TERMS & CONDITIONS
SMW FORUM

By submitting the Sponsorship Commitment Form, you agree to the following Terms & Conditions of SITE Midwest's Annual Forum.

 

1. SITE Midwest sponsorship opportunities are produced by SITE Midwest

 

2. Limited Liability

The SITE Midwest Chapter will not, in any event, be liable for consequential damages including, but not limited to, lost income or profits. SITE Midwest Chapter or its contractors shall not be subject to any liability whatsoever for any failure to hold this event because of an act of God, outbreak of hostilities, insurrection, riot, civil disturbance, terrorism, government act or regulation, fire, flood, explosion, accident, theft, or any other cause beyond the reasonable control of the SITE Midwest Chapter or its contractors. Unintentional or inadvertent failures of either party to print, publish, or circulate the other party’s name and/or materials shall not be considered a breach of the Commitment.

 

3. General Terms

• Unless expressly agreed to in writing by the SITE Midwest Chapter, no other terms or conditions appearing in contracts, orders, insertion instructions, or otherwise that conflict with the provisions of this Sponsorship Commitment shall be binding with the SITE Midwest Chapter.

• The SITE Midwest Chapter shall not be bound by conditions printed or appearing on order blanks or copy instructions that conflict with provisions of this Sponsorship Commitment.

• The waiver of any provision of this Commitment shall not be construed to be a waiver of either party’s right to later require strict observation and performance of each of the provisions hereof.

• Facsimile transmission or email transmission of a copy of this Commitment bearing a signature shall be deemed to be delivery of a signed original Sponsorship Commitment.

 

4. SITE Midwest 2027 Forum Sponsorship Cancellation Policy

​Sponsorship fees are due by January 29, 2027. Commitments received on or after January 15, 2027, are due within fourteen (14) days of commitment.

SITE Midwest recognizes that business circumstances may change and has established this policy to provide reasonable flexibility while supporting responsible event planning, budgeting, and contractual commitments.

​

​Sponsor-Initiated Cancellation

Cancellation requests must be submitted in writing to the SITE Midwest Sponsorship Team at sponsorship@sitemidwestusa.com. The effective cancellation date shall be the date written notice is received.

​

Refund Schedule

​

Cancellation Date                                         Refund if Sponsorship is Replaced                             Refund if Sponsorship is Not Replaced

On or before September 16, 2026                                 80%                                                                                        90% 

(more than 9 months prior)

 

September 17 - December 15, 2026                              80%                                                                                         75% 

(6-9 months prior)

 

December 16, 2026 - March 15, 2027                             80%                                                                                         50%

(3-6 months prior)

​

On or after March 16, 2027                                              80%                                                                                         25%

(less than 3 months prior)

​​​

A sponsorship is considered "replaced" when SITE Midwest secures another organization to fulfill the same sponsorship opportunity. SITE Midwest will make reasonable efforts to fill vacated sponsorships and will have sole discretion in determining whether a sponsorship has been successfully replaced.

SITE Midwest will process approved refunds generally within thirty (30) days of determining the applicable refund amount. When a replacement sponsor is secured, any refund contingent upon replacement status will be processed within thirty (30) days following receipt of the replacement sponsor's commitment.

At SITE Midwest's discretion, all or a portion of any refundable amount may be applied as a credit toward a future SITE Midwest event in lieu of a cash refund, if requested by the sponsor.

​

5. Indemnification

The Sponsor agrees to indemnify, defend, and hold harmless SITE Midwest, its officers, directors, committee members, volunteers, agents, and representatives from and against any and all claims, demands, liabilities, damages, losses, costs, and expenses, including reasonable attorneys' fees, arising out of or related to the Sponsor's participation in the Forum, including but not limited to Sponsor-provided materials, displays, activities, products, services, personnel, or any negligent, reckless, or wrongful acts or omissions of the Sponsor or its representatives.

SITE Midwest shall not be liable for any loss, theft, damage, injury, or destruction of Sponsor property or materials.

 

6. Insurance Requirements

Sponsors are responsible for maintaining any insurance coverage they deem appropriate for their participation in the Forum and for complying with all applicable laws, regulations, and venue requirements.

 

7. Force Majeure

SITE Midwest shall not be responsible for delays, modifications, or cancellation of the Forum resulting from circumstances beyond its reasonable control, including but not limited to natural disasters, government actions, public health emergencies, labor disputes, terrorism, civil unrest, or other events that make the Forum impracticable or impossible to hold as planned.

​

In such circumstances, SITE Midwest may:

·        Reschedule the Forum;

·        Apply sponsorship payments to the rescheduled Forum; or

·        Issue full or partial refunds or event credits based on unrecoverable expenses incurred by the Chapter.

 

8. Severability

If any section or provision of this Sponsorship Commitment is deemed illegal by a competent court of law, all other provisions of this Sponsorship Commitment shall remain in force.

​

9. Forum Cancellation by SITE Midwest

If SITE Midwest elects to cancel the Forum for reasons other than a Force Majeure event, Sponsors shall be entitled to a refund of sponsorship fees paid, less any documented, non-recoverable expenses incurred by SITE Midwest specifically in connection with the Sponsor's participation and sponsorship benefits.

Alternatively, SITE Midwest may, at the Sponsor's election, apply the sponsorship payment as a credit toward a future SITE Midwest event.

SITE Midwest's total liability under this provision shall not exceed the amount of sponsorship fees actually paid by the Sponsor. Under no circumstances shall SITE Midwest be liable for consequential, incidental, indirect, special, or lost-profit damages.

 

10. Exceptions

SITE Midwest reserves the right to make exceptions to this policy in extraordinary circumstances and may offer a future event credit in lieu of a refund when appropriate.

​

11. Entire Commitment

This Sponsorship Commitment constitutes the entire commitment between Sponsor and SITE Midwest. No modification or amendment to this Sponsorship Commitment shall be effective unless made in writing and signed or acknowledged by the party to be bound.

 

Our Commitment to Sponsors

SITE Midwest values its sponsor partnerships and will work in good faith with sponsors facing unforeseen circumstances to identify fair and mutually beneficial solutions whenever possible.

​​​​​​​​​​