Terms and Benefits
Upgrades for Meal Functions or Events
Sponsors who choose to upgrade a meal function, or select a specific promotional item to sponsor, are responsible for the additional costs of the upgrades over and above the discretionary money. Some event venues may require a separate contract and payment arrangements between Sponsor and the venue. AFVi is not responsible for these contracts or the associated costs.
Upon receipt of signed sponsorship agreement and full payment of sponsorship, a schedule of deadlines will be prepared by AFVi and sent to Sponsor. If applicable, final event details (menu, décor, and other selections) must be received by designated due date. At that time an estimated bill will be provided to Sponsor and final outstanding balance, if any, must be paid on or before designated due date. Payments not received by required due dates will result in modification or cancellation of the sponsored event.
Promotional Items
AFVi offers specific promotional items for Sponsor recognition. The following conditions apply to these items.
- All items are printed in one color, except for the Conference tote bag (printed in two-color) and the ads in the final program (printed in four-color).
- All sponsored items are printed with the Sponsor’s logo, along with the Conference logo when print space permits.
- AFVi reserves the right to select and give final approval on the sponsored items. Sponsor will receive a final proof of artwork to confirm logo and company name.
Sponsor-Hosted Events during Conference
All requests for meeting rooms, hotel suites and special function rooms must be submitted through and approved by AFVi. Any sponsored event(s) held outside any Conference function (this includes, but is not limited to all sessions, meals, receptions and other events) must have prior approval. To submit a request, please contact Debi Kinney via email at dkinney@afvi.org. No events can be held at the same time as any official Conference function.
Cancellations
Once your sponsorship has been paid, it may not be cancelled and there will be no refunds issued.
Sponsorship Sharing
Sharing sponsorship is normally not permitted. Please contact Kimberly Taylor via email at ktaylor@afvi.org if you have a circumstance where you feel a shared sponsorship is appropriate.
Attendee Contact Lists
AFVi does not release pre-registered attendee contact lists. Platinum and Diamond level Sponsors receive two complimentary branded email messages sent by AFVi to all registered attendees. AFVi will send branded email messages to Conference attendees on behalf of other sponsors for a separate fee.
Confidential Information
AFVi and Sponsor, on behalf of themselves and their respective agents and employees, agree not to use or disclose at any time any confidential information of the other, except as may be authorized in writing by the other.
Indemnification
Sponsor agrees to indemnify and hold harmless AFVi, its officers, directors, employees and agents from any and all claims, losses, damages, liabilities, judgments, or settlements, including reasonable attorneys’ fees, costs and other expenses incurred on account of the Sponsor’s willful or negligent acts or omissions in connection with the sponsorship. In addition, the parties shall not be considered to have a partnership, agency or joint venture relationship.
Payment of Conference Sponsorship
Sponsorship costs are designed to lessen the financial burden of the sponsored item and do not necessarily reflect the total cost of the sponsored event, activity or item. The following payment conditions apply:
AFVi accepts American Express, Visa or MasterCard, company checks, or government purchase orders.
Sponsors will receive an invoice along with their Sponsorship Agreement and will have thirty (30) days to return the signed agreement and make payment before the sponsorship option is released.
Upon receipt of payment, the designated contact person will be provided with information on how to receive complimentary registrations, complimentary booth space as well as information about design deadlines, web links, and web advertising, if applicable.
