Webinars, Virtual & Live Event Sponsorship Terms & Conditions
These Terms and Conditions are to be read in conjunction with the General Terms & Conditions for all Executive Grapevine International Limited (EGIL) services, the Privacy Policy, and the specific campaign details as set out in the Booking Form.
1. Introduction
1.1 These Sponsor Terms & Conditions ("Terms") govern the participation and sponsorship of virtual events, webinars, roundtables and HR Grapevine Innovate, MeetUps or other in-Person events organized by Executive Grapevine International Ltd (“EGIL”,"we", "us", "our"). By entering into a Sponsorship Agreement and paying the applicable fees, you ("Sponsor") agree to be bound by these Terms.
1.2 Our registered office address is: Gate House Fretherne Road Welwyn Garden City AL8 6NS United Kingdom
2. Sponsorship Packages & Payment
2.1 Sponsorship packages, fees, benefits, and deliverables are as set out in your Booking Form.
2.2 Payment of sponsorship fees shall be made in advance according to the schedule in the Booking Form. Fees are nonrefundable except where expressly provided.
2.3 Late payments may incur interest at 4% above the Bank of England base rate, calculated daily.
3. Sponsor Obligations
3.1 Branding & Materials: Sponsor shall provide all logos, trademarks, and promotional materials in the required formats, within the deadlines communicated by us.
3.2 Compliance: Sponsor warrants that all materials supplied do not infringe third party rights, comply with applicable laws, and meet our content guidelines.
3.3 Promotion: Sponsor agrees to actively promote the sponsored event through its channels (website, social media, email) as mutually agreed. Sponsor acknowledges that attendee engagement, registration levels and sponsorship outcomes may be materially affected by Sponsor participation, responsiveness, promotional activity and supplied content.
3.4 Conduct: Sponsor representatives must behave professionally and comply with all applicable laws, event participation rules, platform usage requirements and reasonable instructions issued by EGIL during live sessions, networking activities and digital exhibitions.
3.5 Data Use: Any attendee data or analytics provided by us are for Sponsor’s internal marketing purposes only, processed under our Privacy Policy and UK GDPR compliance. Sponsor shall not share or sell this data to third parties.
4. Executive Grapevine Obligations
4.1 Delivery: EGIL shall use commercially reasonable efforts to deliver the sponsorship benefits specified in the Booking Form, including (where applicable) logo placement, speaking opportunities, virtual booths, promotional activity, branded content, attendee access and event visibility.
4.2 Attendance: Engagement & Sponsorship Performance: Attendance levels, registration volumes, attendee participation, engagement rates, lead generation and sponsorship outcomes are materially affected by factors outside EGIL’s reasonable control, including but not limited to market conditions, competing events, audience availability, speaker changes, event timing, economic conditions, platform limitations, industry activity, and Sponsor-provided content or promotional activity.
4.3 Registrations: forecasts, attendance estimates, engagement projections, lead estimates or sponsorship performance metrics provided by EGIL are indicative only and shall not constitute guaranteed outcomes or contractual performance commitments unless expressly stated otherwise in the Booking Form.
4.4 EGIL does not guarantee that event registrants will attend, remain for the full duration of the event, actively participate, engage with Sponsor content, request follow-up contact, or result in commercial opportunities, pipeline generation, sales activity or revenue outcomes.
4.5 No refund, credit, cancellation right or reduction in fees shall arise solely from attendee non-attendance, reduced audience engagement, lower-than-anticipated registration conversion, or changes in attendee participation levels.
4.6 Technical Support: EGIL shall provide commercially reasonable technical assistance in relation to Sponsor content and event participation and shall use commercially reasonable efforts to maintain access to the relevant event platform.
4.7 Reporting: EGIL may provide attendance figures, engagement statistics, lead captures and related event analytics during or following the event. Such data may include inferred attributes, engagement scoring or interaction analytics regulated under DUAA 2025, which shall be made available transparently upon request. Reporting data is provided for informational purposes only and does not constitute a guarantee of sponsorship performance or commercial outcome.
4.8 Confidentiality: EGIL shall treat Sponsor materials and Sponsor data as confidential and shall use such materials solely for purposes connected with the event, webinar or sponsorship services.
5. Intellectual Property
5.1 Each party retains ownership of its preexisting intellectual property.
5.2 Sponsor grants EGIL a nonexclusive, royalty free license to use Sponsor’s trademarks, logos, and materials for promotional and event purposes.
5.3 Post event recordings, screenshots, clips, promotional reuse, attendee participation containing Sponsor content may be shared by EGIL for marketing and ondemand access unless Sponsor requests removal in writing within 14 days of the event.
6 Term, Cancellation & Changes
6.1 The Term begins on the Effective Date of the Booking Form and continues as specified therein.
6.2 Sponsor may cancel sponsorship by written notice. Cancellation charges, if any, will follow this schedule:
- 10 weeks prior to the Production – 50% of the Sponsorship Fee
- 10 weeks to 8 weeks prior to the Production – 75% of the Sponsorship Fee
- 8 weeks prior to the Production – 100% of the Sponsorship Fee
6.3 EGIL reserves the right to amend event dates, timings, format, speakers, agendas, platforms, delivery methods or related event features where reasonably necessary for operational, commercial, technical or scheduling reasons.
6.4 Where changes do not materially reduce the overall sponsorship benefits set out in the Booking Form, such changes shall not constitute a breach of the Agreement and shall not give rise to any refund, credit, cancellation right or reduction in fees.
6.5 Where EGIL reasonably determines that a material change substantially affects the core sponsorship benefits expressly agreed in the Booking Form, EGIL may, at its sole discretion, offer commercially reasonable alternative benefits, revised promotional opportunities, rescheduled delivery, replacement inventory or a proportionate adjustment to future services.
6.6 Refunds, credits or fee reductions shall only be considered where EGIL fails to deliver a substantial proportion of the core sponsorship benefits expressly stated in the Booking Form and where no commercially reasonable alternative benefits, replacement inventory, revised scheduling or substitute promotional opportunities can reasonably be provided.
6.7 For the avoidance of doubt, sponsorship fees remain payable in respect of promotional activity, campaign delivery, audience outreach, branding exposure, content distribution, production services, platform access, event preparation and other services performed by EGIL prior to or in connection with the event, regardless of final attendance levels, audience participation or commercial outcomes.
7. Limitation of Liability
7.1 Nothing in this agreement shall exclude or restrict either party’s liability for death or personal injury resulting from the negligence of that party or its employees while acting in the course of their employment.
7.2 Neither party shall be liable to the other under this agreement for any loss, damage, cost, expense or other claim for compensation arising as a direct or indirect result of breach or non-performance of this agreement due to a Force Majeure Event.
7.3 Under no circumstances shall Executive Grapevine (the "Organiser") be liable to the Sponsor for any of the following, whether in contract, tort (including negligence) or otherwise:
- any indirect or consequential losses;
- loss of revenue or anticipated revenue;
- loss of savings or anticipated savings;
- loss of business opportunity;
- loss of profits or anticipated profits; or
- loss of wasted expenditure.
7.4 The Organiser’s maximum aggregate liability in contract, tort (including negligence) or otherwise, however arising, out of or in connection with the performance of the Organiser’s obligations under this agreement, in respect of any one or more incidents or occurrences during the Term, shall be limited to a sum equal to the amount of the Sponsorship Fee received by the Organiser as at the date of such acts or omissions, and in any event shall not exceed the total Sponsorship Fee paid under the Sponsorship Agreement.
8. Data Protection & Privacy
8.1 Both parties shall comply with the UK Data Protection Act 2018, UK GDPR, and the UK Data (Use and Access) Act 2025 (DUAA).
8.2 Sponsor’s processing of attendee data provided by us must align with lawful bases (legitimate interests or consent) and GDPR principles (data minimisation, security, retention).
9. Governing Law & Jurisdiction
9.1. These Terms are governed by the laws of England & Wales.
9.2 Exclusive jurisdiction lies with the courts of England & Wales.
10. Amendments
10.1 We may update these Terms and publish a revised version on our website with an effective date. Existing Sponsorship Agreements remain governed by the Terms in effect at the agreement date.
11. Contact
For queries regarding these Terms, please contact us at: [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, 19 May 2026