Sponsors Terms & Conditions

Terms and Conditions for sponsors at the Regional Scrum Gathering® Cape Town

These Terms and Conditions (“Agreement”) set out the rights and obligations of the Sponsor (“you”, “your”) and the Scrum User Group of South Africa  (“SUGSA”, “we”, “our”, “us”), a registered Public Benefit Organisation, in connection with your sponsorship of the Regional Scrum Gathering Cape Town (“the Event”).

By confirming sponsorship and submitting payment, you agree to be bound by this Agreement:

Sponsorship Packages, Fees and Payment

  1. Sponsorship packages and associated fees are detailed at https://sgza.co.za/sponsors.
  2. The Sponsor shall select a package and submit the full sponsorship fee within 30 days of invoice date or by the deadline communicated by SUGSA, whichever is earlier.
  3. Accepted payment methods include EFT (bank transfer) and such other methods as may be specified by SUGSA.
  4. Failure to make payment within the required timeframe may result in the forfeiture of sponsorship benefits without refund.

Sponsorship Benefits

  1. Services, benefits, and promotional opportunities are determined by the selected sponsorship tier and are outlined at https://sgza.co.za/sponsors/.
  2. Benefits are non-transferable and may not be exchanged or modified unless otherwise agreed in writing.
  3. SUGSA reserves the right to make reasonable changes to benefits where necessary for operational or ethical reasons, provided that comparable value is maintained.

Exhibition and Booth Requirements

  1. Booth size, layout, and positioning will be allocated based on the sponsorship tier and logistical considerations.
  2. Sponsors are responsible for booth setup, decoration, and dismantling, and must comply with venue regulations.
  3. Restrictions: no excessive noise, hazardous materials, or offensive displays are permitted.
  4. Sponsors requiring electricity, internet, or additional logistical services must request these in advance and bear the associated costs.
  5. Sponsors are welcome to display promotional materials freely within the boundaries of their designated booth area. However, any additional posters or signage intended for placement outside of the booth must be arranged through SUGSA. 
  6. Official event posters and signage will be created and placed by SUGSA in accordance with the sponsor’s package and in line with venue regulations, which SUGSA is responsible for upholding. Unauthorised placement of additional signage may not be permitted.

Promotion and Branding

  1. Sponsors grant SUGSA the right to use their name, logo, and branding materials for the purposes of promoting the Event.
  2. Branding will be displayed in line with the benefits of the chosen tier before, during, and after the Event.
  3. Sponsors must provide high-quality logos and brand assets in the required format and comply with applicable brand guidelines.
  4. Sponsors may not use SUGSA’s or the Event’s name, logo, or intellectual property without prior written approval.

Content and Representation

  1. All sponsor-provided content (digital, print, or physical) must align with the professional and inclusive nature of the Event.
  2. SUGSA reserves the right to review and reject any content it deems inappropriate, misleading, or in conflict with the Event’s values.
  3. Sponsor representatives must conduct themselves professionally and comply with the Event’s Code of Conduct.

Cancellation and Refund Policy

  1. Cancellations must be made in writing. Refunds will apply as follows:
    • More than 90 days before the Event: 75% refund.
    • Between 60 and 90 days before the Event: 50% refund.
    • Less than 60 days before the Event: No refund.
  2. In the unlikely event that SUGSA cancels the Event, Sponsors will receive a full refund of fees paid.
  3. SUGSA is not liable for costs incurred by the Sponsor beyond the sponsorship fee.

Liability and Indemnification

  1. Sponsors are liable for any damage caused by their representatives, materials, or equipment.
  2. Sponsors agree to indemnify and hold harmless SUGSA, its organisers, volunteers, and venue partners from any claims, damages, losses, or liabilities arising from the Sponsor’s participation.
  3. Except in cases of gross negligence or willful misconduct, SUGSA’s liability under this Agreement shall not exceed the sponsorship fee paid.

Intellectual Property

  1. All intellectual property created by SUGSA in connection with the Event remains the property of SUGSA.
  2. Sponsors retain ownership of their own intellectual property but grant SUGSA a limited license to use it for promotional purposes in connection with the Event.
  3. Any collaborative materials produced during the Event shall remain jointly owned unless otherwise agreed in writing.

Confidentiality

Both parties agree to maintain confidentiality over any proprietary, sensitive, or personal information shared during the sponsorship relationship, except where disclosure is required by law.

Code of Conduct

  1. All Sponsors and their representatives must adhere to the SUGSA Code of Conduct.
  2. SUGSA reserves the right to revoke sponsorship participation without refund if a Sponsor or its representatives breach the Code of Conduct.

Governing Law and Jurisdiction

This Agreement shall be governed by the laws of South Africa. Any disputes shall be subject to the jurisdiction of the South African courts.

Entire Agreement

This Agreement constitutes the entire understanding between the parties with respect to sponsorship of the Event and supersedes any prior agreements or communications.