Terms & Conditions for Hosted Program Sponsors
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- Terms and Conditions for Hosted Program Sponsors
These terms and conditions ("Terms & Conditions") of Retail Industry Leaders Association (“RILA”, “Event Organizer”, “we”, “us” or “our”) apply to (i) organizations (“Sponsor”, and together with Hosted Meetings Representatives and Sponsor Organization Admins, “you” or “your”) participating in the Hosted Retailers & CPMs Program (“Hosted Program”) at RILA: LINK: The Retail Supply Chain Conference 2025 scheduled to be held on February 16-19, 2025 at Gaylord Palms Resort and Convention Center, Orlando, FL, ( “Event”), (ii) Hosted Meetings Representatives, and (iii) Sponsor Organization Admins.
These Terms & Conditions may be modified from time to time, so check back often. We will adjust the “Last revised” date at the top of this document at any time changes are made. Continued participation in the Event by you will constitute your acceptance of any changes to these Terms & Conditions.
1. We will arrange a series of meetings ("Hosted Meetings") as part of the Hosted Program between (a) Hosted Buyers, and (b) Hosted Meetings Representatives. All Hosted Meetings will take place during Meeting Times. We do not guarantee any minimum number of Hosted Buyers or Hosted Meetings for any Sponsor or Hosted Meetings Representative. It’s possible that the number of meetings arranged for any given Sponsor or Hosted Meetings Representative will be below the number purchased. By purchasing a Hosted Meetings sponsorship package, unless otherwise contracted with RILA for a different sponsorship level, your organization's branding will only be featured on associated Hosted Meetings Sponsor signage and/or Hosted Meetings Sponsor recognition in key areas of the conference.
We will notify Hosted Meetings Representatives of the specific times of their Hosted Meetings prior to the start of the Event. The failure on the part of Hosted Meetings Representative to be available for all Meeting Times may limit our ability to arrange Hosted Meetings for those Hosted Meetings Representatives.
2. The number of Hosted Meetings purchased by a Sponsor pursuant to a Sponsor Contract or Sponsor Platform Purchase is that Sponsor’s "Hosted Meetings Cap". A Hosted Meetings Cap can be increased by purchasing additional Hosted Meetings at any time set forth by us (deadlines apply at our sole discretion).
3. Hosted Meetings are priced as set forth online or in the Sponsor Contract at the time of purchase (the price of each meeting being the "Price Per Meeting"). The total amount paid by a Sponsor for Hosted Meetings is that Sponsor’s "Meetings Payment Amount".
6. Time is of the essence in all Hosted Program deadlines.
These Terms & Conditions may be modified from time to time, so check back often. We will adjust the “Last revised” date at the top of this document at any time changes are made. Continued participation in the Event by you will constitute your acceptance of any changes to these Terms & Conditions.
1. We will arrange a series of meetings ("Hosted Meetings") as part of the Hosted Program between (a) Hosted Buyers, and (b) Hosted Meetings Representatives. All Hosted Meetings will take place during Meeting Times. We do not guarantee any minimum number of Hosted Buyers or Hosted Meetings for any Sponsor or Hosted Meetings Representative. It’s possible that the number of meetings arranged for any given Sponsor or Hosted Meetings Representative will be below the number purchased. By purchasing a Hosted Meetings sponsorship package, unless otherwise contracted with RILA for a different sponsorship level, your organization's branding will only be featured on associated Hosted Meetings Sponsor signage and/or Hosted Meetings Sponsor recognition in key areas of the conference.
- “Hosted Buyers” are those qualifying individuals from retailers and brands who identify themselves to us as buyers or influencers (individually or as part of groups) of the purchase of applicable supply chain technology, solutions, products or services for their organizations or institutions, and who agree to attend up eight (8) Hosted Meetings. In exchange for attending these Hosted Meetings, we provide Hosted Buyers with complimentary tickets to the Event and travel reimbursement of up to $750.
- "Hosted Meetings Representatives" are those individuals who you designate as your representatives to participate in Hosted Meetings pursuant to one or more (i) fully executed contracts to purchase Hosted Meetings between you and us ("Sponsor Contract"), and (ii) direct purchases of Hosted Meetings by you online in our platform without a Contract (“Sponsor Platform Purchase”). A single Sponsor may have multiple Hosted Meetings Representatives. We define the process of arranging Hosted Meetings in our sole discretion, which process we may change from time to time at our sole discretion.
- “Sponsor Organization Admins” are those individuals designated as organization admins to complete certain Hosted Program tasks on behalf of a Sponsor. A single Sponsor may have multiple Sponsor Organization Admins. Sponsor Organization Admins cannot attend the Event unless they hold a valid ticket, pay the applicable ticket fees, and abide by all applicable terms and conditions.
- "Meeting Times" are predetermined time slots during which Hosted Meetings take place. Meeting Times are set at our sole discretion, and we may change Meeting Times from time to time at our sole discretion. As of the date of these Terms & Conditions, Meetings Times are:
| Start (ET) |
End (ET) |
Mins | Monday, February 17 | Tue, February 18 |
|---|---|---|---|---|
| 1:15 PM | 1:30 PM | 0:15 | Meeting Slot #1 | Meeting Slot #9 |
| 1:33 PM | 1:48 PM | 0:15 | Meeting Slot #2 | Meeting Slot #10 |
| 1:51 PM | 2:06 PM | 0:15 | Meeting Slot #3 | Meeting Slot #11 |
| 2:09 PM | 2:24 PM | 0:15 | Meeting Slot #4 | Meeting Slot #12 |
| 4:00 PM | 4:15 PM | 0:15 | Meeting Slot #5 | Meeting Slot #13 |
| 4:18 PM | 4:33 PM | 0:15 | Meeting Slot #6 | Meeting Slot #14 |
| 4:36 PM | 4:51 PM | 0:15 | Meeting Slot #7 | Meeting Slot #15 |
| 4:54 PM | 5:09 PM | 0:15 | Meeting Slot #8 | Meeting Slot #16 |
2. The number of Hosted Meetings purchased by a Sponsor pursuant to a Sponsor Contract or Sponsor Platform Purchase is that Sponsor’s "Hosted Meetings Cap". A Hosted Meetings Cap can be increased by purchasing additional Hosted Meetings at any time set forth by us (deadlines apply at our sole discretion).
3. Hosted Meetings are priced as set forth online or in the Sponsor Contract at the time of purchase (the price of each meeting being the "Price Per Meeting"). The total amount paid by a Sponsor for Hosted Meetings is that Sponsor’s "Meetings Payment Amount".
- We will complete a post-event reconciliation to determine the number of "Completed Hosted Meetings" which is defined as the number of Hosted Meetings that (i) actually took place, (ii) would have taken place but for the absence of the Hosted Meetings Representative (including late arrivals resulting in Hosted Meetings that are less than 15 minutes in length), and (iii) would have taken place but for the (x) failure of a Hosted Meetings Representative to accept a meeting that would have resulted in a Hosted Meeting, or (y) cancellation of a Hosted Meeting by the Hosted Meetings Representative for any reason.
- If the number of Completed Hosted Meetings multiplied by the Price Per Meeting (averaged if more than one Price Per Meeting applies) is less than the Meetings Payment Amount, we will provide a refund of the difference ("Refund") within 60 days following the end of the Event ("Refund Payment Date").
- Completing profiles, which include information about Sponsors ("Profiles"). All Profiles are subject to our review and approval.
- Requesting meetings with Hosted Buyers for potential Hosted Meetings, and opting in to meeting requests from Hosted Buyers.
- Assigning Hosted Meetings Representatives to Hosted Meetings and adding Hosted Meetings to calendars.
- All Hosted Meetings Representatives must hold a valid ticket, pay the applicable ticket fees, and abide by all applicable terms and conditions.
- Hosted Meetings Representatives, must:
- Be available during Meeting Times.
- Join Hosted Meetings at the times we designate.
- Prepare for the Hosted Meetings assuming that Hosted Buyers have not prepared in advance.
- Notify us of any Hosted Buyer who was not present for a Hosted Meeting.
- Sponsors, Sponsor Organization Admins and Hosted Meetings Representatives must NOT do the following, which may result in termination from the Meetings Program:
- Contact any of the Hosted Buyers with whom they have Hosted Meetings prior to the event (unless they have also come into contact with those Hosted Buyers in the ordinary course of business unrelated to Hosted Meetings, in which case Sponsors, Sponsor Organization Admins and Hosted Meetings Representatives can only reach out to those Hosted Buyers about matters unrelated to Hosted Meetings.
- Change the scheduled time of Hosted Meetings (Hosted Meetings must take place at the time assigned by us).
- Contact any Hosted Buyers who do not show up for their Hosted Meeting (unless they have also come into contact with those Hosted Buyers in the ordinary course of business unrelated to Hosted Meetings, in which case Sponsors, Sponsor Organization Admins and Hosted Meetings Representatives can only reach out to those Hosted Buyers about matters unrelated to Hosted Meetings).
- Hosted Meetings Representatives must each complete a feedback survey following the Event, providing specific evaluations for each meeting. Failure to provide feedback by the Refund Payment Date may delay your Refund until feedback has been completed.
- We, in our sole discretion, determine the eligibility of any Sponsor, Sponsor Organization Admin, Hosted Meetings Representative or Hosted Buyer to join and participate in the Hosted Program, and may in our sole discretion end the participation of any Sponsor, Sponsor Organization Admin, Hosted Meetings Representative or Hosted Buyer in the Hosted Program or Hosted Meetings at any time and for any reason, including canceling any Hosted Meetings.
6. Time is of the essence in all Hosted Program deadlines.