SPONSOR GUIDELINES These Sponsor Guidelines constitute a contract between the Sponsor and Synova Associates LLC.
BOOTHS The cost of each booth includes space, a 6-foot exhibit table, two chairs, and copies of the Attendee Directory based on level of sponsorship. This cost does not include custom brokerage, placement, or special storage of display-related equipment, decorations, or any type of labor, special lighting, or additional electrical power.
SECURITY During off hours, the exhibit area will be secured. However, the safekeeping of the Sponsor’s property shall remain the sole responsibility of the Sponsor. Synova Associates LLC, its agents, and the Hotel assume no responsibility for damage or loss of boxes, crates, equipment, or any other sponsor materials.
INSURANCE Synova Associates LLC and the Hotel do not maintain insurance for Sponsor’s property.
SPONSOR BADGES Synova Associates-issued sponsor name badges grant admission to all non-ticketed events, including concurrent sessions. If a company representative is interested in attending a session, seats in the back of the room will be available. Attendance is allowed on a space available basis. Either a Synova Associates-issued sponsor name badge or a Synova Associates-issued registrant name badge is required for access to the exhibit area. Synova Associates-issued sponsor
PHOTOGRAPHY I hereby grant permission to Synova Associates, its employees or representatives, to take and use: photographs/digital images, videotape, audio recording or quoted remarks of me/by me for use in promotional, commercial and/or educational materials. These materials might include printed or electronic publications, websites, promotional materials, or other electronic communications, and may be used without limit. I further agree that my name and identity may be revealed in descriptive text or commentary in connection with the image(s). I authorize the use of these materials indefinitely without compensation to me. All negatives, prints, digital reproductions and video and audio recordings shall be the property of Synova Associates LLC.
SUBLETTING SPACE Subletting, assignment, or appointment of any part of the exhibit by the Sponsor is prohibited. Sponsor may not permit any other party to exhibit in the sponsor’s space any goods other than those manufactured or produced by the contracting Sponsor—unless prior written permission is granted.
SPONSOR CANCELLATION POLICY Synova Associates LLC agrees to a full refund (less a $250 nonrefundable) registration fee for cancellation in writing in advance of 120 days of the conference; 75% refund less a $250 non-refundable registration fee for cancellations within 119-90 days of the conference; and 50% refund less a $250 non-refundable registration fee for cancellations within 89-61 days of the conference only if there is another Sponsor willing to buy the space. No refund will be given if the booth remains unoccupied or if the space is cancelled within 60 days of the Conference. In event of cancellation, all outstanding balances will be invoiced and payment expected upon receipt of invoice. Cancellation notices need to be emailed to Lori Gunther at email@example.com.
LATE FEES Once a payment is 14 days past due a $100 late fee will be applied. An additional fee of $100 will be applied every 30 days thereafter until payment is received by. Synova. If the final balance is not received 30 days prior to the first day of the event, sponsor information will not be included in any printed documents (Attendee Directory and Passport Game). If payment is not received by the day before the event start date, the Sponsor will be treated as a Sponsor Cancellation with balance and late fees still applicable, company representatives will not be admitted and a booth space will not be provided to the sponsor at the event.
CONFERENCE CANCELLATION In the event the Leadership Forum is cancelled due to fires, strikes, governmental regulations, acts of God, or other causes beyond its control, Synova Associates LLC shall not be held liable to Sponsor for failure to hold the conference as scheduled. Synova Associates LLC shall determine the amount of fees to be refunded to Sponsor.
RELOCATION OF EXHIBITS Synova Associates LLC reserves the right to change a Sponsor’s assigned location at its sole discretion if deemed in the best interest of the exhibit. Before exercising its discretion, Synova Associates LLC will consult with the Sponsor.
LIABILITY For purposes of this section about liability, the term “Synova Associates LLC” includes Synova Associates LLC and its directors, officers, chairs, members, representatives, and agents. The Sponsor assumes all responsibility for any and all loss, theft or damage to sponsor’s displays, equipment and other property while on the Hotel premises, and hereby waives any claim or demand it may have against the Hotel arising from such loss, theft or damage.
The Sponsor agrees, for the benefit of the Hotel and its affiliates, to comply with all the Hotel policies and procedures for sponsors and all applicable laws, codes and regulations. In addition, the Sponsor agrees to defend (if requested by and with counsel satisfactory to the Hotel), indemnify and hold harmless Synova Associates LLC, other of Synova Associates LLC’s Sponsors, and the Hotel and its affiliates from and against any liabilities, obligations, claims, damages, suits, costs and expenses, including, without limitation, attorneys’ fees and costs up through and including any appeal, arising from or in connection with the sponsor’s occupancy and use of the exhibition premises or any part thereof or any negligent act, error or omission or willful misconduct of the sponsor or its employees, subcontractors or agents.
By paying the sponsorship fees and checking the box on the registration application, sponsor acknowledges agreement to our terms and conditions.