TERENA Conferences - Hosting information

Sponsoring the TERENA Networking Conference

1. Sponsorship Procedure

Sponsoring a TERENA Networking Conference (TNC) is a possibility for all commercial companies, non-profit organizations, association, individuals.

The process for applying for sponsorship is to select the preferred sponsorship level and specific items from the actual year's Sponsorship Brochure. After selecting the option, the potential sponsor shall contact the Event Organiser at TERENA to see if those options are still available. Once the confirmation is received about the sponsorship items the sponsor will be required to send back the completed and signed sponsorship form to the TERENA Event Organiser.

2. Sponsorship Brochure

Every year, the TERENA Networking Conference sponsorship brochure is being updated. Check and download the TNC2013 version.

3. Terms and Conditions


These terms and conditions shall apply to the sponsorship by the Sponsor (as outlined in the sponsorship form) of the Event arranged by the Trans-European Research and Education Networking Association (TERENA) (registered with the Chamber of Commerce in Amsterdam, registration number 40535155) whose registered office is at Singel 468D, 1017AW Amsterdam, the Netherlands (‘the Event Owner’).

  1. Interpretation
    • In the context of this Agreement, the words and phrases below shall have the following meanings:

      ‘Event’ the conference or seminar referred to in the sponsorship form

      ‘Event Format’ the timing, structure and format of the Event as set out in the event brochure

      ‘Exclusive’ no license or right granted to the Sponsor herein and described as Exclusive shall be granted by the Event Owner to any other person in relation to the Event save as may be expressly permitted in this Agreement

      ‘Proprietary Rights’ all existing and future intellectual property rights attaching to the Event including without limitation copyright, registered and unregistered trademark and design rights and the accompanying goodwill

      ‘Sponsorship Rights’ the sponsorship rights as detailed in clause 3 below

      ‘Venue’ as set out in the sponsorship marketing information
  2. Sponsorship fee
    • In consideration of the rights and licenses granted the Sponsor shall pay to the Event Owner the agreed fee (the ‘Sponsorship Fee’) in the following manner: 100 % within 30 days after receiving the invoice.
    • Value added tax (or its equivalent) has not been included in the Sponsorship Fee and where applicable it shall be paid by the Sponsor forthwith upon the provision by the Event Owner of the appropriate value added tax invoice.
    • If the Sponsor fails to pay, the Sponsor will be responsible for all expenses (including reasonable legal fees) incurred by the Event Owner in collecting the amounts due
  3. Sponsorship rights
      The Event Brochure describes a number of Sponsorship categories. The Event Brochure describes the Sponsorship Rights that belong to each category, In consideration for the payment by the Sponsor of the Sponsorship Fee, the Event Owner grants to the Sponsor the Sponsorship Rights belonging to the category that is marked on the sponsorship order form and as outlined in the Event Brochure; these Rights may include, among others:

    • The right to be designated as an Official Sponsor of the Event (or such similar designation as may be agreed between the parties) at the Event;
    • The right to the number of free delegate spaces at the Event as appears on the sponsorship form.
    • The right to have the Sponsor Logo on all pre-event promotional material as applicable – flyers, banners, posters, website and on all show material including AV presentation;
    • The right to reasonable display space at the event where applicable;
    • The right to have information packs inserted in all delegate folders concerning the Sponsor where applicable, the content and amount of which is to be subject to approval by the Event Owner;
  4. Obligations of Sponsor
      The Sponsor hereby warrants to the Event Owner that:

    • It shall not use or permit the use of or any of the rights and licenses granted herein in a manner, which in the reasonable opinion of the Event Owner is or might be prejudicial or defamatory to the image and/or reputation of the Event, the Event Owner or the Venue;
    • The Sponsor acknowledges that the Event Owner owns and/or controls the Event, and the Proprietary Rights and agrees that the Sponsor has no right, title or interest thereto save as licensed hereunder.
    • The Sponsor undertakes not to share any of the rights and licenses granted herein or engage in joint promotions in relation to the Event except in each case with the prior written consent of the Event Owner;
    • The Sponsor shall supply at its cost finished artwork relating to its name, logos and other identification provided for herein within print deadlines reasonably set by the Event Owner;
    • The Sponsor warrants that it owns and/or is solely entitled to use the Sponsor Logo and other material supplied to the Event Owner in relation to this Agreement, and the Event Owner shall be entitled to see evidence to this effect on request;
  5. Obligations of Event Owner
      The Event Owner hereby warrants to the Sponsor that:

    • The Event Owner owns and/or controls the Event and the Proprietary Rights and use of the Sponsorship Rights by the Sponsor as provided for under this Agreement shall not infringe the rights of any third party;
    • The Event Owner shall stage the Event in accordance with the Event Format as outlined in the event brochure;
    • The Event Owner shall deliver or ensure the delivery of each and all of the Sponsorship Rights to the Sponsor and to ensure that all relevant Sponsor signage and advertising is properly in place and operational;
    • The Event Owner shall ensure that all press releases to the media directly involving the Sponsor are approved in advance by the Sponsor who shall likewise allow the Event Owner to approve any such releases directly involving the Event and/or the Event Owner, such approval not to be unreasonably withheld or delayed by either party;
    • The Event Owner shall consider any reasonable requests from the Sponsor or any of its agents to run joint promotional activity;
    • The Event Owner shall use its reasonable endeavors to uphold the good name, image and reputation of the Sponsor at all times and shall not make any statements or engage in conduct which is likely to damage or bring into disrepute the name and/or image and/or reputation of the Sponsor;
    • The Event Owner acknowledges that the Sponsor owns and/or controls the Sponsor Logo and the Event Owner shall not knowingly do or cause or permit anything to be done which may endanger the Sponsor’s rights and title in the Sponsor Logo.
    • The Event Owner shall deliver the Event on the date outlined in the sponsorship marketing information. Should the date of the event change for any reason the Event Owner will notify the Sponsor in writing.
  6. Termination
    • Either party may, without prejudice to any other rights or remedies, terminate this Agreement forthwith by giving written notice to the other party in the event that the other party commits a material breach of this Agreement and, in the case of such breach being capable of remedy, does not remedy such breach within 7 days of being given notice in writing specifying the breach and requiring its remedy.
    • Either party may terminate this Agreement forthwith by notice in writing to the other party if:
      • a party enters into liquidation or dissolution otherwise than for the purpose of an amalgamation or reconstruction, save in circumstances approved by the other party; or
      • a party ceases to carry on business, has a receiver or administrator appointed over all or any part of its assets or undertakings, enters into any compromise or arrangement with its creditors or takes or suffers any similar action in consequence of a debt or other liability.
    • The Sponsor is entitled to terminate this Agreement forthwith on notice in the event of cancellation of the Event and to require refund of any part of the Sponsorship Fee, which has been paid.
    • If the sponsor wishes to terminate this agreement for any other reason than those outlined in the clauses 6.1 to 6.3 this will incur no cancellation charge if notice of cancellation is received in writing within 30 days of placement of the order. Should the Sponsor wish to terminate the agreement for any other reason than those outlined in the clauses 6.1 to 6.3 and the order has been received within 30 days prior to the commencement of the event 85% of the sponsorship fee will be due payable to the Event Owner. Payment of the aforementioned fees will be required within 28 days of receipt of the cancellation notice.
  7. Consequences of termination
      Following termination of this Agreement for whatever reason:

    • The Sponsorship Rights granted by the Event Owner to the Sponsor pursuant to the above clause 3 shall revert to the Event Owner and thereafter the Sponsor shall not use or exploit (directly or indirectly) its previous connection with the Event Owner or the Event;
    • The Sponsor shall not make any further use of or reproduce or exploit any of the rights or licenses granted under this Agreement or make any representation thereof that may be confusingly similar;
    • The Sponsor shall forthwith cease carrying on all business under this Agreement; and
    • Termination of this Agreement by either party and for any reason shall be without prejudice to any rights that may have accrued as at the date of such termination or which may accrue subsequently thereto to either party pursuant to or under the procedures set out in this clause 8.
  8. Force majeure
      Subject to clause 7 of this Agreement:

    • If by any reason of any event of force majeure either of the parties to this Agreement shall be delayed in, or prevented from, performing any of the provisions of this Agreement then such delay or non-performance shall not be deemed to be a breach of this Agreement and no loss or damage shall be claimed by either of the parties from the other by reason thereof.
    • Should the exercise of the rights and obligations under this Agreement be materially hampered, interrupted or interfered with by reason of any event of force majeure, then the obligations of the parties shall be suspended during the period of such hampering, interference or interruption consequent upon event or events and shall be postponed for a period of time equivalent to the period or periods of suspension, and the parties hereto will use their best endeavors to minimize and reduce any period of suspension occasioned by any of such events.
    • The expression ‘an event of force majeure’ shall mean and include fire, flood, casualty, lockout, strike, labour disputes, industrial action of any kind, unavoidable accident, breakdown of equipment, national calamity or riot, Act of God, the enactment of any Act of Parliament or the act of any other legally constituted authority, any cause or event arising out of or attributable to war, or any other cause or event (whether of a similar or dissimilar nature) outside the control of the parties other than a shortage or lack of money.
  9. General
    • Except as otherwise agreed in writing, including the release of agreed public announcements, the parties agree to keep all terms and particulars of this Agreement strictly confidential at all times, subject to any disclosure which may be required by law.
    • Nothing contained in this Agreement shall be deemed to create any relationship or partnership, joint venture or agency between the parties.
    • This Agreement may only be varied or amended by the written agreement of both parties.
    • The Sponsor shall not assign, sub-licence, divest or otherwise seek to delegate any of its rights and obligations hereunder without the prior written consent of the Event Owner.
    • A waiver by either party of a breach of any term or condition of this Agreement in any one instance shall be in writing and shall not be deemed as a continuing waiver or a waiver of any subsequent breach unless so provided for by the written notice.
    • Should any term of this Agreement be considered void or voidable under any applicable law, the said term shall be severed or amended in such a manner as to render the remainder of this Agreement valid or enforceable, unless the whole commercial object is thereby frustrated.
    • Any notice given under this Agreement shall be in writing and shall be sent to the party to be served as above written or such other address of which notice has been previously given to the other party in accordance with this clause. All notices shall be delivered by hand or sent by registered letter. All notices shall be deemed to have been received if delivered by hand on the date of delivery, if posted on the expiration of 48 hours after posting and if sent by facsimile at the time of transmission.
    • This Agreement including the Schedules contains the entire agreement of the parties with respect to the subject matter of this Agreement and supersedes all prior agreements and arrangements (whether written or oral) in relation to such subject matter between the parties.
    • The construction, validity and performance of this Agreement shall be governed in all respects by the Dutch law and the parties hereby submit to the exclusive jurisdiction of the Dutch Courts.