Event Participant Package

EVENT PARTICIPANT PACKAGE

This Event Participant Package (the "Agreement") is entered into by and between:

Organizer:    Address:

Participant:    Address:

WHEREAS

WHEREAS, Organizer is producing the event identified below and offers organized packages and services for participants; and

WHEREAS, Participant desires to engage Organizer to provide the package of services described in this Agreement and agrees to pay the fees and comply with event rules and requirements; and

WHEREAS, the parties agree that the scope, payment, confidentiality, termination, and other terms set forth below shall govern their rights and obligations.

Event Details

Event Start Date:    Event End Date:

Scope of Work

Organizer will provide the goods and services described below to Participant for the duration of the Event. The parties agree that specific deliverables, times, and responsibilities are set forth as follows:

 VIP access or fast-track entry
 Exhibit or booth space
 Presentation or panel slot
 Meals as specified in package
 Lodging arrangements (if included)

Payment Terms

Participant agrees to pay Organizer the total package fee described below according to the schedule and terms set forth. Fees exclude all applicable taxes unless otherwise stated.

Deposit Amount:    Final Payment Due (days prior to event):

Late Payment Fee: Interest at % per month on overdue amounts, minimum late fee of .

Term and Termination

This Agreement commences on and continues through , unless earlier terminated in accordance with this section.

Either party may terminate this Agreement for convenience upon written notice no less than days prior to the effective termination date. Termination for cause is permitted where the other party materially breaches this Agreement and fails to cure within 14 days of written notice specifying the breach.

Cancellation and Refund Policy

If Participant cancels more than 60 days prior to the Event, Organizer will refund amounts paid less any non‑refundable costs. Cancellations within 60 days are subject to a cancellation fee of % of the total fee unless otherwise agreed in writing.

Insurance and Liability

Participant shall maintain commercial general liability insurance covering Participant's activities at the Event with limits of not less than $1,000,000 per occurrence, and provide evidence of such insurance upon reasonable request. Participant acknowledges that Organizer does not provide personal injury, property, or other insurance for Participant.

  Participant confirms adequate insurance is in place and agrees to indemnify and hold Organizer harmless for claims arising from Participant's acts or omissions as set forth below.

Confidentiality

Each party will keep confidential all non-public business information disclosed by the other party that is designated confidential or that reasonably should be understood to be confidential given the nature of the information ("Confidential Information"). Confidential Information does not include information that (a) is or becomes generally known to the public through no act or omission of the receiving party; (b) was in the receiving party's lawful possession prior to receipt; or (c) is rightfully received from a third party without breach of any obligation of confidentiality. The receiving party will not disclose Confidential Information except to employees and contractors who have a need to know and are bound by confidentiality obligations at least as protective as those in this Agreement.

Indemnification

Participant shall defend, indemnify and hold Organizer and its officers, directors, employees and agents harmless from and against any claims, losses, liabilities, damages, costs and expenses (including reasonable attorneys' fees) arising out of or related to Participant's participation in the Event, breach of this Agreement, or negligent or willful acts or omissions of Participant, except to the extent caused by Organizer's gross negligence or willful misconduct.

Media Release and Publicity

Participant hereby grants Organizer a perpetual, royalty‑free license to photograph, record, reproduce and use Participant's name, likeness, voice, and statements in connection with promotional materials, programs, and publications. Participant may opt out by checking the box below and initialing:

  Opt out of media release. Initials:

Accessibility and Special Requirements

Governing Law; Dispute Resolution

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to conflict of laws principles. The parties shall attempt in good faith to resolve any dispute arising under this Agreement through negotiation prior to initiating litigation. Remedies at law for breach are subject to the limitations set forth herein.

Entire Agreement

This Agreement (including any attachments or schedules executed by the parties) constitutes the entire agreement between Organizer and Participant with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, representations and communications, oral or written. No amendment or waiver shall be effective unless in writing signed by both parties.

Acknowledgements

Participant represents and warrants that Participant has the authority to enter into this Agreement, that all information provided to Organizer is true and correct, and that Participant will comply with all event rules, safety instructions, and lawful directions from Organizer's staff and venue personnel.

Miscellaneous Provisions

If any provision of this Agreement is held unenforceable, that provision will be modified to the extent necessary to make it enforceable while preserving its intent, and the remaining provisions will remain in full force and effect. Neither party may assign this Agreement without the prior written consent of the other, except that Organizer may assign to an affiliate or successor in connection with a merger or sale.

Sign Now