising out of any actual, indirect, or alleged breach of the Sponsor's representations or warranties contained herein or arising from or relating to the service or performance by the Sponsor under this Agreement.
- The Sponsor will further indemnify, release, hold harmless, and defend WVVC and its current or former employees, officers, directors, or representatives from and against any and all claims, demands, causes of action, losses, liabilities, damages, costs, and expenses, including without limitation reasonable attorneys’ fees and all other costs of defense, arising out of any third-party claim, action, or proceeding or threatened claim, action, or proceeding against WVVC arising out of any actual, indirect, or alleged breach related to use of the Sponsor's information, trademarks, logos, and other Sponsor information and materials.
- The Sponsor releases and waives any and all claims, damages, losses, and expenses as a result of, or arising from, their participation in or sponsorship of WVVC.
10. Code of Conduct
The Sponsor understands and agrees that:
- The Sponsor will conduct themselves in a professional and civil manner at all times. They will exercise consideration and respect in their speech and actions.
- The Sponsor will remember that the boundaries of good taste, humor, personal space, and physical interaction differ from person to person. If the Sponsor senses someone may feel uncomfortable — whether they explicitly state it or not, the Sponsor will be respectful of those boundaries.
- The Sponsor will refrain from demeaning, discriminatory, or harassing behavior. Harassment and inappropriate behavior may include, but are not limited to:
- Sexist, racist, homophobic, transphobic, or otherwise discriminatory jokes or language, physical intimidation, stalking, following, or sustained disruption of talks or events.
- Posting or displaying sexually explicit or violent material
- Unwelcome sexual attention including sexualized comments or jokes, inappropriate touching, groping, and unwelcomed sexual advances
- Advocating for, or encouraging, any of the above behavior
- WVVC prohibits discrimination, harassment, and/or bullying against any person because of age, ancestry, color, disability or handicap, national origin, race, religion, gender, sexual or affectional orientation, gender identity, appearance, matriculation, political affiliation, marital status, veteran status, or any other characteristic protected by law. The Sponsor will maintain an environment free of discrimination, including harassment, bullying, or retaliation whenever and wherever those individuals are conducting WVVC business or participating in WVVC events or activities.
- The Sponsor will not disparage WVVC or employees, products, or services in conversation, online, in social media, or any other outlet. In the event that WVVC, in its sole discretion, believes that the Sponsor has engaged in such practices or that the Sponsor's sponsorship would otherwise not be in the best interest of WVVC, WVVC will have the right to terminate this Agreement and the Sponsor's sponsorship without penalty upon written notice to the Sponsor and without diminution of any other rights WVVC or its employees, officers, directors, or representatives may have.
- The Sponsor will conform to and comply with all of WVVC’s rules and regulations as well as with all applicable local, municipal, county, state, and federal ordinances, laws, rules, guidelines, and regulations when providing the services hereunder, including without limitation.
11. Independent Contractor and Insurance
The Sponsor understands and agrees that:
- Each party is an independent contractor. This Agreement does not constitute either party as an employee, agent, or other representative of the other, and neither party will have the authority to enter into contracts or obligations on the other's behalf. Each party will be solely responsible for all debts and obligations incurred by it in performing its obligations under the Agreement, including, without limitation, all obligations to and in respect of its employees.
12. Term and Survival
The Sponsor understands and agrees that:
- The term of this Agreement will commence upon the Sponsor's signature and the Effective Date will be the date of the Sponsor's signature. The Agreement will continue until completion of the Sponsor's completion or cancellation of WVVC, unless sooner terminated in accordance with the terms of this Agreement.
- The rights and obligations of the parties set forth in General Section below, and any right or obligation of the parties in this Agreement which, by its nature, should survive termination or expiration of this Agreement, will survive any such termination or expiration of this Agreement.
13. General
The Sponsor understands and agrees that:
- Entire Agreement/Modification. This Agreement sets forth the entire understanding and agreement between WVVC and the Sponsor as it relates to the subject matter hereof. It supersedes all prior and simultaneous oral or written agreements, representations, and understandings between the parties. No supplement, modification, or amendment of this Agreement will be binding unless executed in writing by all of the parties.
- Representation and Warranties. Both WVVC and the Sponsor represent and warrant that they each have the right to enter into this Agreement, to grant the rights granted herein, and to the perform fully all the obligations in this Agreement. WVVC and the Sponsor acknowledge that the obligations under this Agreement do not and will not conflict with or result in any kind of breach or default under any other agreement. The signatures at the end of this Agreement are authorized on behalf of WVVC and the Sponsor .
- Confidentiality and Non-Disclosure. This Agreement contains confidential information and the
Sponsor will not at any time disclose, share, send, describe, or otherwise disseminate in any manner the any information, content, descriptions, or other details of the Agreement to any person, organization, company, outlet, entity, or other third-party who is not party to the Agreement without the prior approval of WVVC. The Sponsor may not use the information in this Agreement for any other purpose than that set forth in the Agreement. Further, the Sponsor agrees that any violation, threat of violation, or failure to maintain the confidentiality of the Agreement by the Sponsor is in breach of the Agreement and would cause irreparable injury to WVVC. WVVC is entitled to enforce this Agreement or seek adequate remedy through legal action and will be entitled to recover from the Sponsor all costs incurred thereby, including without limitation, reasonable attorney's fees. - Limited Liability. In no event will WVVC be liable to the Sponsor for any consequential, indirect, incidental, punitive, exemplary, enhanced, or special damages arising from, related to, or connected with the services performed or the rental of the premises provided under this Agreement. In no event will WVVC’s liability hereunder exceed the total amount of payment actually paid by the Sponsor under this Agreement.
- Governing Law and Legal Expenses. This Agreement and the rights and responsibilities of the parties will be construed under the laws of the Commonwealth of Virginia, without regard to Virginia’s conflict of laws principles. If any legal action is brought for the enforcement of this Agreement, or because of an alleged dispute, breach, default, or misrepresentation in connection with any of the provisions of this Agreement, WVVC will be entitled to recover reasonable attorneys’ fees and other costs incurred in that action or proceeding or any appeal therefrom, in addition to any other relief to which it may be entitled, from the Sponsor. Any legal action under this Agreement will be brought in the courts of Loudoun County, Virginia, and the parties agree to submit to the jurisdiction and venue of such courts.
- Severability and Partial Invalidity. If any provision of this Agreement or its application to any person or circumstance is, for any reason, held invalid or illegal in any respect, such invalidity or illegality will not affect the validity of this Agreement and the parties will promptly substitute for the affected provision, a valid and enforceable provision which most closely approximates the intent and economic effect of the invalid provision. If such provision cannot be amended so as to be valid and legal, then such provision is severable from this Agreement, and the remaining provisions of this Agreement will remain valid and enforceable.
- Assignment. The Sponsor will not assign the rights or obligations under this Agreement without the expressed prior written consent of WVVC, which may be withheld at WVVC’s sole discretion.
- Interpretation. If any provision in this Agreement requires judicial interpretation, the judicial body interpreting or construing such provision will not apply the assumption that the terms hereof will be more strictly construed against one party which itself or through its agents prepares the same. The parties hereby agree that all parties and their agents have participated in preparation of this Agreement equally.
- Electronic Signatures. WVVC and the Sponsor agree that the electronic signatures, whether digital or encrypted, of the parties included in this Agreement are intended to authenticate this writing and will constitute a valid and binding Agreement. The electronic signatures will have the same legal validity, force, and effect as manual signatures.
14. Signature
The Sponsor understands and agrees that:
- Sponsorship of WVVC can be revoked by WVVC’s sole discretion if the Sponsor fails to comply with any of the above obligations.
- The Sponsor has read, fully understands, and agrees to this Agreement and what it means with respect to their participation.
- The Sponsor warrants, represents, and agrees that they have the full power and authority to enter into this agreement.
LET'S BE SOCIAL
GET IN TOUCH
We host professional educational conferences designed exclusively
for wedding venue owners, created by venue owners.
Virtual. In Person. Together.
GET IN TOUCH
We host professional educational conferences designed exclusively for wedding venue owners, created by venue owners.
Virtual. In Person. Together.
We host professional educational conferences designed exclusively for wedding venue owners, created by venue owners.
Virtual. In Person. Together.