Please read these Terms and Conditions carefully as they apply to your participation at CBIE2024.
The CBIE2024 in Ottawa, Ontario, Canada is planned as an in-person only event. By exhibiting or sponsoring at CBIE2024 you agree to be bound by the Terms and Conditions set out below, which form a legally binding agreement between you and CBIE.
Please also note that by participating in a CBIE event, you acknowledge that you have read and understood the terms below and Privacy Policy, Terms of Sale, and General Terms and Conditions. CBIE reserves the right to publish changes to these Terms and Conditions at any time without prior notice.
CBIE2024 Sponsorship and Exhibitor Terms and Conditions
THIS SPONSORSHIP AND EXHIBITOR AGREEMENT (the “Agreement”) is made effective as of the purchase date of a sponsorship or exhibitor package (the “Effective Date”).
WHEREAS, CBIE organizes an annual conference and will be hosting this year’s conference (the “Event”) in Ottawa, Ontario, Canada from November 3 to 6, 2024;
WHEREAS, the Sponsor or Exhibitor has agreed to provide financial support for the Event in the amount listed on cbieconference.ca the “Sponsorship Fee” or “Exhibitor Fee” in exchange for certain sponsorship or exhibitor rights (the “Sponsorship Rights” or “Exhibitor Rights”) to be provided by CBIE as set forth in the Sponsorship Package or Exhibitor Package description(s) on cbieconference.ca;
NOW THEREFORE, in consideration of the mutual covenants hereinafter contained and other good and valuable consideration, the receipt and sufficiency of which are acknowledged, CBIE and the Sponsor covenant and agree as follows:
1. SPONSORSHIP RIGHTS AND EXHIBITOR RIGHTS AND SPONSORSHIP FEE AND EXHIBITOR FEE
In exchange for the Sponsorship Fee or the Exhibitor Fee the Sponsor or Exhibitor will receive the Sponsorship Rights or Exhibitor Rights, listed in the sponsorship or exhibitor package details on cbieconference.ca, in connection with the Event. In exchange for the Sponsorship Rights or Exhibitor Rights, the Sponsor or Exhibitor shall pay the Sponsorship Fee or Exhibitor Fee by credit card, or wire transfer or electronic funds transfer to an account designated by CBIE, within 30 days of the Purchase Date. The Sponsorship Fee and Exhibitor Fee is not subject to GST/HST.
2. SPONSORSHIP AND EXHIBITION BOOTH BOOKING, ALLOCATION AND INCLUSIONS
2.1. Sponsorship or Exhibitor packages must be purchased online. An official confirmation of the sponsorship or exhibition booth will be delivered via emailed once the application has been received and reviewed by the CBIE Conference Team.
2.2. Booths for Sponsors and Exhibitors will be allocated on a ‘first come, first served’ basis. Premium booths will be reserved for major Sponsors (Diamond level and above) and their locations will be clearly indicated on the exhibit hall floorplan. Standard booths will be reserved for Gold and Silver Sponsors and Exhibitors and will be clearly indicated on the exhibit hall floorplan.
2.3. Booth availability is limited to one (1) 8×8 booth per Sponsor or Exhibitor unless otherwise indicated in the selected Sponsorship Package. The purchase of additional booths will not be permitted due to square footage limitations.
2.4. All booths will be outfitted with a standard furniture package consisting of two (2) chairs, one (1) table with black linens, one (1) wastebasket, black draped back wall (8’) and side walls (3’). Any additional or alternative furnishings, displays, and decor are available for purchase via CBIE’s exhibitor services provider. An online ordering portal will be provided to all Sponsors and Exhibitors prior to the event.
3. TRADEMARKS
The Sponsor and CBIE each grant each other a nonexclusive, limited license to use, display, and reproduce their respective logos, trademarks, service marks, and trade names only in connection with the promotion and advertisement of the Event and/or the Sponsorship Rights or the Exhibitor Rights and any listing of the sponsors or exhibitors of the Event. The Sponsor or Exhibitor and CBIE agree that they will not use any of the other party’s logos, trademarks, service marks, and trade names except with the prior written approval of the other party, such approval not to be unreasonably withheld or delayed. CBIE and the Sponsor or Exhibitor will provide each other with their respective logos, trademarks, and/or service marks to use in the promotion of the Event.
4. MODIFICATION
In the event CBIE must make any changes to the Event or the Sponsorship Rights or Exhibitor Rights, for any reason whatsoever, including as a result of disease at the Event venue or in the Greater Ottawa Area, (for example, COVID-19, SARS, Legionnaires, norovirus), terrorism or threats of terrorism in the Greater Ottawa Area, fire, earthquakes, tornadoes, hurricanes, or shortage or disruption of the electrical power supply, CBIE agrees to notify the Sponsor or Exhibitor in writing and CBIE and the Sponsor or Exhibitor agree to negotiate amendments to the Sponsorship Rights or Exhibitor Rights in good faith to ensure that the value of the amended Sponsorship Rights or Exhibitor Rights remains the same as, or is consistent with, the scope of the Sponsorship Rights or Exhibitor Rights as set forth on cbieconference.ca.
5. WARRANTIES
The Sponsor or Exhibitor and CBIE each represent and warrant that (i) it has the full right and legal authority to enter into this Agreement and to grant the rights contained in this Agreement in accordance with its terms without violating the rights of any other Person and (ii) the trademarks it has granted rights to hereunder do not infringe the trademarks or trade names or other rights of any other Person.
6. LIABILITY AND INDEMNIFICATION
6.1. The Sponsor or Exhibitor agrees that CBIE shall not be liable for any debt incurred by, or any injury, or damage (including death), to the Sponsor or Exhibitor or to the person of any officer, employee or agent of the Sponsor or Exhibitor or for the loss or damage to the property of the Sponsor or Exhibitor or any officers, employees or agents, unless such debt, injury or damage is caused by an act or omission of CBIE or any of its officers, employees or agents, or anyone for whom they are in law responsible.
6.2. The Sponsor or Exhibitor shall at all times indemnify, defend and hold harmless CBIE and its affiliates, officers, employees and agents from and against any and all claims, losses (including economic loss), costs, damages, expenses, reasonable legal and accounting fees and costs interest, awards, judgments, fines, fees, penalties and any and all other liabilities whatsoever in connection with the Sponsor’s infringement or misappropriation of any intellectual property rights.
7. NOTICES AND COMMUNICATIONS
7.1. All notices & communications to CBIE in connection with this Agreement shall be addressed to the CBIE conference team, in writing at conference-congres@cbie.ca
7.2. All notices & communications to the Sponsor or Exhibitor in connection with this Agreement shall be addressed to anyone so designated by the Sponsor or Exhibitor in writing to CBIE.
8. TERMINATION
8.1. This Agreement shall conclude no later than November 6, 2024 unless terminated earlier in accordance with the terms of this Agreement or extended as agreed to in writing by CBIE and the Sponsor or Exhibitor.
8.2. Notwithstanding any other provision, this Agreement may be terminated:
8.2.1. by either party: (i) for a material breach of any provision of this Agreement by the other party, if the other party’s material breach is not cured within 30 days of receipt of written notice of the breach, or (ii) at any time and without prior notice, if the other party (or any of its officers, directors, or employees) is convicted of any crime or offense, or fails or refuses to comply with the written policies of the other party; and
8.2.2. by either party without cause on provision of 60 days’ written notice to the other party.
8.3. If this Agreement is terminated:
8.3.1. the parties shall remain liable for their obligations through the effective date of termination unless otherwise agreed to in writing by the parties.
8.3.2. the Sponsor or Exhibitor shall receive a full refund if (a) a notice of termination is delivered by either party to the other, at the e-mail addresses provided to CBIE, on or before July 31, 2024 at 5:00 p.m. Ottawa time (the “Cut-Off Date”) or (b) if CBIE terminates this Agreement pursuant to Subsection 8.2.2.
8.3.3. by the Sponsor or Exhibitor pursuant to Subsection 8.2.2 and such notice of termination is received by CBIE after the Cut-Off Date, CBIE and the Sponsor agree to negotiate a resolution in good faith regarding the Sponsorship Fee and Sponsorship Rights. Notwithstanding the foregoing, CBIE shall have no obligation to refund the Sponsorship Fee to the Sponsor if such notice of termination is received by CBIE after the Cut-Off Date.
8.3.4. No refund will be made for unused registrations in the group registration package.
9. MISCELLANEOUS
9.1. This Agreement shall not be assigned in whole or in part by the Sponsor or Exhibitor unless such assignment is consented to in writing by CBIE.
9.2. This Agreement is governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein, without giving effect to conflict of laws principles thereof. CBIE and the Sponsor agree to submit to the exclusive jurisdiction of the courts of the Province of Ontario located in the City of Ottawa.
9.3. The failure or delay by a party in enforcing, or insisting upon strict performance of, any provision of this Agreement shall not constitute a waiver of such provision or in any way affect the enforceability of this Agreement (or any of its provisions). The waiver by either party of any breach or violation of any provision of this Agreement shall not operate or be construed as a waiver of any subsequent breach or violation of it.
9.4. Unless otherwise expressly stated in this Agreement, all provisions related to trademark ownership and the parties’ respective representations and warranties and obligations of confidentiality will remain in full force and effect throughout the term of the Agreement and will survive the Agreement.
9.5. Any amendment to this Agreement must be in writing and signed by the parties hereto; failing which such amendment shall have no effect and be null and void. This Agreement, as well as any changes brought to this Agreement as approved in writing by CBIE and the Sponsor or Exhibitor, represent the full agreement between the parties, and are binding upon them. All prior agreements relative hereto which are not contained herein are superseded by this Agreement.
9.6. Nothing in this Agreement is intended to, or shall be deemed to, establish any partnership or joint venture between the parties, constitute a party the agent of the other, nor authorize a party to make or enter into any commitments for or on behalf of the other party. It is expressly understood and agreed by the parties that this Agreement is not an exclusive agreement. Nothing in this Agreement shall be construed as creating any exclusive arrangement with the Sponsor or prohibiting CBIE from entering into similar, equal, or like sponsorship agreements or from executing additional contracts with other entities or sponsors.
9.7. In the event that any provision in this Agreement shall be deemed void or invalid by a court of competent jurisdiction, such invalidity or unenforceability shall attach only to such provision or part of such provision and the remaining provisions shall be and shall remain in full force and effect.
9.8. This Agreement may be executed in one or more counterparts, each of which shall be deemed to be an original and all of which, together, shall constitute one and the same instrument. Purchase of a sponsorship or exhibitor package shall be as valid and effective as delivery of an executed signature by electronic means, or originally or manually executed copy of this Agreement.
