Terms and Conditions for Hosted Retailer & CPM

As a Hosted Retailer ("you"), participating in the Hosted Retailers & CPMs Program (“Hosted Program”) at RILA: LINK: The Retail Supply Chain Conference, scheduled to be held on February 16-19, 2025 in at the Gaylord Palms Resort and Convention Center, Orlando, FL ( “Event” or “RILA: LINK”), you agree to these terms and conditions ("Terms & Conditions") with Retail Industry Leaders Association (“we”, “us” or “our”). If you are completing a registration on behalf of another individual, you warrant that you have made them aware of this Agreement and that he or she has accepted these Terms & Conditions.

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. Free Tickets & Travel Allowance: RILA will provide qualifying individuals who are employed by Retailers & 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 (“Hosted Retailers & CPMs”), and who attend up to 8 (8) 15-minute onsite meetings ("Hosted Meetings") with participating sponsors (“Participating Sponsors”) with: (a) complimentary tickets to the Event, and (b) travel and hotel reimbursement of up to $750 per person.

2. Meeting Time Slots: You commit to being available for sixteen (16) timeslots as set forth below until you receive your final schedule immediately prior to the event. You will only be scheduled for up to (8) meetings. Your Hosted Meetings may be spread across multiple Meeting Time Slots; they may not be back to back. Meeting Time Slots are scheduled to be:
 

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

3. Travel Arrangements: You are responsible for making your own travel and accommodation arrangements to attend the Event. Information to book your hotel room at the Gaylord Palms can be found in your registration confirmation email. We do not guarantee the availability of rooms in our hotel block, and recommend you book early.

4. Program Participation: Hosted Retailers & CPMs must provide relevant information and respond to our requests by our stated deadlines as set forth in our Hosted Program guidelines and other communications, including:

• Completing a profile ("Profiles"), which includes information about your company and job role. All Profiles are subject to our review and approval.
• Requesting meetings with Participating Sponsors for potential Hosted Meetings, and opting in to meeting requests from Participating Sponsors.
• Adding Hosted Meetings to calendars.

5. Completing Your Own Hosted Meetings: We do not combine Hosted Meetings with other individuals from your organization that might also be participating in the Hosted Program. If more than one person from your organization is attending the Event as a Hosted Retailer & CPM, each person must complete their own set of Hosted Meetings. If you are unable to attend your Hosted Meetings for any reason, you may not be eligible to receive a complimentary ticket to the Event or travel/hotel reimbursement.

6. Cancellation & Substitutes: If you are approved as a Hosted Retailer & CPM but become unable to participate in the Hosted Meetings Program even though you are still employed by your organization, you agree to suggest one or more substitutes from your organization as your replacement. Acceptance of any substitute is subject to our prior approval via email.

7. Notice of Employment Change: If you (a) are no longer employed by, or (b) become aware prior to the Event that you will no longer be employed at the time of the Event or after the Event by the organization upon which you were approved as a Hosted Retailer, you must let us know immediately upon your becoming aware so that we can cancel your participation in the Hosted Meetings Program. In such cases, you will no longer be eligible to participate in Hosted Meetings or to receive a travel/hotel reimbursement or a complimentary ticket. We reserve the right to only communicate with you at your work email address regardless of any other email address you may have provided or we may have otherwise used.

8. Failure to Complete Hosted Meetings: If you pick up your badge onsite or otherwise attend the Event but do not complete your scheduled Hosted Meetings: (a) we will not be responsible for any costs associated with your travel or hotel and you will not receive any reimbursement, (b) your credit card will be charged for for your Event ticket per the authorization you agree to below, and (c) you may be rejected from our Hosted Programs in future years. Notwithstanding the foregoing, we reserve the right at our sole discretion to prorate your ticket fee and/or your travel/hotel reimbursement calculated based on the total Hosted Meetings for which you were scheduled and that you completed.

9. Reimbursement Process: As the final step to receiving your travel and hotel reimbursement of up to $750 in travel/hotel expenses incurred, we require that you complete a short feedback form providing specific evaluations of each Hosted Meeting (we will also ask Participating Sponsors to provide feedback on their meetings with you). Please note that we will not reimburse for any mileage, points or rewards used for travel. Reimbursement is conditioned upon completing all of your Hosted Meetings and submitting the feedback survey and travel/hotel receipts following the event within our stated deadlines.

10. Credit Card Details: You agree to provide your credit card information, and authorize us to process a $1 charge on your credit card as part of your ticket registration for the Event. You also authorize us to charge the cost of your ticket at the rate of $1,275 to your credit card if you do not complete your Hosted Meetings as described in section 8 above.

11. Qualification at Our discretion: Qualification as a Hosted Retailer & CPM is determined solely by us, and may be revoked at any time. By completing an application to be a Hosted Retailer, you agree to these Terms & Conditions.