As a Hosted Brand (“you”), participating in the Hosted Meetings Program (“Hosted Meetings Program”) at IMS USA, scheduled to be held on 22-25 April, 2025, in Miami, Florida (“Event”), you agree to these terms and conditions (“Terms & Conditions”) with Existem Events Ltd. (“we”, “us” or “our”). If you are registering on behalf of someone else, you confirm that they have been informed of and have accepted these Terms & Conditions.

Please note that these Terms & Conditions may be updated from time to time. Any changes will be indicated by the “Last revised” date at the top of this document. By continuing to participate in the Event, you agree to any changes.

Qualification

To be eligible for the Hosted Meetings Program, you must:

(a) Be a brand or retailer,

(b) Be involved in buying or influencing the purchase of relevant influencer marketing technology, and be the decision maker for creator partnerships,

(c) Participate in up to eight (8) 15-minute onsite meetings with participating sponsors ("Hosted Meetings"). These meetings will follow a double opt-in process to ensure mutual benefit.

1
Hosted Meeting Schedule

You agree to be available for the entire four-hour duration of the Meeting Time Slots until you receive your final schedule just before the event.

Your Hosted Meetings may be scheduled across various Meeting Time Slots and may not be consecutive.

2
Travel & Hotel Arrangements

You are responsible for your own travel and accommodation for IMS USA.

To claim hotel expenses, you must stay at the venue, the Hard Rock Seminole - Our discounted rates are $299+ tax and can book via discounted

You can book a room in our dedicated hotel block. Note that rooms are non-refundable if cancelled less than 72 hours before your arrival. We recommend booking early as availability is not guaranteed.

3
Programme Participation

We will contact you before the Event to arrange your meetings through our IMS USA platform (the “Platform”). You must use the Platform to complete this process by our specified deadlines and follow the requirements outlined in our communications, including:

(a) Completing a brief survey about your company and role,

(b) Participating in a double opt-in process to select sponsors for potential meetings,

(c) Adding meetings to your calendar.

Failure to register for the Event using the Platform or to complete the meeting arrangement process by our deadlines will result in automatic cancellation of your participation. 

After the Event, you agree to provide feedback on the Programme and each meeting, and submit receipts for expenses.

Your commitment to the Programme is essential for the Event's success. By committing, you agree to respond to our requests and meet the requirements by the deadlines we set.

Failure to do so may result in: (i) Being blacklisted from future Programmes or Events, (ii) Losing eligibility for travel or hotel reimbursement, (iii) Incurring cancellation fees.

4
Attending your Meetings

Hosted Meetings cannot be shared with other individuals from your organisation.

If you cannot attend all of your Hosted Meetings, you will not be eligible for travel/hotel reimbursement.

5
Cancellation & Substitutes

If you are approved as a Hosted Brand but cannot participate in the Hosted Meetings Program, you agree to propose one or more substitutes from your organisation.

Acceptance of any substitute is subject to our approval.

6
Notice of Employment Change

If you are no longer employed by your organisation or know you will not be employed at the time of the Event, inform us immediately to cancel your participation in the Hosted Meetings Program. In such cases, you will not be eligible for the Programme or any reimbursements. We will communicate with you only through your work email address.

7
Failure to Complete Hosted Meetings

If you attend the Event but do not complete all of your scheduled Hosted Meetings, we will not cover any travel or hotel costs.

You may also be excluded from future Hosted Meetings Programs. We reserve the right to adjust any travel/hotel reimbursement or charitable donation based on the Hosted Meetings you completed.

8
Reimbursement

To receive up to $750 in travel and hotel reimbursement, you must complete a feedback form evaluating each Hosted Meeting. Reimbursement is contingent upon completing all Hosted Meetings and submitting the feedback survey and travel/hotel receipts within 30 days of the event close.

Reimbursement is limited to the receipts you provide relating to the show for travel (air, car or train) and the nightly rate for hotel accommodation only.

9
Your Details

By participating in the scheme you agree that your email address will be shared after the Event and exclusively with the participating sponsors you met or were scheduled to meet with as part of the Program.

10
Participation at Our Discretion

Qualification as a Hosted Brand is solely at our discretion and may be revoked at any time. By applying to be a Hosted Brand Marketer, you agree to these Terms & Conditions.

11

Contact us

If you have any questions, comments, or concerns regarding these Terms, please contact us at: registration@hellopartner.com

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