Commitment Terms & Conditions

These web terms are provided so applicants can read the commercial framework before electronically acknowledging the commitment during an exhibitor, financial-support or in-kind application.

Published package prices

Core commitment terms

1. Confirmation

A partnership is confirmed only after the organiser countersigns the commitment and issues the partnership agreement and tax invoice. Submission alone does not reserve a package.

2. Allocation and exclusivity

Tier 1 category exclusivity is first-come, first-served, capped at three partners with one per industry sector. Booth positions are allocated according to tier, floor plan and confirmation date.

3. Pricing and taxes

Prices are quoted in Namibian Dollars. Unless expressly stated otherwise, prices exclude VAT. The formal invoice and agreement govern the final amount payable.

4. Payment

Payment is due according to the option stated in the formal commitment/agreement. The 10% early-settlement discount applies where the qualifying full amount is received by the stated early-settlement deadline.

5. Artwork and brand assets

Partners must provide logos and required artwork in the formats and by the deadlines communicated by the organising team. Partners grant permission to use their names and logos for event promotion, delivery and reporting.

6. Speaking and programme opportunities

Keynote, panel and presentation opportunities remain subject to editorial discretion, relevance, scheduling and submission requirements.

7. Programme changes

The programme, speakers, venue layout and session times may be amended. Material changes will be communicated as soon as reasonably practicable.

8. Cancellation

Cancellation must be in writing. Applicable retention/cancellation charges are set out in the supplied commitment form and formal agreement.

9. Postponement or cancellation by organiser

Confirmed packages transfer to rescheduled dates if the event is postponed. The supplied terms set out the treatment of payments if the event is cancelled.

10. Force majeure

Neither party is liable for failure to perform due to events beyond reasonable control, including natural disaster, epidemic, public-health directive, civil unrest or governmental restriction.

11. Exhibition space

Exhibitors are responsible for stand design, build, staffing, security and removal, and must comply with venue, health, safety and fire requirements.

12. Insurance and liability

Partners are responsible for appropriate insurance of personnel, goods, equipment and public-liability exposure, subject to the detailed limits in the commitment terms.

13. Passes and hospitality

Complimentary passes and hospitality allocations are governed by the selected package and the applicable submission deadlines.

14. Data protection

Event contact details may be used only for legitimate business follow-up connected with the event and may not be resold or added to unrelated marketing databases.

15. Conduct

The organiser may withdraw accreditation for unlawful, discriminatory or materially disruptive conduct.

16. Media and recording

The event will be photographed, filmed and may be broadcast. Partners and representatives consent to event-related capture and use for reporting and promotion.

17. Governing law

The commercial framework is governed by the laws of the Republic of Namibia, with good-faith negotiation expected before other remedies are pursued.

18. Entire agreement

The countersigned commitment, partnership agreement and incorporated terms form the final agreement for the event.

Applicants are encouraged to read the supplied Commitment Form and Sponsorship & Exhibition Prospectus in full. Where any website summary differs from the final signed agreement or invoice, the signed agreement/invoice should govern.