Partner Marketing — Virtual Event T&Cs (Template + Guide)

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[Legal note: this article is not legal advice; always have counsel review your T&C template before use.]

Why a dedicated virtual event T&C matters

Sponsors want clarity on what they get; legal wants clean guardrails. A dedicated virtual event T&C reduces back-and-forth by making five things unambiguous: what’s included in each package, how and when attendee data may be shared, what content standards apply, what happens if plans change, and how refunds work. Write once, reuse for every campaign — just swap the exhibits.

What to include (and why)

• Eligibility and scope — reserve discretion to accept or decline a sponsor or activation to protect attendee experience.
• Package inclusions — one exhibit that lists booth/page, placements, sponsored sessions, CTAs, and deadlines.
• Agenda integrity — avoid time conflicts with the main program; keep a simple change-control clause in your favor.
• Platform and acceptable use — no scraping, spam, or performance-degrading behavior; require accurate, lawful content.
• Code of conduct and safety — a clear anti-harassment policy with fast enforcement and a reporting channel.
• Attendee data and consent — only share contact data for people who engaged meaningfully with sponsor assets and consented; require quick opt-out handling and incident notice.
• Brand, IP, and recording — mutual logo licenses tied to brand rules; clarify recording and on-demand rights.
• Cancellations, substitutions, refunds — a dated schedule that’s easy to administer; allow a single sponsor substitution.
• Accessibility — basic expectations for captioning, contrast, and alt text.
• Security and privacy — breach notice timelines and no data enrichment without consent.

Data sharing that respects consent

Share only the leads who engaged with a sponsor’s page, session, or gated assets — and who explicitly consented to be contacted. Require sponsors to honor opt-outs within three business days, maintain a public privacy notice, and process access or deletion requests. Add a short security clause: prompt breach notice to your team and cooperation on remediation.

Making deliverables and changes painless

Deadlines slip; agendas move. Keep all variable items in Exhibit A (Sponsorship Deliverables) and Exhibit B (Brand Guidelines). If you must change a slot, commit to a comparable alternative where possible. If a sponsor misses asset deadlines, state that exposure may decrease without a make-good.

Refund logic that avoids disputes

Publish a simple schedule — for example, 50% refund more than 30 days out, 25% at 15–30 days, and none inside 14 days — and allow one sponsor substitution up to seven days before the event. For force majeure, promise reasonable efforts to reschedule or provide a comparable virtual benefit.

Common pitfalls to avoid

• Vague lead-sharing rules — always tie to specific engagement plus consent.
• Hidden add-ons — list every deliverable or benefit in the exhibit.
• Weak code-of-conduct language — give yourself clear removal rights without refund for serious violations.
• Over-promising “attendee lists” — if you’re not sharing full rosters, say so plainly.
• Mixing web, email, and platform notices — define one notice method that works operationally.