SaaStr Terms and Conditions, 2023-2024
Updated September 21st, 2023
In connection with sponsorship of and participation in any event organized by SaaStr, Inc. (“Event”), Sponsor agrees to all of the terms and conditions herein (“Terms”). These Terms, together with the Sponsorship Order, are referred to as the “Agreement”.
Scope.
Subject to Sponsor’s payment of all applicable fees set out on the Sponsorship Order, and its compliance with this Agreement, SaaStr will provide Sponsor with the Event related benefits and services set out on the Sponsorship Agreement.
Additional Rules.
This “Agreement” also includes (i) the General Rules attached hereto as Schedule A, (ii) the Exhibitor Services Manual posted in the Exhibitor Resource Center or otherwise shared with Sponsor in advance of an Event, and (iii) the SaaStr Code of Conduct (located at www.saastr.com/code-of-conduct/).
Fees; Payment.
Payments: Sponsor will owe the fees set out in the Sponsor Agreement (“Sponsorship Fees”). All Sponsorship Fees must be paid in full 30 days before the applicable Event start. If on execution of this Agreement the Event is less than 30 days away, fees are due immediately. Payment may be made by ACH, WIRE, check, or credit card. If payments made via credit card will be subject to a 3.0% processing fee.
Late Payments: Late payments will be subject to a $350 late fee and a finance charge of 1.5% for each 30 days late. If SaaStr does not receive full payment before the Event start date, Sponsor will not be allowed to exhibit in the virtual or physical Expo Hall and may not be permitted to attend the Event, without a refund of any fees paid by Sponsor and without further liability to SaaStr.
No Refunds; Sponsor Benefit Substitutions: All Sponsorship Fees are non-cancellable and non-refundable (except as expressly authorized by SaaStr in writing). In the event the Event is postponed or canceled or SaaStr is unable to deliver any of the 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 Sponsor.
No Chargebacks: As fees are non-cancellable and non0refundable, Sponsor must not attempt to initiate any chargeback. SaaStr will not permit any actual or threatened chargebacks. In the event SaaStr receives a chargeback threat during or a chargeback is placed on a Sponsor’s purchase, SaaStr will report that Sponsor’s name, email, the Terms 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. Sponsor acknowledges that the report may negatively impact its credit score or ability to get funds from creditors or investors, and Sponsor agrees it must make a full payment of the chargeback amount plus any attorney fees or other expenses incurred by SaaStr in connection with the chargeback incident.
Sponsor Responsible for Costs and Expenses: In addition to the sponsorship fees, Sponsor is responsible for all costs associated with its participation at the Event including, but not limited to, its costs for the following: graphic and other design costs relating to promotional materials distributed at or in connection with its sponsorship of the Event, video production costs, insurance appropriate to Sponsor’s participation in the Event (e.g., workers compensation, errors and omissions), equipment, signage, booth properties, furnishings, internet and other utilities necessary for Sponsor’s staff and representatives to participate in the Event, taxes and labor for staffing Sponsor’s booth and for its representatives present at the Event, and all other costs and expenses not specifically included in Sponsor’s sponsorship package, such as shipping and giveaways (if those options are permitted by Sponsor’s sponsorship package and if it choose to offer those), food and beverage costs for booth activations and staff travel and expenses.
Sponsor Point of Contact.
Sponsor will appoint one (1) of its staff members as the designated contact “main marketing contact”, who will receive Event-related communications pre-Event, onsite/during the Event, and post-Event. Sponsor will submit its 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 this Agreement 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 Sponsor’s 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 Sponsor’s conduct, including SaaStr’s Code of Conduct, in connection with the Event.
Event Presence; License.
Sponsor may to promote its sponsorship presence at the Event using Event logos and trademarks owned or licensed by SaaStr. Subject to full payment of the Sponsorship Fees and Sponsor’s compliance with SaaStr’s brand and content guidelines, SaaStr grants Sponsor a non-transferable, non-exclusive, royalty-free license to use those trademarks solely to promote Sponsor’s sponsorship of the Event. Sponsor agrees to comply with all instructions and directions SaaStr may provide relating to Sponsor’s use of SaaStr’s brand and Event name, in addition to Sponsor’s 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 Sponsor may provide relating to SaaStr’s use of Sponsor’s intellectual property materials, on condition that Sponsor (i) owns or has proper permission under a licensing Terms to use those materials in connection with Sponsor’s 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. Sponsor retains ownership of all proprietary rights in its logo, other trademarks, content and materials. All demonstrations, announcements, promotions, and representatives must be confined to Sponsor’s designated virtual or physical event space, unless specified in Sponsor’s Sponsorship Order or otherwise approved in advance by SaaStr in writing.
For physical events, please be certain to position demonstrations so as to attract attendees to Sponsor’s booth, and to ensure that the aisles do not fill. No promotional announcements may be made over the show floor sound system.
For all events, 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 designated physical or 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 hallways, lobbies, in-chat, street corners, etc. 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 will be confiscated and disposed of, and may result in the Sponsor being banned from participation in future SaaStr events.
No Conflicting Activities.
During the Event days for physical event sponsorships, Sponsor shall not reserve space or otherwise sponsor or host an event within five miles of the Event venues, including for the purpose of holding a hospitality suite, or any other promotional or educational activity, without the prior written consent of SaaStr, whose consent shall not be unreasonably withheld. Any event conflicting with previously scheduled Event activities is one example of when SaaStr may reasonably withhold such consent.
No Direct Product Sales.
Sponsor must not make direct sales of products within the confines of its booth, the venue, or other sponsored space.
Compliance.
Sponsor agree to respect and follow all rules and regulations of the Event venues (including physical venues, as well as digital platforms 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 this Terms are SaaStr’s confidential information. Sponsor will not disclose such information to any third party – protecting it with no less than a reasonable degree of care. Additionally, any Event registrant information SaaStr shares with Sponsor 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.
Insurance.
Sponsor must adhere to the insurance requirements as outlined by the Event venue (and Sponsor will ensure its subcontractors also comply). At a minimum, Sponsor will maintain (and must ensure that its subcontractors maintain) general commercial liability insurance cover their participation in the Event in an amount of at least $1 million per occurrence. But Sponsor acknowledges that the foregoing amounts may vary from venue-to-venue, or be changed by the venue in its sole discretion (and that SaaStr does not control the venues requirements in such regard). Sponsor will be required to produce documentation of coverage at least 10 days prior to the Event. Proof of insurance will name the venue and Saastr, Inc. as additional certificate holders. Failure to produce adequate documentation may result in the Sponsor not being allowed to exhibit in the virtual or physical Expo Hall or attend the Event, without a refund of any fees paid by Sponsor and without further liability to SaaStr.
Sponsor acknowledges and understands that neither SaaStr, nor any of its designated Event service providers, nor the Event venues, maintains insurance covering Sponsor’s property or errors and omissions, and that it is the sole responsibility of Sponsor to obtain appropriate insurance coverage for its presence, property, and participation at the Event.
Indemnity.
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 Agreement 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 Terms 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.
Disclaimer.
SPONSOR UNDERSTANDS AND AGREES THAT THE SPONSORSHIP BENEFITS AND EVENT ARE PROVIDED “AS IS” AND SAASTR DISCLAIMS ALL WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION ANY WARRANTY OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE OR NON-INFRINGEMENT. SAASTR MAKES NO WARRANTY OR REPRESENTATION REGARDING THE RESULTS THAT MAY BE OBTAINED FROM SPONSORSHIP OF OR PRESENCE AT THE EVENT, REGARDING THE ACCURACY OR RELIABILITY OF ANY CONTENT OR INFORMATION OBTAINED AT OR THROUGH THE EVENT, THAT THE EVENT WILL MEET ANY OR SPONSOR’S REQUIREMENTS, OR THAT THE EVENT OR ANY TECHNOLOGY PROVIDED FOR USE IN CONNECTION WITH THE EVENT BE UNINTERRUPTED, TIMELY, SECURE OR ERROR FREE. SAASTR DOES NOT ASSUME ANY RESPONSIBILITY FOR RETENTION OF ANY SPONSOR OR REGISTRANT INFORMATION OR COMMUNICATIONS BETWEEN SPONSORS OR REGISTRANTS. ALL DISCLAIMERS HEREIN ARE ALSO MADE BY SAASTR ON BEHALF OF ITS AFFILIATES AND ITS AND THEIR DIRECTORS, OFFICERS, EMPLOYEES, RERESENTATIONS, AGENTS, VENDORS, SUPPLIERS, AND PROVIDERS.
Limitation on Liability.
NEITHER SAASTR, NOR ITS ANY OF ITS AFFILIATES, NOT ANY OF ITS OR THEIR DIRECTORS, OFFICERS, EMPLOYEES, RERESENTATIONS, AGENTS, VENDORS, SUPPLIERS, OR PROVIDERS, WILL BE LIABLE IN CONNECTION WITH THIS TERMS OR THE EVENT FOR ANY (I) INCIDENTAL, SPECIAL OR CONSEQUENTIAL DAMAGES, EVEN IF FORESEEABLE, (II) AMOUNTS IN THE AGGREGATE IN EXCESS OF THE SPONSORSHIP FEE, (III) THE COST OF PROCUREMENT OF SUBSTITUTES SPONSORSHIPS, OR (IV) MATTERS BEYOND THEIR REASONABLE CONTROL.
Force Majeure.
Neither party shall be liable to the other for any delay or failure to perform any obligation under this Terms (except for a failure to pay fees) if the delay or failure is due to events which are beyond the reasonable control of such party, such as a strike, blockade, war, act of terrorism, pandemic, riot, natural disaster, failure or diminishment of telecommunications, failure of third-party technology, pandemic, or government action or refusal (“Force Majeure Event”). Notwithstanding the foregoing, Sponsor cannot claim that a Force Majeure Event prevents payment of any fees owed.
Without limiting the foregoing, Sponsor acknowledges and agrees 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. Such determination, and any related actions such as rescheduling the Event or moving the venue, will be made by SaaStr in its sole discretion.
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).
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.
Privacy; Data Protection Addendum.
Use of and access to the Exhibitor Resource Center, SaaStr’s websites and applications, Event applications, and virtual Event hosting, breakout room, and other networking platforms are subject to SaaStr’s Privacy Policy (located at www.saastr.com/privacy-policy/), as well as the privacy policies of any applicable third-party platform (e.g., Zoom).
If Sponsor’s sponsorship of or presence at the event requires SaaStr to process any personally identifiable information, SaaStr shall do so at all times in compliance with SaaStr’s Data Processing Addendum (located at https://www.saastr.com/data-processing-addendum/, which is also incorporated into this Agreement.
No Soliciting.
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. SaaStr reserves 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.
Choice of Law; Venue.
This Terms is governed by the laws of the State of California, without regard for its conflict of law provisions. The parties consent to exclusive jurisdiction of, and venue in, the state and federal courts located in San Francisco, California.
Notices.
Except as otherwise set forth in this Terms, any notice or communication required or permitted under this Terms shall be provided via email: (i) if to SaaStr, to events@saastrinc.com, and (ii) if to Sponsor, to the email provided by Sponsor during the Event registration process. Either party may update it email address on notice to the other party.
General.
This Terms is the complete and exclusive statement of the mutual understanding of the parties and supersedes and cancels all previous written and oral Termss and communications relating to the subject matter of this Terms. It may only be amended or waived in a writing executed by both parties; provided that, SaaStr may amend this Terms on ten (10) days’ notice at any time. If Customer is not satisfied with any such amendment, it may, as its sole remedy, terminate this Terms. If any provision of this Terms shall be adjudged by an any court of competent jurisdiction to be unenforceable or invalid, that provision shall be limited to the minimum extent necessary so that this Terms shall otherwise remain in effect. Sponsor will not assign this Terms without the written consent of SaaStr; provided that, Sponsor may assign this Terms to any affiliate or to a successor to all or substantially all of its business or assets if it does not change Sponsor’s trademarks or branding for the Event. SaaStr may assign this Terms to any affiliate or to a successor to all or substantially all of its business or assets. This Terms may be executed electronically and in counterparts (such as via DocuSign)..
Questions?
If Sponsor has any questions or needs clarification regarding this Terms, please contact our Sponsor or Events teams at sponsors@saastrinc.com or events@saastrinc.com.
Schedule A
General Rules
THE FOLLOWING RULES AND PROCEDURES APPLY TO ALL EVENT SPONSORS (“RULES”). THESE RULES MAY BE UPDATED AT ANY TIME ON NOTICE. ALL POINTS NOT COVERED ARE SUBJECT TO THE DECISION OF SAASTR, IN ITS SOLE DISCRETION.
Should Sponsor have any questions or need clarification regarding these Rules, please contact our Sponsor or Events teams at sponsors@saastrinc.com or events@saastrinc.com.
Booth Infrastructure Regulation.
Anything that is unsafe, objectionable, or otherwise detracts from or interferes with a particular section of the Event or the Event as a whole may be prohibited or removed from the Event by SaaStr. If Sponsor needs further clarification, please contact our sponsor team at sponsors@saastrinc.com.
Booth Construction and Signage – Physical Events.
Turnkey Booths: Turnkey booths are structures that are designed, produced and installed by the Event Decorator and for this Event provided by SaaStr Event management as part of Sponsor’s sponsorship package. Use of Turnkey booths are not optional. Sponsors may not bring their own booths. Requests to augment or change turnkey booths and kiosks provided by Sponsor’s sponsorship package must be submitted to SaaStr Event Management for written approval. All turnkey booths and kiosks must follow the same booth infrastructure regulations set forth for standard linear, island and peninsula booths.
Linear Booths: Linear booths (10’x10’ and 10’x20’) shall not have a back wall higher than 8 ft. Side walls may not extend more than 4 ft. out from the back wall and may not have advertising or company branding on the side facing neighboring exhibits. Items over 4 ft. tall, including but not limited to structures, AV and signage must be within 4 ft. from the back wall. Display materials should be arranged in such a manner so as not to obstruct sight lines of neighboring exhibitors.
Island Booths: Island booths are freestanding structures and have aisles on all four sides. The maximum height for floor supported structures is 12 ft. in all areas of the booth.
Booth decor may not exceed the perimeters of the booth size.
SaaStr reserves the right to remove any exhibit, at the Sponsor’s expense, if the exhibit portion exceeds the limits of the contracted exhibit space.
Booth Approval Procedures.
It is the responsibility of the Sponsor to comply with all Rules regarding booth structure and design. Sponsor represents and warrants that all booth designs and materials are owned by it or used with prior written consent of the rightful owner, and Sponsor understands that it must 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 Sponsor’s booth does not comply fully with Rules, SaaStr or the Event venue may require Sponsor to make certain adjustments or remove Sponsor’s booth from the Event, which would be at Sponsor’s own expense.
Installation and Dismantling – Physical Events.
SaaStr arranges for the official event general contractor to provide booth installation and dismantle (I&D) labor for the Event. No exceptions.
Booth Infrastructure Regulations – Physical Events.
Decoration: SaaStr has the authority to determine whether placement, arrangement, and appearance of all items displayed by the Sponsor comply with Event standards and venue rules and guidelines. This may require the replacement, rearrangement, or redecoration of any item or of any booth. SaaStr is not liable for any related cost that may be incurred by Sponsor.
Electrical Wiring: SaaStr’s event general contractor’s pre-designated electrical union is responsible for all electrical installation, distribution and maintenance on the expo floor. Sponsor materials cannot be used for under carpet or concealed wiring. Use of another exhibitor’s electrical hook-up is strictly forbidden due to potential fire hazard risks. In the event that the Event exhibit hall is damaged or destroyed due to negligence, willful misconduct or other failure on the part of Sponsor to comply with the local fire agency’s fire and hazard regulations, Sponsor is responsible and liable for all damages incurred.
Fire Protection Measures/Fireproofing: All materials used in the construction and decoration of an exhibit must be flame retardant. All carpeting and floor coverings must have Class 1 flame spread rating and UL between 0 and 25. No storage of flammable materials is allowed in the utility areas. Cooking or heating food by any means (electrical, gas, microwave) is not permitted in booths.
Lighting: Overhead lighting fixtures and lighting trusses installed by the Event general contractor are allowed outside the boundaries of Sponsor’s contracted exhibit space at the discretion of SaaStr and Event venue management. Sponsors intending to use hanging light systems should submit drawings to SaaStr’s Event management for approval prior to the Event. Lighting must be directed to the inner confines of Sponsor’s booth space and should not project into aisles, onto other exhibitors, or interfere with other booths in any way. Lighting that spins, rotates, or pulsates, and other specialized lighting effects should be in good taste and not interfere with neighboring exhibitors or otherwise detract from the general atmosphere of the Event. Use of strobe lights is not permitted.
Cabling/Ceiling Suspensions: Booth structures should be built to be structurally sound. Exhibits whose structural integrity requires cabling and/or suspension from the ceiling are NOT permitted.
Sound, Noise, Music, and Odors: Noisily operated displays and exhibits producing objectionable sound or odors are not allowed. Sound demonstrations and equipment should not exceed 85 decibels. Exhibitors should be respectful of their neighbors. If there are presentation conflicts with a neighboring booth, SaaStr Event management expects exhibitors to work with each other to arrive at a mutually acceptable compromise. SaaStr Event management may mitigate as a last resort, with the understanding that SaaStr’s opinion will be accepted by all parties as the final resolution. Sponsors should be aware that music played in their booths, whether live or recorded, may be subject to laws governing the use of copyrighted compositions. Sponsors are responsible for obtaining appropriate licenses from ASCAP, BMI and SESAC, which are authorized licensing organizations that collect copyright fees on behalf of composers and publishers of music, and Sponsor agrees to indemnify, defend, and hold harmless SaaStr, its affiliates, and their directors, officers, employees, contractors, volunteers, and other representatives and agents from and against all actions, suits, or claims arising out of Sponsor’s choice to play music, failure to obtain appropriate licenses required for playing music, and infringement of any copyright, trademark, or other intellectual property rights owned by third party.
Targeted Move-in: Refer to the Sponsor move-in details found in the Exhibitor Resource Center or the exhibitor manual for Sponsor’s move-in day. To ensure a safe and smooth move-in, target dates and move-in slots will be strictly enforced. When scheduling other services (labor, electrical, etc.), please be aware of Sponsor’s freight delivery, and schedule other services accordingly. If Sponsor’s freight arrives “off target” either before or after Sponsor’s scheduled move-in time, Sponsor will be assessed an off target fee.
Storage: Nothing may be stored behind the booths. All packing containers, wrapping materials, carrying cases, etc., must be stored off the exhibit floor. The Fire Marshall inspects all exhibits to ensure compliance.
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 Sponsor’s team will have proper access to the Event. For physical events, this credential will grant Sponsor’s team access to the expo hall during designated set-up, tear down, and early access times. For physical events, Sponsor may need a government-issued photo ID in order to pick up Sponsor’s badge, and no one will be allowed on the expo hall floor without proper identification. 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.
For physical events, registered booth staff may access the expo hall floor only during published load in and load out and expo hall hours, or other hours as needed with the prior consent of SaaStr and Event venue management.
Sponsored Space Activities.
Giveaways/Handouts: Sponsor may distribute items, samples, souvenirs, etc., only from the confines of its physical or virtual booth. Sponsor flyers, promotional materials, or any other Sponsor advertising may not be placed or posted anywhere else within the Event venues, without express permission from SaaStr. For physical events, promotional materials MAY NOT be distributed outside of the Event venues or on any street corners surrounding the Event venues. Any materials found in any public areas or being distributed without authorization outside of the Sponsor’s physical or virtual booth space will be confiscated and discarded or deleted, and 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.
Obstruction of Aisles/Booth Demonstrations: For physical events, Sponsor may not conduct demonstrations or activities that result in obstruction of aisles or prevent ready access to neighboring exhibitors’ booths. For all events, demonstrations are to be straightforward, professional and relative to the displayed product. The use of demonstrators, gimmicks, mimes, magicians, robots, Segway scooters, etc. in the aisles is prohibited at all times. Products or demonstrations must be placed inside the booth boundaries and, for physical events, must not result in aisles being blocked. Sponsor-contracted models or other talent may not canvas inside or outside the Event expo hall distributing materials for physical Events or otherwise inviting Event attendees to the Sponsor’s booth (including without limitation in-chat for virtual events). SaaStr Event management reserves the right to terminate any objectionable activities.
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). Photography or videotaping is not allowed on the Event floor without SaaStr’s prior written approval. If a Sponsor chooses to videotape outside of their booth premises and retains a subcontractor to conduct filming, Sponsor is required to produce proof of insurance and a copy of the release the Sponsor plans to have subjects sign 10 days prior to the Event. All filming personnel must be registered prior to the Event. Failure to follow these guidelines may result in the Sponsor or subcontractor’s ejection from the Event.
Prize Drawings/Raffles: Drawings may only be conducted within the confines of Sponsor’s physical or virtual booth or as approved in writing by SaaStr with respect to other spaces sponsored by Sponsor. For physical events, due to fire and safety regulations, public aisles cannot be blocked. Sponsor is responsible for compliance with all applicable laws and regulations. It is recommended that Sponsor post the winner’s name within Sponsor’s booth. Announcements made by overhead public address system are not permitted.
Exhibit Hall Activities – Physical Events.
Age Restriction: Individuals (such as Sponsor personnel) must be 18 years of age to attend the Event, and any of the related events or move-in and move-out of the Expo Hall. Requests for any exception to this term must be made in writing to SaaStr, which SaaStr may approve or deny in its discretion. Children under the age of 18 are permitted in designated childcare.
Alcoholic Beverages: Alcoholic beverages are not permitted in the Event hall at any time without written approval from Show Management. With approval, alcoholic beverages may only be provided by authorized food and beverage providers. The maximum portion size of any container holding an alcoholic drink is 12 ounces, regardless of who is providing the container.
Animals: With the exception of working service dogs, animals are not allowed in Event venues without prior written approval of Show Management.
Badge Control: False certification of an individual as an exhibitor’s representative, misuse of an exhibitor’s badge, or any other method or device used to assist unauthorized personnel to gain admittance to the Event floor, will be cause for expulsion of the exhibitor and its representatives from the exhibit floor and/or banning them from future entrance into the Event. This would also warrant the removal of the exhibitor’s booth from the Event floor without obligation on the part of SaaStr to refund of any fees paid by Sponsor. Sponsor, its employees, representatives and agents, and anyone present at the Event as a guest or agent of the Sponsor, waive any rights or claims for damages arising out of the enforcement of this rule.
Balloons, Blimps and Drones are not permitted.
Catered Food: Sponsor may only provide food or beverage to Event attendees if procured and arranged in tandem with SaaStr and the Event venue’s food and beverage provider. Bowls of individually wrapped hard candy, jelly beans, etc. are excluded from this requirement.
Environmental Responsibility: Based on the principles of Rethink, Reduce, Reuse, and Recycle, SaaStr and the Event venues are committed to supporting a more sustainable environment by urging exhibitors to follow green best-practices. Recycling cardboard, freight boxes, plastic wrappings and other paper during move-in and move-out helps this effort. Using soy/vegetable- based ink and post-consumer, recycled paper in printed pieces; providing giveaways made of recycled, responsibly grown natural fiber and nontoxic and biodegradable materials; designing booths and displays using environmentally responsible materials and energy-efficient lighting are some of the ways Sponsor can begin this effort pre-conference.
General Security: All exhibitors are responsible for making provisions for the safety of their goods, materials, equipment and displays at all times. General overall security services will be provided 24 hours a day from 12:00 a.m. on the first day of the Event through 11:59 p.m. on the last day of the Event. SaaStr, the Event venues, and their respective employees and subcontractors are not responsible for the loss or damage of any property from any cause. If Sponsor would like to order dedicated security guard service for Sponsor’s booth, please contact SaaStr and Event venue management.
Obstruction of Aisles/Booth Demonstrations: Sponsor may not conduct demonstrations or activities that result in obstruction of aisles or prevent ready access to neighboring exhibitors’ booths. Demonstrations are to be straightforward, professional and relative to the displayed product. The use of demonstrators, gimmicks, mimes, magicians, robots, Segway scooters, etc. in the aisles is prohibited at all times. Products or demonstrations must be placed inside the booth boundaries and must not result in aisles being blocked. Sponsor-contracted models or other talent may not canvas inside or outside the Event expo hall distributing materials or otherwise inviting Event attendees to the Sponsor’s booth. SaaStr Event management reserves the right to terminate any objectionable activities.
Smoking: Smoking is strictly prohibited on the Event expo hall floor.
Wireless: Wired and wireless Internet access will be provided exclusively by the authorized Internet provider for the Event. Wireless devices not authorized by the Internet provider and SaaStr are strictly prohibited. Any exhibitor who tries to compromise the security of the Event by “hacking” into Event systems and/or makes untrue inferences about the security of the Event systems may be asked to leave the Event. Additionally, if the information is used for promotional purposes, exhibitors will be responsible for correcting any untrue inferences with the media. Anyone wishing to showcase wireless products at the Event must contact SaaStr’s Event management at least 90 days before the Event with details of their request and subject to SaaStr’s written approval, which SaaStr may grant, withhold, or condition in its sole discretion.
Hotspots: Using Event wireless Internet for “hotspots” or other wireless conduits is prohibited. Any exhibitor who is found compromising the wireless Internet service, or unduly placing strain on wireless Internet bandwidth, may be asked to leave the Event. Wired Internet access points are available to all exhibitors via the authorized Internet provider for the Event.
