Terms and Conditions

2023 Climate Conference Sponsorship Application Terms and Conditions

The following materials will be required for upload to complete the application:

• High-resolution company logo (eps file preferred)
• Company description and *web address (max. 200 words)
  *An “https” (not http or other format) URL link must be provided for proper linking of website in Conference emails.

Sponsorship applications will be reviewed and, if accepted,
the point-of-contact listed in the application will be contacted.

Sponsorship terms and conditions are enforced as written and exceptions are not made. This policy ensures that all sponsoring organizations are treated fairly and equally. Sponsoring organizations are not entitled to additional considerations, regardless of length of participation in Battelle events, other than what is outlined in the Sponsorship agreement seen below. If you have a question about something not addressed in the agreement, please contact the Climate Conference Office (climateconf@battelle.org).

The 2023 Climate Conference is organized and presented by Battelle (505 King Ave., Columbus, OH 43201). The Scientific Consulting Group, Inc., (SCG) provides meeting management services in support of Battelle for the Conference. By completing and submitting the information below, the individual submitting this agreement verifies that he or she is authorized to execute this agreement on behalf of the Sponsoring organization and that he or she has read, understands, and agrees to the Terms & Conditions of this agreement. Battelle retains the exclusive right to control all aspects of the 2023 Climate Conference and reserves the right to accept or deny sponsorship eligibility of any organization for any reason without explanation. Conference sponsorship does not imply endorsement of any product or service of sponsoring organizations by Battelle or the Climate Conference Office. In exchange for the benefits of the Sponsorship category selected, the sponsoring organization agrees to pay the associated fee(s) according to the payment schedule below. If you would like to request a different payment schedule, please contact Susie Warner (swarner@scgcorp.com | 301-670-4990). All fees must be paid in full by February 3, 2023. If the Climate Conference is unable to provide any of the sponsor benefits for any reason, we will inform the sponsoring organization as soon as reasonably possible and reserve the right, as determined by us, to substitute comparable benefits.

The sponsoring organization agrees to promptly comply with all requests, directions, and instructions issued by Battelle, the Climate Conference Office, and SCG in connection with the event. Neither Battelle, the Climate Conference Office, nor SCG, will be responsible for a delay or failure to provide Sponsor benefits as a result of the sponsoring organization’s failure or delay to comply with reasonable requests, directions, or instructions, including prompt payment of fees. If fees are not received by the specified due dates, we reserve the right to not supply, or cease to supply, any/all sponsor benefits. Full payment of all fees must be received by February 3, 2023, for acknowledgement/recognition onsite at the event.

Sponsor Point-of-Contact (POC). Upon completion of the online application process, a confirmation email will be sent to the person listed as the Sponsor point-of-contact. This person will receive all correspondence from the Conference Office and/or SCG. If the point-of-contact does not receive the email, please check junk/spam folders or contact the Conference Office (climateconf@battelle.org). If the point-of-contact changes, it is the sponsoring organization’s responsibility to notify the Conference Office (climateconf@battelle.org) and Susie Warner with the The Scientific Consulting Group, Inc., (swarner@scgcorp.com) of the change. Battelle, the Conference Office, and The Scientific Consulting Group, Inc., are not liable for late fees, missed deadlines, and/or other damages incurred because of missed or delayed communications to incorrect or outdated points-of-contact, including those that may have left your organization.

Mergers & Acquisitions. If, after the Sponsorship agreement is signed, a Sponsoring company is bought, sold, merged with, or acquired by another company, the Sponsoring organization will not be relieved of its requirements under this agreement.

Use of Logo and Company Description. Upon completion of this agreement, you grant to the Climate Conference and Battelle a non-exclusive, worldwide right to use and display your logo, trademarks, and company description (in whole or excerpts thereof) for promotion of the 2023 Climate Conference immediately upon contract signing through the end of the promotion period of the event (approximately July 2023) and agree that the Climate Conference or Battelle are not obligated to make changes or alterations to Conference materials that contain the company logo, trademarks, or description in the event they change during the promotion period.

Copyrighted Material & Use of Battelle Logo. It is the responsibility of the Sponsor to obtain appropriate copyright releases for use of any type of copyrighted material (e.g., publications, graphics) during the Conference. Battelle and “It Can be Done” are registered trademarks of Battelle Memorial Institute. Use of the trademarks or Battelle’s logo without the prior written permission of Battelle is strictly prohibited.

Cancellation Policy. Cancellations received within 10 days of the contract signing date will receive a full (100%) refund, less a $100 administrative fee. Cancellations received more than 10 days after the contract signing date and before November 4, 2022, will receive a 50% refund, less a $100 administrative fee. After November 4, 2022, no refunds will be granted. All cancellations must be submitted by email to the following persons.

Battelle Event Cancellation or Postponement/Change of Date(s) or Venue. If Battelle cancels the Conference due to circumstances beyond Battelle’s reasonable control such as, but not limited to, acts of God, fire, explosion, accident, flood, windstorm, extreme weather, earthquake, epidemic, or other disaster or calamity, disruption of utility service; restrictive new governmental laws or regulations; acts of war (whether declared or undeclared), invasion, blockade, or sabotage; terrorism or threat thereof; riot, civil disturbance, insurrection or acts of public enemies; and strike, lockout or other labor action and inability to procure materials; and/or unavailability of the event or exhibition facility, Battelle shall refund to the Sponsor a portion of the previously paid fee(s), less the service fee and promotion value already rendered through Conference marketing, as valued below:

• Cancellation 13-24 months in advance of the event: 100% refund, less a 5% service fee of the original transaction amount.
• Cancellation 6-12 months in advance of the event: 75% refund, less a 5% service fee of the original transaction amount.
• Cancellation 0-5 months in advance of the event: 50% refund, less a 5% service fee of the original transaction amount.

This refund shall be the Sponsor’s exclusive remedy and Battelle’s sole liability for cancellation of the event for reasons generally described in this paragraph. Battelle shall not be responsible for delays, damages, loss, increased costs, or other unfavorable conditions arising by virtue of cause or causes not reasonably within the control of Battelle caused by an event cancellation.

If Battelle postpones the event, Battelle shall retain any Sponsorship fee(s) already paid and apply such fee(s) to the rescheduled event.

Battelle may, in its sole discretion, change the date(s) and/or venue of the event and associated Exhibition upon written notice by email to the Sponsor Point-of-Contact. Battelle shall not be liable for any costs, damages, fees, or other expenses of the Sponsor because of any such changes.

RELEASE OF LIABILITY. YOU UNDERSTAND THAT PARTICIPATION IN THE CONFERENCE CARRIES WITH IT CERTAIN INHERENT RISKS. YOU HEREBY AGREE TO RELEASE AND HOLD HARMLESS BATTELLE, THE CONFERENCE OFFICE, THE GREATER COLUMBUS CONVENTION CENTER, THE HYATT REGENCY COLUMBUS HOTEL, THE SCIENTIFIC CONSULTING GROUP, INC., AND THEIR EMPLOYEES, VENDORS, PARTNERS, AGENTS AND CONTRACTORS FROM ANY AND ALL ALLEGED AND/OR ACTUAL LIABILITY, CLAIMS, ACTIONS, LAWSUITS, DAMAGES AND LOSSES OF ANY KIND, INCLUDING ATTORNEY’S FEES, WHICH ARISE OUT OF OR RESULT FROM YOUR ATTENDANCE AT AND PARTICIPATION IN THE CONFERENCE AND ANCILLARY ACTIVITIES, INCLUDING BUT NOT LIMITED TO PROPERTY DAMAGE AND PERSONAL INJURIES, ILLNESS, DEATH OR OTHER PHYSICAL LOSS, WHETHER OR NOT FORESEEABLE. These terms and conditions shall be construed in accordance with the laws and enforced within the jurisdiction of the State of Ohio, without regard to its principles of conflicts of law.

Attendee List Rental Agreement

A pre-registered (sent after the early-bird registration deadline) and post-event attendee list for the 2023 Climate Conference will be made available to Tuesday and Wednesday Poster Reception Sponsors and Food & Beverage Sponsors at no cost upon execution of this Agreement, per the terms of the sponsorship agreement. Other Sponsors of the event may pay a fee ($2,000 per list) to use the lists. Payment, if required, must be received prior to list being sent. Only verified Sponsors of the 2023 Climate Conference are permitted access to the lists. The lists are and remain the property of Battelle. Sponsor recipients have no rights or interests pertaining to the lists. Battelle reserves the right to reject any list request for any reason. The information in the lists MUST NOT be sold, rented, disclosed or transferred to another party, entered in electronic databases, duplicated, saved, stored, or reproduced by the Sponsor.

The lists are provided “as-is” and may contain typographical and other errors. Battelle makes no warranties, guarantees, or representations regarding the lists, including about the deliverability (physical or electronic) of the lists. BATTELLE HEREBY DISCLAIMS ALL WARRANTIES, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE. BATTELLE SPECIFICALLY DISCLAIMS ALL IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT, AND ALL WARRANTIES ARISING FROM COURSE OF DEALING, USAGE, OR TRADE PRACTICE. Battelle will not be liable for any claims, damages, or liabilities made to attendees from the Sponsor or by attendees.

Each list will contain only the attendees that have OPTED-IN to participate in the attendee registration list. Each list will contain the following fields, as provided by the attendee, when they registered: first name, last name, company, physical mailing address, and email address. Sponsor or Exhibitor’s uses of the list must be in accordance with applicable privacy laws and regulations.

You/Your Company hereby indemnify and hold harmless Battelle and the Climate Conference against any claim, damage, expense (including attorney fees), liability, or obligation of Battelle or the Climate Conference by reason of Your use and custody of the lists. Stated or implied endorsement by Battelle or the Climate Conference through copy and/or layout is prohibited. You/Your Company understand and agree that the lists are seeded and monitored to ensure appropriate use as outlined in this agreement. You may not employ any method to detect seeded or decoy names or alter/eliminate them. Unauthorized uses/users may result in loss of eligibility to participate in Battelle’s events.

• Each list may be used only ONE TIME for either a physical mailing or email blast and the list must be deleted/not retained after use.
• Each list may be used for the express purpose of promoting the Sponsor participation in the 2023 Climate Conference and may not be used to auto-enroll attendees in email marketing campaigns, company newsletters, for membership solicitations, fund-raising, or to promote competing events.
• Email blasts may not contain other recipients in the “To:” or “CC:” field.
• The Battelle logo may not be used in either the physical mailing or email blast.