This Congress Sponsorship Agreement (the "Agreement") is made and entered into as of the date set forth above (the "Effective Date") by and between:
ORGANIZER:
The National Institute for Agricultural Research, Food and Environment (INSTITUT NATIONAL DE RECHERCHE POUR L’AGRICULTURE, L’ALIMENTATION ET L’ENVIRONNEMENT) with its principal office located at Route de Theix, 63122 Saint-Genès-Champanelle, France
Represented by Mr. Phillippe MAUGIN, acting in his capacity of President and by delegation Dr Céline Delbès in his capacity of Deputy Head of UMRF
(Hereinafter referred to as "the Organizer")
AND
SPONSOR:
[Sponsor Company Name], a [Type of Entity, e.g., corporation] with its principal office located at [Sponsor Address]
(Hereinafter referred to as "the Sponsor")
Collectively referred to as "the Parties."
1. Event Details
Event Title: Microbiomes Solutions Symposium
Date: December 3rd to 5th 2025
Venue: Congress Center, 1 bis Pl. des Carmes, 15000 Aurillac
2. Sponsorship Package
The Sponsor agrees to commit to the "[Package Name, e.g., MS Sponsor]" package as detailed in the sponsorship prospectus (attached as Exhibit A), which is incorporated into this Agreement by reference.
The total value of the benefits, hereinafter designed as “Benefit” associated with this package is 1000€ with one pass and 1500€ with two pass.
One pass corresponds to congress registration for one person, including lunches and Gala event.
The Sponsorship Package does not include any form of exclusivity.
3. Financial Terms
Total Sponsorship Fee: [Total Fee in USD/EUR] excluding tax, increased with VAT at the rate which is applicable on the invoice date.
Payment Schedule: 100% of the Total Sponsorship Fee is due upon signing this Agreement.
Payment Method: Payments shall be made via bank transfer to the account specified by the Organizer in the invoice.
INRAE
Code Banque : 10071
Code Guichet : 63000
N° de compte : 00001004038
Clé rib : 59
IBAN : FR76 1007 1630 0000 0010 0403 859
BIC : TRPUFRP1
4. Sponsor’s Obligations
The Sponsor shall provide the Organizer with all necessary logos, marketing materials, and company descriptions within 20 days of the date of execution of this Agreement to ensure the proper fulfillment of the Benefits.
The sponsor must provide all items by email or WeTransfer to the following address: caroline.arous@inrae.fr
The Sponsor grants the Organizer a non-exclusive, non-transferable, limited license to use the Sponsor's trademarks, logos, marketing materials, and company descriptions solely for the purpose of executing the Benefits.
The Sponsor shall have the right to use conference-related materials, including but not limited to presentations, publications, and promotional content of the Organizer, as well as photographs or images featuring the Organizer, for the purposes of marketing, promotion, and reporting. The use of such materials shall be limited to the scope of the Sponsor's activities and initiatives related to the sponsored event. The Sponsor agrees to credit the Organizer appropriately where applicable and to use the materials in a manner that upholds the professional reputation of both Parties. Any use beyond this scope shall require prior written consent from the Organizer.
5. Organizer’s Obligations
The Organizer agrees to:
a. Provide the Benefits as outlined in Exhibit A in a timely and professional manner.
b. Use the Sponsor's logos and trademarks only for the purposes related to the Event and in accordance with the brand guidelines provided by the Sponsor.
c. Provide the Sponsor with necessary logistical information for a successful participation.
6. Cancellation
By Sponsor: Cancellation must be received in writing.
If cancellation occurs more than 90 days before the Event, the Sponsor will receive a 50% refund of any fees paid. If cancellation occurs within 90 days of the Event, no refund will be provided.
By Organizer: In the event that the Organizer, in its reasonable discretion, is of the view that Event must be cancelled (whether before or after the Effective Date) or postponed, neither Party shall be liable for any losses, payments or damages arising therefrom to the other Party, provided that both Parties continue to perform all other obligations that have not been affected by such cancellation or postponement. In such a case, the Organizer will refund all sponsorship fees received in full. The Organizer is not liable for any other costs incurred by the Sponsor.
For the avoidance of doubt, the foregoing does not include any cancellations and/or postponements of the Event as a result of any delay caused by the Sponsor or any breach by the Sponsor of any of its obligations under this Agreement or any intentional or wrongful act, default or omission of the Sponsor or any of its officers, employees and agents, and the Sponsor agrees that it shall be liable for all costs, expenses, losses, payments or damages, whether direct or indirect, incurred by both Parties arising therefrom in that event.
7. Force Majeure
Neither Party shall be liable for any failure or delay in performing its obligations under this Agreement if such failure or delay is due to causes beyond its reasonable control, including but not limited to acts of God, war, terrorism, pandemics, government regulations, or any other emergency that makes it impossible or inadvisable to hold the Event.
8. Limitation of Liability
The total liability of the Organizer to the Sponsor under this Agreement shall not exceed the total Sponsorship Fee paid. The Organizer shall not be liable for any indirect, special, or consequential damages.
9. Entire Agreement
This Agreement, including Exhibit A, constitutes the entire agreement between the Parties and supersedes all prior communications, agreements, or understandings, whether oral or written.
10. Term and Termination
This Agreement is effective as of the Effective Date and shall continue in force, unless otherwise terminated earlier in accordance with the provisions of (b), until 6th December 2025.
This agreement shall be terminated by one of the Parties in the event of failure by the other Party to perform one or more of the obligations contained in the above provisions.
This termination shall become effective only thirty (30) days after the plaintiff Party has sent a written notice describing the reasons for the complaint unless, within this period of time, the defaulting Party has met its obligations or has provided proof of an impediment subsequent to a case of force majeure.
If this agreement is terminated as a result of the Sponsor’s breach, the Organizer shall retain any payment received by the Sponsor.
Such termination does not prevent the defaulting Party from fulfilling its contractual obligations until the entry into force of such termination, subject to any losses possibly sustained by the plaintiff Party due such termination of the agreement.
11. Governing Law Litigation-Disputes
- This agreement is governed by French law.
- Should a difficulty arise in the interpretation or performance of this agreement; the Parties shall strive to resolve their disagreement amicably.
- In case of a persistent disagreement, the Parties decide to have recourse to the French competent courts.
12. Personal data in the context of the contractual relationship
The Parties acknowledge that they may be required to collect and process categories of personal data related to the identity and professional contact details of their respective staff (e.g. name, professional telephone number, professional address, title) for the sole purpose of management of the current agreement, in particular their staff involved in the negotiation, the signature and the implementation of this agreement. The processing is based on the Parties’ legitimate interest3.
In this context, each Party recognizes and guarantees the compliance with the regulations regarding personal data protection. Further information on personal data processing by INRAE is available at the link below: https://www.inrae.fr/collaborer/partenariat-innovation .
In order to preserve their rights on data, concerned persons shall contact the staff of the Party who has managed this agreement, and in the event of difficulties, it is possible for them to contact the Data Protection Officer (DPO) designated by the concerned Party.
For INRAE: cil-dpo@inrae.fr
For XXX:
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the Effective Date: DATE
For the ORGANIZER: For the SPONSOR:
Signature Signature
Name: Name: [Printed Name]
Title: Title: [e.g., Marketing Director]
Date: Date:
EXHIBIT A: SPONSORSHIP PACKAGE
Benefits Included:
1. Brand Visibility & Recognition
Logo prominently displayed on the main stage backdrop.
Logo featured on all congress promotional materials (digital and print), including the website homepage, event program, and rolling PowerPoint presentations.
Dedicated thank-you message from the opening and closing speakers.
2. Digital Exposure
Large logo and company profile with a hyperlink on the official congress website.
Two dedicated promotional emails sent to the entire congress mailing list (over 5,000 contacts).
Recognition in all pre- and post-event social media campaigns (Twitter, LinkedIn).
3. On-Site Presence
Roll-up banner displayed in key congregation areas (provided by sponsor).
4. Delegate Engagement
One (1) full-access pass to the congress for 1000€ Sponsorship Fees.
Two (2) full-access passes to the congress 1500€ Sponsorship Fees.
Inclusion of one branded item in the official delegate welcome bag (item to be provided by sponsor).
5. Exclusive Networking Opportunities
The opportunity to host an exclusive table during a networking session.
Priority access to the list of registered attendees (post-event, subject to GDPR regulations).
6. Content & Thought Leadership
Opportunity to place one full-page advertisement in the digital congress program.
