Plant FWD | Terms & Conditions for Event Partners

Version: January 15, 2025

‍

Definitions

Event: Plant FWD

Organiser: Plant FWD (hereinafter referred to as “Plant FWD”, “we”, or “the Organiser”)

Partner: The organisation entering into a partnership agreement with Plant FWD (hereinafter referred to as “Partner”)

Partnership Agreement is the agreement that outlines your event package and which incorporates these terms and conditions and may also be referred to as the Agreement.

‍

1. Scope and Acceptance

By confirming participation as an event partner of Plant FWD, the Partner agrees to these Terms & Conditions (“T&Cs”). These T&Cs apply to all sponsorships, partnerships, exhibitor packages, and collaborations related to the Plant FWD event unless explicitly agreed otherwise in writing.

‍

2. Partnership Scope

2.1 The specific partnership deliverables, benefits, fees, and obligations are defined in the individual partnership agreement, proposal, or confirmation email (“Partnership Agreement”).

2.2 Plant FWD reserves the right to adjust event programming, speakers, venue layout, timing, and format where reasonably required.

‍

3. Fees and Payment

3.1 Partnership fees are due as specified in the Partnership Agreement.

3.2 Unless otherwise agreed, invoices must be paid within 14 days of the invoice date.

3.3 All fees are exclusive of VAT or other applicable taxes unless stated otherwise.

3.4 Failure to pay on time may result in suspension or cancellation of Partner benefits without liability to Plant FWD.

3.5 The Partner shall pay the total fee in two installments: 75% is invoiced upon signing and the remaining 25% no later than 14 days after the Event.

‍

4. Cancellations and Refunds

4.1 Partner cancellation must be made in writing.

4.2 Unless otherwise stated:

• Cancellations more than 60 days before the event: 50% of the partnership fee remains payable.
  
• Cancellations between 60 - 45 before the event: 75% of the partnership fee remains payable.
• Cancellations within 45 days of the event: 100% of the partnership fee remains payable.

4.3 If the event is postponed, the partnership will automatically transfer to the new date unless the Partner provides written objection within 14 days.

4.4 If the event is cancelled by Plant FWD, liability is limited to refunding fees already paid, excluding any indirect costs incurred by the Partner.

‍

5. Partner Obligations

5.1 The Partner agrees to:

• Provide accurate and timely materials (logos, copy, assets) in the required formats.
• Comply with all event rules, venue regulations, and applicable laws.
• Ensure that all promotional activities align with Plant FWD’s values and sustainability mission.

5.2 The Partner may not:

• Sublet or transfer partnership rights without prior written consent.
• Engage in misleading, unsafe, or non-compliant promotional activities.

‍

6. Branding and Intellectual Property

6.1 Each party retains ownership of its intellectual property.

6.2 The Partner grants Plant FWD a non-exclusive, royalty-free right to use the Partner’s name, logo, and provided materials for:

• Event promotion
• Marketing communications
• Post-event reporting

6.3 Any use beyond the event scope requires prior written approval.

‍

7. Attendence

7.1 We are not liable for the failure of the attendance of any customers; or any number of attendees at the Event for any reason beyond our reasonable control.

7.2 We do not guarantee that any company or individual will attend the Event. Any materials (including but not limited to floor plans) which include the name of a company; or statement made by us in relation to a company or individual’s attendance or potential attendance at the Event does not constitute a warranty or guarantee of such attendance.

7.3 You agree that your participation and partnership in the Event is not contingent upon the attendance of any other customer or attendee at the Event.

‍

8. Sustainability & Ethics

8.1 Plant FWD is committed to sustainability, plant-forward innovation, and ethical business practices.

8.2 Partners are expected to act in good faith and avoid activities that may damage the reputation, integrity, or mission of Plant FWD.

8.3 Plant FWD reserves the right to terminate partnerships that conflict with these principles.

‍

9. Liability and Insurance

9.1 Participation is at the Partner’s own risk.

9.2 Plant FWD is not liable for:

• Loss, theft, or damage to Partner property
• Indirect or consequential losses

9.3 The Partner is responsible for appropriate insurance coverage for staff, materials, and activities.

9.4 Plant FWD’s total liability for any claim is limited to the total Fee paid by the Partner.

‍

10. Force Majeure

Plant FWD is not liable for failure or delay caused by circumstances beyond reasonable control, including but not limited to acts of government, natural disasters, strikes, pandemics, or venue unavailability.

‍

11. Termination

11.1 Plant FWD may terminate the partnership immediately if the Partner:

• Breaches these T&Cs
• Acts in a way that may harm the event or its stakeholders

11.2 No refunds will be due in cases of termination for breach.

‍

12. Confidentiality

Any non-public commercial or strategic information shared between parties must be treated as
confidential unless disclosure is required by law.

‍

13. Data Protection

Both parties agree to comply with applicable data protection laws, including GDPR, in relation to any personal data processed in connection with the event.

‍

14. Governing Law

These T&Cs are governed by the laws of the Netherlands and any disputes shall be subject to the exclusive jurisdiction of its courts.

‍

15. Entire Agreement

These T&Cs, together with the Partnership Agreement, constitute the entire agreement between the parties and supersede any prior discussions or understandings. Contact For questions regarding these Terms & Conditions, please contact Marcel van der Heijden. marcel@plantfwd.com

‍