IPE International Publishers Limited

Standard Terms and Conditions for Event Sponsors

In these conditions the term “Company” means IPE International Publishers Limited or any of its subsidiaries and the term “Sponsor” means the party who places an order confirmation for event sponsorship.

All event sponsorship order confirmations accepted by the Company are subject to the following conditions. No other conditions will be binding unless agreed in writing by the Company and the Sponsor. The placing of any order by a Sponsor will be deemed to be an acceptance of these conditions.

  1. The Company reserves the right to refuse, withdraw or cancel event sponsorship at its absolute discretion. In the event that the withdrawal or cancellation is the fault of the Company other than through the operation of clause 18, a refund will be given. This refund is without prejudice to any claim made by the Company under these Terms and Conditions.
  2. In no circumstances does the placing of an event sponsorship order confirmation allow the right to renew on similar terms.
  3. Event Sponsor copy for advertisements and logos must be supplied without application from the Company by the copy deadlines specified for the event sponsorship.
  4. Sponsor Copy matter must conform strictly to the Company’s requirements and any additional work involved will be charged for, including the cost of any necessary reprographic, origination or colour processing work.
  5. The Sponsor shall be responsible for the insurance of all artwork and other advertisement publicity material delivered by it to the Company and the Company cannot accept liability for any loss or damage.
  6. All advertisement material originated by the Company remains the Company’s copyright. Any logo or other intellectual property of the Sponsor shall remain the property of the Sponsor, although a licence is granted for such to be used in promotion of the event.
  7. The Sponsor warrants that its advertisements will comply with the British Code of Advertising and Sales Promotion and all relevant legislation and industry guidelines and do not breach any third-party rights or be otherwise unlawful.
  8. The Sponsor will indemnify the Company against all losses, costs, expenses, and damages for which it is directly responsible.
  9. The Company reserves the right to increase event sponsorship rates at any time save in respect of an order confirmation already confirmed.
  10. Where it has been agreed that the Sponsor will make a presentation at the Event, the content (to include the title of the presentation, synopsis or bullet points and the name and job title of the agreed speaker) will be pre-agreed with the Company by the deadline specified. If the deadline is missed to the detriment of the Company’s ability to attract sufficient delegates, the Company reserves the right to cancel the Sponsors event sponsorship, but the Sponsor is still liable to pay the full, agreed sponsorship rate.
  11. Event attendees list:
    For the IPE Conference & Awards, sponsors will receive the delegate list both two weeks and one week prior to the event.
    The final delegate attendee list will be sent to the sponsor 24 hours after the event has concluded.

  12. The Sponsor shall at once comply with any requirements imposed on the Company by the proprietors or managers of the Venue or any Municipal or other competent authority on written notice of such being given to the Sponsor by the Company.
  13. Where the Sponsor has an exhibition space or stand included in the agreement then the sponsor must inform the Company prior to the Event of all intended activities or give aways to be present at the Event.
  14. The Company encourages the Sponsor to hold their own client events before and/or after the Event but the sponsor must send details of any such events, which may not, under any circumstances, overlap with the timing of the Company’s Event, as specified by IPE.
  15. Event Sponsors Give-Aways: 
    All inflammable materials shall be fireproofed or otherwise processed against fire in accordance with the regulations for the time being in force and any statutory or local regulations or requirements to which the Event may be subject.
  16. If it appears to the Company that an Event Sponsor, or guest of the Sponsor, may be engaged in activities which are deemed to be contrary to the best interests of the Event, or which appear unethical or to be in breach of the law, the Company reserves the right to exclude or eject any persons from the Event. The Event Sponsor will be liable for any liabilities arising thereby, save where the Sponsor establishes negligence or bad faith by the Company. The Company will not be liable for any loss resulting from an exclusion of this nature.
  17. The Company, its employees or agents shall not be responsible for any loss, theft or damage to the property of the Event Sponsor, his employees, representatives or guests. Event Sponsors are advised to carry special insurance to cover sponsorship material against damage or loss. 
  18. Further, the Company, its agents and employees will not be liable for damage or injury to persons or property during the term of this Event from any cause whatsoever by reason of the use or occupancy of the venue by the Event Sponsor or his employees or agents or guests.
  19. The Sponsor shall indemnify the Company in respect of all or any liability, loss, cost or expenses which might ensue from any cause whatsoever relating to the Event and the Sponsor’s participation in it except where incurred or sustained by the Company as a result of any damage or injury caused by the Company or by its official contractors appointed by the Company.
  20. Notwithstanding clause 25, in the event that a circumstance or causes beyond a party’s reasonable control which includes (without limitation): the premises where the Event is to be held shall become unfit or unavailable for occupancy, or shall be substantially interfered with, by reason of fire, flood or tempest or any other such cause or as a result of government intervention, malicious damage or if one or more of the following events occur that prevents either party from performing its obligation(s) under this contract: act of God, drought, earthquake, epidemic, pandemic, global outbreak of disease, terrorist attack, civil war, civil commotion or riots, threat of or preparation for war, armed conflict, imposition of sanctions, embargo or breaking off of diplomatic relations, chemical or biological contamination or sonic boom, any action taken by a government or public authority, collapse of buildings acts of war, strike, lock-out, labour dispute, riot or any other cause or agency over which the Company has no control or should the Company decide that owing to any such causes or agency it is necessary or advisable to cancel, postpone or re-site the Event or reduce the planned period of preparation, display or dismantling, the Company shall ensure such changes to the Event are mutually agreeable by the Sponsor and neither party shall not be liable to indemnify or reimburse the other in respect of any damage or loss direct or indirect as a result thereof. Notwithstanding any other provision of this agreement, if any changes to the Event are not mutually agreeable between the parties, the Sponsor has a right to immediately terminate this contract and shall receive a full refund of all fees paid, including any deposits.
  21. In the event that the Company decides to re-site the Event to another venue and/or change the Event date for reasons other than already stated herein before, the sponsorship agreement will still apply. The Company shall not be liable for any consequential or indirect loss however so arising.
  22. Credit accounts are strictly net and must be settled within 30 days of receipt of an invoice. Each sponsor undertakes to ensure that payment is made in full by the due date. 

    Any sponsorship bookings made less than 30 days prior to the event are due for immediate payment on receipt of an invoice.
  23. If an invoice is overdue, the sponsor shall pay on demand interest on all overdue amounts from the date any payment fell due, to the date of actual payment, at a daily rate of 1% above the base lending rate of Lloyds Bank from time to time.
  24. The company may at any time instruct a debt collection agency to recover any sum due. Any costs or charges incurred by the company as a result of such instruction will be payable by the sponsor to the company on demand.
  25. In the event of a sponsor becoming bankrupt or making a composition with its creditors or going into liquidation or being under the appointment of a receiver, the company reserves the right to cancel any sponsorship without being under any liability to refund or abate any charges paid or due hereunder.
  26. Termination or cancellation of this contract by the Event Sponsor must be delivered in writing to the Company. In the event of cancellation, the total value of the contract is non-refundable unless cancellation is the fault of the Company.
  27. Nothing in these Terms and Conditions excludes the Company’s liability for death or personal injury caused by the Company’s negligence.
  28. Failure by the Company to insist upon strict performance by the Event Sponsor of any of these Terms and Conditions shall not operate as a waiver or otherwise release or in any way affect the liability of the Sponsor under these Terms and Conditions.
  29. These Terms and Conditions shall be governed and construed in accordance with the laws of England and Company and Sponsor hereby agree to submit to the exclusive jurisdiction of the English Courts regarding matters in relation to these Terms and Conditions. 

Jan 2024