SaaStr’s digital events – Sponsor Rules and Guidelines
In connection with sponsorship of and participation in any virtual event organized by SaaStr, Inc. (“Event”), Sponsors agree to review and adhere to all terms and conditions of the applicable Sponsorship Agreement, these SaaStr Event Sponsor Rules & Guidelines (“Sponsor Rules”) outlined in this document, and the Exhibitor Services Manual posted in the Exhibitor Resource Center or otherwise shared with Sponsor in advance of an Event, all of which are hereby incorporated into the Sponsorship Agreement. The terms “sponsor,” “exhibitor,” and “you” will be used interchangeably throughout.
Payments: Without exception, all sponsorship fees must be paid in full before the applicable Event start. Payment may be made by ACH, WIRE, or check.
Late Payments: If payment is not received via the approved payment methods above at least 10 business days before the Event start date, the credit card provided by Sponsor will be processed and incur a 3.5% service fee plus a $350 late fee. If SaaStr does not receive your full payment before the Event start date, you will not be allowed to exhibit in the virtual Expo Hall and may not be permitted to attend the Event, without a refund of any fees paid by you and without further liability to SaaStr.
No Refunds; Sponsor Benefit Substitutions: Cancellations by Sponsor are not permitted, and no refunds will be given, regardless of the circumstances. In the event an event is postponed or canceled or SaaStr is unable to deliver any of your sponsorship benefits for any reason, SaaStr may substitute alternative benefits or an alternative virtual event, as determined in SaaStr’s sole discretion and without liability to you.
No Chargebacks: Because SaaStr has a clear No Refunds policy and you have agreed to these terms as a condition of purchasing a sponsorship package, SaaStr will not permit any actual or threatened chargebacks from sponsors or their banks or credit card companies. In the event SaaStr receives a chargeback threat during or after a sponsor’s purchase or a chargeback is placed on a sponsor’s purchase, SaaStr will report that sponsor’s name, email, Sponsorship Agreement date and amount, billing address, and a description of the incident to applicable banks, creditors, and credit bureaus, as well as to any other entities in SaaStr’s sole discretion, to ensure the incident is included in appropriate databases and delinquent account listings. That report may negatively impact a sponsor’s credit score or ability to get funds from creditors or investors, and SaaStr will require you make a full payment of the chargeback amount plus any attorney fees or other expenses incurred in connection with the chargeback incident before SaaStr removes you from those databases.
Sponsor Responsible for Costs and Expenses: In addition to the sponsorship fees, you are responsible for all costs associated with your participation at the Event including, but not limited to, your costs for the following: graphic and other design costs relating to promotional materials distributed at or in connection with your sponsorship of the Event, video production costs, internet and other utilities, devices or equipment necessary for your staff and representatives to participate in the Event, taxes and labor for staffing your booth and for your representatives present at the Event, and all other costs and expenses not specifically included in your sponsorship package, such as shipping and giveaways (if those options are permitted by your sponsorship package and if you choose to offer those).
Sponsor Point of Contact: you will appoint one (1) of your staff members as the designated contact “main marketing contact”, who will receive Event-related communications pre-Event, during the Event, and post-Event. You will submit your designated contact’s name, address, e-mail, and phone number, and provide an update if the contact or contact information changes, prior to the Event.
Event Documentation & Communications: Sponsor is responsible for reviewing all Event-related documentation and communications provided pre-event and at the Event for relevant Event information. Sponsor will distribute Event-related documentation and materials to its applicable representatives (i.e. business partner employees, contractors, agents, and/or consultants) working for Sponsor or on Sponsor’s behalf in connection with the Event. Sponsor is responsible for disseminating information to its internal teams and ensuring their timely provision of deliverables to SaaStr Event management, as well as their compliance with these Sponsor Rules and all other applicable laws, rules, and guidelines. SaaStr shall not be responsible for any failure or delay in providing any sponsorship benefits as a result of your failure or delay in complying with any of SaaStr’s instructions or directions. Sponsor shall ensure all of its representatives conduct themselves ethically, honestly, and with integrity in all dealings, and abide by principles of fairness, good faith, and respect consistent with all laws, permit regulations, and internal policies that applicable to your conduct, including SaaStr’s Code of Conduct, in connection with the Event.
Event Presence; License: SaaStr invites you to promote your sponsorship presence at the Event using Event logos and trademarks owned or licensed by SaaStr. Subject to full payment of your sponsorship fee and compliance with SaaStr’s brand and content guidelines, SaaStr grants you a non-transferable, nonexclusive, royalty-free license to use those trademarks solely to promote your sponsorship of the Event. You agree to comply with all instructions and directions SaaStr may provide relating to your use of SaaStr’s brand and Event name, in addition to your use of any trademarks, content and other intellectual property owned or licensed by SaaStr. SaaStr retains ownership of all proprietary rights in the Event, its logo and other trademarks, its content and materials, and all other proprietary rights associated with the Event and SaaStr’s websites, applications, and other events and services. Sponsor grants SaaStr the worldwide, nonexclusive, royalty-free, sublicensable right to use logos and other trademarks, sponsored content, and other intellectual property provided by Sponsor to promote the Event and deliver sponsorship benefits, and SaaStr agrees to comply with all instructions and directions you may provide relating to SaaStr’s use of your intellectual property materials, on condition that you (i) own or have proper permission under a licensing agreement to use those materials in connection with your sponsorship benefits (including without limitation SaaStr’s intention to record the Event and distribute recordings to registered attendees), and (ii) have delivered those materials in a format appropriate for their proposed use and consistent with Event subcontractor requirements. You retain ownership of all proprietary rights in your logo and other trademarks, you content and materials and all other proprietary rights associated with your intellectual property. All demonstrations, announcements, promotions, and representatives must be confined to your designated virtual or physical event space, unless specified in your Sponsorship Agreement or otherwise approved in advance by SaaStr in writing.
Sponsor is responsible for staffing its sponsored space with its own representatives. Sponsor promotional materials (including, without limitation, any signage, products, demos, presentations, giveaways, flyers, links, or other marketing or advertising of any nature) shall be confined to Sponsor’s virtual booth or other sponsored space and may not be promoted or otherwise placed, shown, or demonstrated in any other area of the Event, including in-chat. Sponsor shall not promote any other person or entity, or any products other than the Sponsor’s own products under the brand approved by SaaStr, without SaaStr’s prior written consent. Any Sponsor promotional materials found outside of Sponsor’s designated sponsored space at the Event may result in the Sponsor being banned from participation in future SaaStr events.
No Direct Product Sales: Sponsors may not make direct sales of products within the confines of booth or other sponsored space.
Compliance: Sponsors agree to respect and follow all rules and regulations of the digital Event venues (like Zoom and any others used for virtual events), as well as recommendations and requests of Event sponsor service contractors, first responders or other emergency personnel, and SaaStr Event management.
Confidentiality: These terms and the pricing of your Sponsorship Agreement are strictly confidential, and Sponsor agrees to protect that information in compliance with the highest industry standards and to at least the same extent as Sponsor protects its own confidential information. Additionally, any Event registrant information SaaStr may share with you has been collected and shared with proper consent for private outreach by Sponsor, but without permission for any additional uses (adding to promotional emailing lists, sharing or selling to any third parties, etc.). Sponsor shall be responsible for obtaining proper consent and complying with applicable privacy and data protection laws once registrant information has been shared.
Booth Approval Procedures
It is the responsibility of the Sponsor to comply with all Sponsor Rules and Event venue regulations and guidelines regarding booth design. You represent and warrant that all booth designs and materials are owned by you or used with prior written consent of the rightful owner, and you understand that you may not reproduce in any way copyrighted materials, trademarks, rights of publicity, or any other proprietary rights without obtaining prior written consent of the owner of those rights. If your booth does not comply fully with all Sponsor Rules and digital Event venue regulations and guidelines, SaaStr or the digital Event venue may require you to make certain adjustments, and failure to comply with that adjustment request may result in the Sponsor being banned from participation in the remainder of the Event or future SaaStr events.
Booth Staff and Personnel
All booths must be staffed during Event hours.
All Sponsor booth staff must be registered for the Event as attendees. For virtual events, this registration ensures your team will have proper access to the Event. Registration can be completed online at saastrannual.com.
The Event is a business event, and as such discourages the use of inappropriately dressed booth staff, demonstration personnel or hired talent. SaaStr and Event venue management reserve the right to enter any portion of the virtual or physical booth premises and to eject from the Event any non-badged, improperly badged, unprofessionally or objectionably dressed person, or other persons deemed objectionable for any reason in SaaStr’s reasonable discretion. Please refer to the Code of Conduct in the Exhibitor Resource Center for appropriate behavior during the Event.
Sponsored Space Activities
Giveaways/Handouts: Sponsor may distribute items, samples, souvenirs, etc., only from the confines of its virtual booth. Any materials distributed without authorization outside of the Sponsor’s virtual booth space could jeopardize Sponsor’s ability to participate in the remainder of the Event and in any future SaaStr events. Sponsor is responsible for compliance with all applicable laws and regulations regarding giveaways.
Booth Demonstrations: Virtual booth demonstrations are to be straightforward, professional and relative to the displayed product.
Photography: Sponsors may take photographs and video of their booths only and are solely responsible for obtaining appropriate consent (e.g., release forms signed by attendees in their booths).
Prize Drawings/Raffles: Drawings may only be conducted within the confines of Sponsor’s virtual booth or as approved in writing by SaaStr with respect to other spaces sponsored by Sponsor. Sponsor is responsible for compliance with all applicable laws and regulations. It is recommended that you post the winner’s name within your booth.
SaaStr is not responsible for any loss or damage as a result of any substitution, alteration, cancellation, or postponement of the Event. The parties acknowledge and agree that the worldwide, national, and state-wide emergency of the COVID-19 coronavirus pandemic and related government restrictions and public health and safety recommendations (“COVID-19”) is a force majeure event outside SaaStr’s reasonable control and that COVID-19 may make it illegal, impossible, inadvisable, or commercially impractical to host the Event. Therefore, both parties agree COVID-19 and other force majeure events defined below may affect the timely performance of some or all of the terms of this Agreement, and the parties intend all terms of these Sponsor Rules shall be timely performed, except for performance by SaaStr that is made illegal, impossible, inadvisable, or commercially impractical, as determined in SaaStr’s sole discretion, as a result of government-ordered closures of venues, services, and other spaces, government-issued shelter-in-place and quarantine orders, government and agency restrictions and recommendations placed on individuals and groups of individuals, health and travel restrictions, floods, fires, other extreme weather, wars, epidemics, pandemics, illness, accidents, internet and third party application connectivity, loss of electricity, delays by the other party, and other impediments to performance caused directly or indirectly by any event or circumstances outside the SaaStr’s reasonable control. SaaStr shall not be considered in breach of these Sponsor Rules or otherwise liable to the other party for any delay or failure by SaaStr to perform its obligations in any of those instances, as long as SaaStr notifies the other party as soon as reasonably possible (email shall suffice). SaaStr will not provide refunds for these or any other reasons; however, SaaStr may, in its sole discretion, elect to offer an alternative method of fulfillment (e.g., replacing an in-person event with a virtual event or rescheduled in-person event).
Sponsor shall indemnify, defend, and hold SaaStr, the Event general contractor, Event venue owners, and the Event city, and their respective SaaStr, its affiliates, and their directors, officers, employees, contractors, and other representatives and agents (collectively, “Indemnitees”) harmless from and against any and all losses, damages, claims, demands, suits, causes of action, costs, fees (including, without limitation, attorneys’ fees), taxes, and liabilities (collectively, “Claims”) arising out of (i) any negligent, reckless or intentionally wrongful act or omission of Sponsor or any of Sponsor’s officers, directors, employees, agents, contractors (including independent contractors and the EAC), or other representatives (collectively, “Sponsor’s Agents”) at and in relation to the Event, (ii) the breach of any term or condition of the Sponsorship Agreement, these Sponsor Rules, and the Exhibitor Services Manual posted in the Exhibitor Resource Center, by Sponsor or any of Sponsor’s Agents or failure to comply with all rules and regulations of the Event venues, Event sponsor services contractors, first responders and emergency service providers, and SaaStr Event management personnel, (iii) the breach of any term, covenant, or condition of any Release of Liability agreement delivered to the venue owner/operator by Sponsor or Sponsor’s Agents as a precondition to use the Event venues, (iv) the failure of Sponsor to pay any amounts due to a third party for services rendered to or for the benefit of Sponsor at the Event venues or during the Event, (v) any judgment, award, settlement, attorneys’ fees, and other costs or expenses incurred in connection with the defense of any actual or threatened action, proceeding, or third party Claim, (vi) any infringement or violation by Sponsor or any Sponsor representative of intellectual property or other right of any person, and (vii) any failure of Sponsor to perform in accordance with all applicable laws, rules and regulations, including without limitation, all applicable data security and privacy laws. In the event of any Claim giving rise to right of indemnification under this section, the indemnified party shall have the right to approve counsel chosen by the indemnifying party to defend the Claim, which approval shall not be unreasonably withheld or delayed. In the event that a conflict arises in the defense of any Claim, each party shall have the right to engage independent counsel at the expense of the indemnifying party.
YOU UNDERSTAND AND AGREE THAT THE SPONSORSHIP BENEFITS AND EVENT ARE PROVIDED “AS IS” AND SAASTR, ITS AFFILIATES, AND THEIR DIRECTORS, OFFICERS, EMPLOYEES, CONTRACTORS, AND OTHER REPRESENTATIVES AND AGENTS EXPRESSLY DISCLAIM ALL WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION ANY WARRANTY OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE OR NON-INFRINGEMENT. SAASTR, ITS AFFILIATES, AND THEIR DIRECTORS, OFFICERS, EMPLOYEES, CONTRACTORS, AND OTHER REPRESENTATIVES AND AGENTS MAKE NO WARRANTY OR REPRESENTATION REGARDING THE RESULTS THAT MAY BE OBTAINED FROM SPONSORSHIP OF OR PRESENCE AT A SAASTR EVENT, REGARDING THE ACCURACY OR RELIABILITY OF ANY INFORMATION OBTAINED THROUGH THE EVENT OR THAT THE EVENT WILL MEET ANY SPONSOR REQUIREMENTS, OR BE UNINTERRUPTED, TIMELY, SECURE OR ERROR FREE. SPONSORSHIP OF AND PRESENCE AT A SAASTR EVENT IS AT YOUR SOLE RISK. ANY MATERIAL AND/OR DATA DOWNLOADED OR OTHERWISE OBTAINED THROUGH YOUR SPONSORSHIP OF OR PRESENCE AT THE EVENT IS AT YOUR OWN DISCRETION AND RISK. YOU WILL BE SOLELY RESPONSIBLE FOR ANY DAMAGE TO YOU RESULTING FROM THE SPONSORSHIP OF OR PRESENCE AT THE EVENT. THE ENTIRE RISK ARISING OUT OF SPONSORSHIP OF OR PRESENCE AT THE EVENT REMAINS WITH YOU. SAASTR DOES NOT ASSUME ANY RESPONSIBILITY FOR RETENTION OF ANY SPONSOR OR REGISTRANT INFORMATION OR COMMUNICATIONS BETWEEN SPONSORS OR REGISTRANTS. SAASTR CANNOT GUARANTEE AND DOES NOT PROMISE ANY SPECIFIC RESULTS FROM SPONSORSHIP OF OR PRESENCE AT THE EVENT
Limitation of Liability
IN NO EVENT SHALL SAASTR, ITS AFFILIATES, OR THEIR DIRECTORS, OFFICERS, EMPLOYEES, CONTRACTORS, AND OTHER REPRESENTATIVES AND AGENTS BE LIABLE FOR ANY INCIDENTAL, INDIRECT, EXEMPLARY, SPECIAL OR CONSEQUENTIAL DAMAGES OF ANY KIND (INCLUDING LOST PROFITS, BUSINESS INTERRUPTION, LOST BUSINESS INFORMATION, OR ANY OTHER PECUNIARY LOSS OR DAMAGE), ARISING OUT OF THE SPONSORSHIP OR PRESENCE AT THE EVENT OR THE INABILITY TO BE PRESENT AT THE EVENT OR THE PROVISION OF OR FAILURE TO PROVIDE TECHNICAL OR OTHER SUPPORT SERVICES, REGARDLESS OF THE FORM OF ACTION, WHETHER IN CONTRACT, TORT (INCLUDING NEGLIGENCE), OR OTHERWISE, EVEN IF SAASTR, ITS AFFILIATES, OR THEIR DIRECTORS, OFFICERS, EMPLOYEES, CONTRACTORS, AND OTHER REPRESENTATIVES AND AGENTS HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. THE MAXIMUM CUMULATIVE LIABILITY OF SAASTR, ITS AFFILIATES, OR THEIR DIRECTORS, OFFICERS, EMPLOYEES, CONTRACTORS, AND OTHER REPRESENTATIVES AND AGENTS TO YOU AND YOUR EXCLUSIVE REMEDY FOR ANY CLAIMS ARISING OUT OF OR RELATED TO THE SPONSORSHIP OR THE EVENT, INCLUDING WITHOUT LIMITATION FOR TERMINATION OF THE SPONSORSHIP AGREEMENT OR EJECTION OF SPONSOR FROM THE EVENT FOR VIOLATION OF THE TERMS AND CONDITIONS OF THE SPONSORSHIP AGREEMENT, THESE SPONSOR RULES, EVENT CODE OF CONDUCT, AND THE EXHIBITOR SERVICES MANUAL POSTED IN THE EXHIBITOR RESOURCE CENTER OR OTHERWISE SHARED WITH SPONSOR, OR FOR ANY OTHER REASON, SHALL BE LIMITED TO THE AMOUNT OF THE SPONSORSHIP FEE PAID TO SAASTR.
Disputes; Waiver of Class Action
Sponsor agrees to resolve disputes on an individual basis only. THE PARTIES EXPRESSLY WAIVE ANY RIGHT TO BRING ANY ACTION, LAWSUIT, OR PROCEEDING AS A CLASS OR COLLECTIVE ACTION, PRIVATE ATTORNEY GENERAL ACTION, OR AY OTHER PROCEEDING IN WHICH ANY PARTY ACTS OR PROPOSES TO ACT IN A REPRESENTATIVE CAPACITY. As part of each party’s best efforts to resolve any disputes that may arise regarding your sponsorship of or presence at the Event, and prior to initiating formal legal proceedings, each party agrees to provide notice of the dispute to the other party, including a description of the dispute, what efforts have been made to resolve it, and what the disputing party requests as a resolution to email@example.com.
Soliciting, whether exhibitor-to-attendee, attendee-to-exhibitor, or exhibitor-to-exhibitor, is prohibited at the Event or otherwise on the premises of Event venues. Recruitment by competitors of SaaStr is prohibited at the Event. We reserve the right to eject any individuals from the Event if they are reported to be soliciting in the Event expo hall or other Event areas. We encourage attendees to support the paid Sponsors who, in turn, are supporting the industry. We also encourage you to avoid sales pitches from non-exhibitors. Please refer to the Code of Conduct for appropriate behavior during the Event.
Choice of Law; Venue
These Sponsor Rules are governed by the laws of the State of California, as applied to agreements entered into and performed in California, without regard for its conflict of law provisions. The parties consent to exclusive jurisdiction and venue within San Francisco, California.
Failure by either party to enforce any provision herein will not be deemed a waiver or forfeiture. If any provision is deemed illegal, invalid, or unenforceable, that provision will be amended to achieve as nearly as possible the same effect of the original provision and all other provisions shall remain in full force and effect.
These Sponsor Rules, together with all other policies and documents incorporated by reference herein, are the exclusive agreement between the parties with respect to its subject matter and as of the date accepted supersedes all prior agreements, negotiations, representations, and proposals, written or oral, related to its subject matter. These Sponsor Rules cannot be modified, supplemented, or rescinded except by an agreement in writing signed by an authorized officer of all parties, except that SaaStr may elect to change or supplement these terms from time to time as legally advisable and in its sole discretion and will use commercially reasonable efforts to notify you of any material changes. Within ten (10) business days of posting or notifying you of changes to these terms, they will be binding on you. There are no conditions precedent to the effectiveness of these Sponsor Rules except those expressly stated herein, and the provisions of these Sponsor Rules may not be explained, supplemented, or qualified through evidence of trade usage or a prior course of dealing. In entering into these Sponsor Rules, neither party has relied upon any statement, representation, warranty, or agreement of the other party except for those expressly contained in these Sponsor Rules. No waiver of any breach of any provisions of these Sponsor Rules shall be effective unless set forth in an agreement in writing signed by the party against which enforcement of the waiver is sought, and no waiver of any breach will be deemed a waiver of any subsequent or other breach. Nothing in these Sponsor Rules shall constitute either party as a partner, agent, fiduciary, franchisor, or employee of the other. In both parties’ dealings with third parties, neither party shall hold itself out as a partner, agent, fiduciary, franchisee, or employee of the other party. These Sponsor Rules shall be binding upon and inure to the benefit of the parties and their successors and assigns.
These Sponsor Rules have been formulated to help ensure a successful Event, and all sponsors must observe all rules and regulations in these Sponsor Rules, as well as all Event venue rules and guidelines and applicable laws. All points not covered are subject to the decision of SaaStr, in its sole discretion.
If SaaStr finds an exhibit or Sponsor in violation of any rule or restriction, SaaStr may require Sponsor to remedy the violation or may remove the exhibit or Sponsor from the Event. Upon such violation or removal, SaaStr will not provide any refund of amounts paid by Sponsor, and is expressly not liable for any damage or injury resulting from such removal.