Sponsor and Exhibitor Cancellation and Refund Policy

Corporate sponsorship and exhibitor commitments support the planning, promotion, and delivery of ITC events. Because many sponsorship benefits and event expenses begin well before an event, this cancellation and refund policy applies to all corporate sponsors and exhibitors participating in an event organized or administered by ITC, unless event-specific sponsorship materials state otherwise. For purposes of this policy, the event start date is the first scheduled day of official event activities.

Sponsorship Commitment

A sponsorship or exhibitor commitment becomes binding when ITC accepts the sponsor or exhibitor application, receives a signed agreement, issues an invoice, or receives payment, whichever occurs first.

By submitting an application, signing an agreement, or making payment, the sponsor or exhibitor acknowledges and accepts this cancellation and refund policy.

Cancellation Requests

All sponsor and exhibitor cancellation requests must be submitted in writing to ITC. The effective cancellation date will be the date ITC receives the written request.

Refunds will be issued according to the following schedule:

Cancellations received 120 or more calendar days before the event begins: One hundred percent of the sponsorship or exhibitor fee will be refunded.
Cancellations received 90 to 119 calendar days before the event begins: Eighty percent of the sponsorship or exhibitor fee will be refunded.
Cancellations received 60 to 89 calendar days before the event begins: Fifty percent of the sponsorship or exhibitor fee will be refunded.
Cancellations received 45 to 59 calendar days before the event begins: Twenty-five percent of the sponsorship or exhibitor fee will be refunded.
Cancellations received fewer than 45 calendar days before the event begins: No refund will be provided.

Any nonrefundable credit card, bank, transaction, production, printing, promotional, or administrative expenses may be deducted from the refund.

Sponsorship Benefits Already Provided

Sponsorship benefits may begin before the event and may include:

Website recognition.
Logo placement.
Email or newsletter promotion.
Social media recognition.
Advertising.
Printed or digital program recognition.
Sponsored sessions or presentations.
Attendee communications.
Event signage.
Exhibit space.
Complimentary registrations.
Other promotional or engagement opportunities.

ITC may deduct the reasonable value and direct cost of any benefits already provided from the amount of an otherwise eligible refund.

A sponsorship may become fully nonrefundable once all or substantially all promotional benefits have been delivered, regardless of whether the sponsor or exhibitor attends the event.

Sponsorship Reductions or Downgrades

A request to reduce a sponsorship level, eliminate exhibit space, remove registrations, or discontinue selected benefits will be treated as a partial cancellation.

The refund schedule and deductions for benefits already provided will apply to the portion of the sponsorship or exhibitor package being canceled.

Approval of a sponsorship downgrade is at the discretion of ITC and is subject to package availability.

Sponsor and Exhibitor Representatives

Sponsors and exhibitors may substitute company representatives at no additional charge.

Substitution requests must be submitted in writing and include the names, titles, email addresses, dietary needs, and accessibility needs of the replacement representatives.

Any request to add representatives beyond the number included in the sponsorship or exhibitor package may require payment of an additional registration fee.

Sponsorship Credit

At ITC’s discretion, a sponsor or exhibitor canceling at least 60 calendar days before the event begins may request that some or all of the eligible refund be applied as a credit toward a future eligible ITC sponsorship opportunity.

Sponsorship credits:

Must be approved in writing by ITC.
Must be used within 12 months of the original event date.
May not be transferred to another company or organization.
May not be redeemed for cash.
Are subject to sponsorship availability and future pricing.

Approval of a sponsorship credit is not guaranteed.

Failure to Participate

Failure to attend the event, staff an exhibit, provide required materials, meet published deadlines, or use available sponsorship benefits does not entitle the sponsor or exhibitor to a refund, credit, or reduction in fees.

Sponsors and exhibitors are responsible for providing logos, advertisements, representative information, presentation materials, and other required content by the deadlines established by ITC.

ITC is not responsible for benefits that cannot be fulfilled because the sponsor or exhibitor did not provide the required information or materials by the applicable deadline.

Event Cancellation by ITC

If ITC cancels the event and does not reschedule it or provide a comparable alternative, the sponsor or exhibitor may choose:

A refund of the portion of the sponsorship or exhibitor fee associated with benefits that were not provided; or
A credit toward a future ITC sponsorship opportunity.

Amounts associated with promotional benefits, advertising, production work, or other services already delivered are nonrefundable.

ITC is not responsible for airfare, lodging, shipping, transportation, exhibit materials, production costs, travel change fees, lost revenue, or other expenses incurred by a sponsor or exhibitor.

Event Postponement, Relocation, or Format Change

If the event is postponed, relocated, rescheduled, or converted to a virtual or hybrid format, the sponsorship or exhibitor commitment will automatically transfer to the revised event.

ITC will make reasonable efforts to provide benefits of comparable value. When a specific benefit cannot be provided, ITC may offer a substitute benefit, partial credit, or partial refund based on the value of the benefit that cannot be fulfilled.

A change in event location, date, schedule, or delivery format does not automatically entitle a sponsor or exhibitor to a full refund.

Compliance with Event Requirements

ITC reserves the right to decline or discontinue a sponsorship, exhibit, advertisement, presentation, or promotional activity that is inconsistent with ITC’s mission, policies, event requirements, or professional standards.

If ITC discontinues a sponsorship because the sponsor or exhibitor violated an agreement, failed to make payment, engaged in inappropriate conduct, or did not comply with event requirements, no refund will be provided.

By participating as a sponsor or exhibitor in an ITC event, the organization acknowledges and accepts this cancellation and refund policy.