Webinars, Virtual & Live Event Sponsorship Terms & Conditions

These Terms govern sponsorship of webinars, virtual events, roundtables, Leadership Labs, HR Grapevine Live, Innovate events, MeetUps and other events supplied by Executive Grapevine International Ltd (EGIL). They must be read with the General Terms and Conditions for Commercial Partners, Privacy Policy, applicable Data Sharing Schedule and Booking Form.

The Booking Form defines the sponsorship package, benefits, event, data products and any guaranteed commitments. Registration, attendance, event engagement and a request for contact are different actions and must not be treated as equivalent unless expressly and lawfully agreed.

1. DEFINITIONS

1) 'Attendee' means a Registrant who attends any part of an Event, whether in person or online.

2) 'Attendee Data' means Personal Data relating to a Registrant or Attendee, including Business Contact Information, registration choices, attendance and event interactions.

3) 'Booking Form' means the booking form, order confirmation or statement of work describing the Event, Sponsorship Package and Services.

4) 'Event' means the webinar, virtual event, roundtable, Leadership Lab, conference, meeting or other production identified in the Booking Form.

5) 'Event Platform' means any website, application or technical platform used to register for, deliver or support an Event.

6) 'Named Event Engagement Signal' means limited Business Contact Information and a broad professional-interest category relating to an identifiable Attendee whose meaningful engagement with clearly identified Sponsor activity meets the criteria in the Booking Form or Data Sharing Schedule. It is not an enquiry or request to be contacted.

7) 'Qualified Sponsor Response' means a Registrant or Attendee who takes an affirmative action specified in the Booking Form, such as requesting Sponsor content, visiting a lead-capture experience, asking a question for follow-up or requesting contact, in circumstances where their details may lawfully be supplied to the Sponsor.

8) 'Registrant' means an individual who submits or confirms a registration for an Event.

9) 'Sponsor' means the Buyer identified as the sponsor in the Booking Form.

10) 'Sponsor Materials' means logos, trade marks, presentations, recordings, copy, data, speaker information and other material supplied by or for the Sponsor.

11) 'Sponsorship Package' means the sponsorship rights, benefits and Services described in the Booking Form.

12) 'Data Sharing Schedule' means the campaign-specific terms governing any disclosure and use of Personal Data, including the parties' roles, lawful-basis responsibilities, fields, permitted purposes, retention and security.

13) Capitalised expressions not defined in these Terms have the meanings given in the General Terms and Conditions for Commercial Partners.

2. SPONSORSHIP PACKAGE AND PAYMENT

1) The Sponsorship Package, price, payment schedule, benefits and deliverables are set out in the Booking Form.

2) Fees are payable in advance unless the Booking Form states otherwise and are non-refundable except as expressly provided in these Terms or the General Terms.

3) Late payment, suspension, interest and recovery costs are governed by the General Terms. Any conflicting payment provision in another document does not apply unless the Booking Form expressly overrides it.

4) EGIL may withhold sponsorship benefits, speaker access, branding, data delivery or admission while an undisputed payment is overdue.

3. SPONSOR OBLIGATIONS

1) The Sponsor shall provide Sponsor Materials, speaker details, approvals and instructions in the required format by the deadlines notified by EGIL.

2) The Sponsor warrants that Sponsor Materials and claims are accurate, substantiated, lawful, non-infringing and compliant with EGIL's Content and Asset Guidelines.

3) Where promotional activity by the Sponsor is included in the Booking Form, the Sponsor shall deliver it by the agreed dates. Sponsor delay or non-participation may affect registration, attendance and engagement.

4) Sponsor representatives and speakers shall act professionally and comply with applicable law, Event rules, Event Platform requirements and EGIL's reasonable operational, editorial and safety instructions.

5) EGIL may remove or restrict any person or material that is unlawful, misleading, infringing, offensive, disruptive, unsafe or detrimental to the Event, its participants or systems.

6) The Sponsor is responsible for securing all permissions and releases required from its speakers, employees, guests and contributors for their participation and Sponsor Materials.

4. EGIL OBLIGATIONS

1) EGIL shall use commercially reasonable efforts to deliver the Sponsorship Package, which may include branding, speaking opportunities, promotional activity, content, audience access, exhibition presence, production support and reporting.

2) EGIL shall provide reasonable production and technical assistance for Sponsor participation and use reasonable efforts to maintain the relevant Event Platform.

3) EGIL may refuse or require changes to Sponsor Materials that do not meet legal, editorial, technical, timing, accessibility or production requirements.

4) EGIL shall treat non-public Sponsor Materials and Sponsor information as confidential and use them to provide and promote the contracted Services.

5) EGIL may provide aggregate registrations, attendance, viewing, participation and engagement reporting. Any identifiable Attendee Data may be supplied only as permitted by section 6 and the applicable Data Sharing Schedule.

5. REGISTRATION ATTENDANCE AND PERFORMANCE

1) Attendance, registration, participation, engagement, lead generation and commercial outcomes may be affected by market conditions, competing events, audience availability, speaker changes, timing, economic conditions, technical limitations and Sponsor Materials or promotion.

2) Registration forecasts, attendance estimates, engagement projections, lead estimates and sponsorship metrics are indicative unless the Booking Form expressly states that they are guaranteed.

3) EGIL does not guarantee that Registrants will attend, remain for the full Event, participate, engage with Sponsor activity, request contact or generate commercial opportunities, pipeline, sales or revenue.

4) No refund, credit or fee reduction arises solely from non-attendance, lower engagement, registration-to-attendance conversion or other audience behaviour outside EGIL's reasonable control.

5) Registrations, Attendees, Named Event Engagement Signals and Qualified Sponsor Responses are separate measures and shall be reported separately.

6) Reporting may be affected by privacy settings, cookie choices, ad blockers, network conditions, automated security systems and Event Platform limitations and is therefore subject to reasonable technical variation.

6. ATTENDEE DATA AND EVENT ENGAGEMENT

1) Personal Data is not owned by either party. Sponsorship does not automatically entitle the Sponsor to receive the names or contact details of every Registrant or Attendee.

2) EGIL and the Sponsor normally act as independent Controllers when EGIL lawfully supplies Attendee Data, a Named Event Engagement Signal or a Qualified Sponsor Response. Each party must establish and document its own lawful basis.

3) The Booking Form and Data Sharing Schedule must specify which, if any, of the following the Sponsor will receive:

(a) aggregate registration and attendance information;

(b) account-level or company-level engagement information;

(c) Named Event Engagement Signals;

(d) Qualified Sponsor Responses; or

(e) Registrant or Attendee information that is expressly and lawfully identified for sponsor disclosure.

4) Where registration information will be disclosed to the Sponsor, the registration page must identify the Sponsor and explain the disclosure, purpose and relevant choices before the person registers.

5) A Named Event Engagement Signal may be generated only where the Sponsor is clearly identified before the relevant engagement is counted and the objective threshold is documented in the Booking Form or Data Sharing Schedule. Mere registration, a single attendance event, an advertisement impression or a brief accidental interaction shall not qualify unless an independently assessed and clearly disclosed model expressly provides otherwise.

6) A Named Event Engagement Signal may include only the fields approved in the Data Sharing Schedule, normally name, corporate email, job title, employer, broad professional-interest category, engagement band and recency. It must not include complete viewing history, detailed session history, chat content, private messages or unrelated activity.

7) The Sponsor must not describe a Named Event Engagement Signal as a Lead, enquiry, endorsement, purchase intention or request for contact.

8) A Qualified Sponsor Response may be supplied where the individual has taken the defined affirmative action and has received the required information about the Sponsor and intended use.

9) Neither party shall infer or disclose health, ethnicity, religion, political opinion, trade union membership, sexual life or orientation, or other Special Category Data from session attendance, questions or event behaviour without a separate lawful basis and Article 9 condition.

10) The Sponsor shall use Attendee Data only for the Permitted Purpose, shall not sell or disclose it onward, and shall comply with the General Terms, Data Sharing Schedule, Data Protection Legislation and applicable electronic marketing rules.

11) Receipt of Attendee Data does not constitute consent to electronic marketing. The Sponsor shall provide required privacy information, identify HR Grapevine as the source where applicable, honour objections and apply appropriate suppression.

12) Unless the Data Sharing Schedule states otherwise, first contact using a Named Event Engagement Signal must occur within 30 days, no more than three attempts may be made without a response, and the signal must be deleted after 90 days unless a direct relationship has lawfully been established.

7. RECORDING CONTENT AND INTELLECTUAL PROPERTY

1) Each party retains ownership of its pre-existing intellectual property.

2) The Sponsor grants EGIL a non-exclusive, worldwide, royalty-free licence during the Contract and any agreed on-demand period to use, reproduce, adapt, display and distribute Sponsor Materials as necessary to deliver and promote the Event and Sponsorship Package.

3) Unless the Booking Form states otherwise, EGIL owns the production, layout, Event Platform, edited programme, recordings and supporting materials created by EGIL, subject to the Sponsor's ownership of Sponsor Materials contained within them.

4) EGIL may record, edit and make Event sessions available on demand and may use reasonable extracts, screenshots and clips to report on or promote the Event and related EGIL services, provided the intended recording and reuse has been communicated to speakers and participants as required.

5) The Sponsor shall ensure its speakers and representatives understand that their contributions may be recorded and reused and shall obtain any required releases. Attendee contributions, images, questions or identifiable participation shall be handled in accordance with the Event notice, privacy information and any required permission.

6) The Sponsor must not independently record, scrape, download or reproduce the Event, Event Platform, attendee list, chat or other participants' contributions unless EGIL and the relevant rights holders have authorised it in writing.

8. CANCELLATION RESCHEDULING AND CHANGES

1) The Contract begins when the Booking Form is accepted and continues until the Services and payment obligations are completed or the Contract is terminated.

2) If the Sponsor cancels all or part of the Sponsorship Package, the following cancellation charges apply unless the Booking Form states otherwise:

(a) more than 10 weeks before the Event: 50 per cent of the Sponsorship Fee;

(b) between 10 and 8 weeks before the Event: 75 per cent of the Sponsorship Fee; and

(c) less than 8 weeks before the Event: 100 per cent of the Sponsorship Fee.

3) EGIL may reasonably change the Event date, timing, format, speakers, agenda, venue, platform, delivery method or operational features where necessary for production, safety, technical, commercial or scheduling reasons.

4) A change that does not materially reduce the overall Sponsorship Package is not a breach and does not create a refund, credit or cancellation right.

5) Where a change materially reduces a core benefit expressly stated in the Booking Form, EGIL shall offer a reasonable substitute, rescheduling, replacement inventory or proportionate credit where practicable.

6) A refund or fee reduction is considered only where EGIL fails to deliver a substantial part of the core Sponsorship Package and cannot provide a reasonable alternative. Amounts attributable to completed promotion, audience outreach, production, content, platform access, preparation and non-cancellable third-party costs remain payable.

7) Force Majeure is governed by the General Terms. Where an Event cannot proceed as planned because of Force Majeure, EGIL may move it online, reschedule it or provide reasonable substitute benefits before cancellation is considered.

9. DATA SECURITY RIGHTS AND TRANSFERS

1) Each party shall implement appropriate technical and organisational measures to protect Personal Data against unauthorised or unlawful Processing and accidental loss, destruction, damage or disclosure.

2) Each party is responsible for responding to rights requests concerning its own Processing and shall promptly forward any request relevant to the other party.

3) The Sponsor shall notify EGIL without undue delay, and where practicable within 24 hours, of a Personal Data Breach, complaint, objection, regulatory enquiry or rights request concerning Attendee Data supplied by EGIL.

4) Personal Data may be transferred outside the United Kingdom only where the transfer complies with applicable Data Protection Legislation and appropriate transfer safeguards are in place. The Sponsor is responsible for safeguards required by its systems, group companies and service providers.

5) EGIL may suspend data delivery or require the Sponsor to stop using and delete Attendee Data where EGIL reasonably believes that the Sponsor has breached these Terms, the Data Sharing Schedule or Data Protection Legislation.

10. LIABILITY

1) Liability under these Terms is governed by the General Terms and Conditions for Commercial Partners.

2) Nothing excludes liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any liability that cannot lawfully be limited.

3) Subject to paragraph 2), EGIL is not liable for indirect or consequential loss, loss of profit, revenue, business, opportunity, anticipated saving, goodwill or wasted expenditure.

4) Subject to paragraph 2), EGIL's aggregate liability arising from the Sponsorship Package shall not exceed the Sponsorship Fee paid or payable for the affected Services.

5) EGIL is not responsible for the Sponsor's misuse of Attendee Data, unlawful communications, failure to provide privacy information, failure to honour objections or unauthorised recording or use of Event content.

11. GENERAL

1) These Terms and the Contract are governed by English law, and the courts of England and Wales have exclusive jurisdiction.

2) EGIL may publish updated Terms with a revised effective date. Existing Contracts remain governed by the version incorporated when the Booking Form was accepted unless the parties agree otherwise or a change is required by law.

3) If these Terms conflict with the General Terms, these Terms take precedence for Event sponsorship Services. A Data Sharing Schedule takes precedence for Processing Personal Data, and the Booking Form takes precedence for the expressly agreed Sponsorship Package and commercial scope.

4) Questions about these Terms may be sent to [email protected].

Executive Grapevine International Ltd

Registered in England & Wales: 2789779 | VAT: 6259453 20

Gate House, Fretherne Road, Welwyn Garden City, AL8 6NS, United Kingdom | +44 (0)1707 351451

Last reviewed by: Helen Fish, Director, 11 September 2026