Please read these Terms & Conditions ("Terms") carefully before submitting a sponsorship commitment. By signing a sponsorship agreement, submitting payment, or participating as a sponsor, you ("Sponsor," "you," or "your") agree to be bound by these Terms with New Row Productions LLC, d/b/a Magical Meetups ("Magical Meetups," "we," "us," or "our").
1. Sponsorship Levels & Benefits
Sponsorship benefits are determined by the tier option selected at the time of agreement. Benefits are outlined in the Magical Meetups Sponsorship Program materials and confirmed in your sponsorship confirmation email. Benefits are non-transferable and may not be resold or reassigned to another business without our written approval.
2. Payment Terms
• Full payment is due upon approval of the sponsorship agreement.
• Sponsorship benefits, including logo placement and promotional features, will not begin until payment is received in full.
• Payment is received via credit card unless otherwise arranged.
• All sponsorship fees are non-refundable except as described in Sections 7 and 8 below.
3. Deadlines & Sponsor Materials
• Sponsors must submit logos, artwork, flyers, coupons, product samples, and any other materials by the deadlines we provide.
• Logos must be provided in [high-resolution PNG, PDF or vector format].
• We are not responsible for omission from printed materials, signage, or swag bags if materials are received after the stated deadline. No refunds or discounts will be issued for missed deadlines caused by the Sponsor.
• We reserve the right to reasonably resize, reposition, or adjust logo placement for design and production purposes.
4. Brand Standards & Content Approval
• All sponsor materials (inserts, samples, signage, giveaways) are subject to our approval and must be family-friendly and appropriate for a general audience.
• We reserve the right to decline any sponsor or sponsor material that conflicts with our brand, community values, or event theme, or that creates confusion regarding intellectual property.
• Sponsors may not use their sponsorship to imply affiliation with, or endorsement by, any third-party company or brand, including The Walt Disney Company. Magical Meetups is an independent community event.
5. Sponsor Conduct & Booth Requirements (if applicable)
- Sponsors receiving booth space must comply with all vendor rules, setup/teardown times, and venue regulations provided prior to the event.
- Sponsors are responsible for staffing their own booth and for their own equipment, product, and displays.
- Sponsors must conduct themselves professionally. We reserve the right to remove any sponsor representative engaging in disruptive, unsafe, or inappropriate behavior, without refund.
6. Exclusivity
• The Fairy Godmother (Presenting) Sponsorship is limited to one sponsor per event.
• Unless expressly stated in writing, sponsorship does not include category exclusivity. If you wish to be the only sponsor in your industry (e.g., the only travel agency), this must be negotiated and documented in your sponsorship agreement, and may be subject to an additional fee.
7. Event Changes, Postponement & Cancellation
• We reserve the right to change the event date, time, venue, layout, or programming as needed. Reasonable changes do not entitle the Sponsor to a refund.
• If the event is postponed, sponsorship benefits will automatically transfer to the rescheduled date. If the Sponsor cannot participate on the new date, we will offer a credit toward a future Magical Meetups event.
• If the event is canceled entirely by us and not rescheduled within 12 months, Sponsors will receive a refund of sponsorship fees paid, less the documented value of any benefits already delivered (e.g., social media features, email inclusions, printed materials already produced).
8. Force Majeure
We are not liable for failure to perform obligations due to circumstances beyond our reasonable control, including but not limited to severe weather, natural disasters, public health emergencies, government orders, venue closure, or utility failures. In such cases, the postponement and cancellation provisions in Section 7 apply.
9. Sponsor Cancellation
• Sponsor cancellations must be submitted in writing (email acceptable).
• Cancellations received more than 60 days before the event: eligible for a credit toward a future event, less any benefits already delivered.
• Cancellations received 60 days or fewer before the event: no refund or credit, as promotional benefits and event planning will already be underway.
10. Intellectual Property & Likeness
• Sponsor grants us a limited, non-exclusive license to use Sponsor's name, logo, and provided materials for the purpose of delivering sponsorship benefits and promoting the event.
• We grant Sponsor a limited, non-exclusive license to reference their sponsorship of the event in their own marketing (e.g., "Proud sponsor of Magical Meetups"), subject to our brand guidelines.
• Photos and video taken at the event may include Sponsor booths, materials, and representatives, and may be used in our future marketing.
11. Insurance & Liability
• Sponsors with booth space or on-site activations are encouraged to carry their own general liability insurance.
• Sponsor agrees to indemnify and hold harmless New Row Productions LLC, its owners, members, staff, and volunteers from any claims, damages, or losses arising from the Sponsor's products, materials, giveaways, or the actions of its representatives.
• We are not responsible for lost, stolen, or damaged Sponsor property at the event.
12. Limitation of Liability
To the fullest extent permitted by law, our total liability to any Sponsor for any claim arising out of this agreement shall not exceed the total sponsorship fees actually paid by that Sponsor. We are not liable for indirect, incidental, or consequential damages, including lost profits or anticipated business.
13. No Guarantee of Results
Sponsorship benefits consist of the promotional placements and deliverables described in your selected tier. We do not guarantee specific attendance numbers, impressions, engagement, sales, or business outcomes resulting from sponsorship.
14. Modifications
We may update these Terms for future events. The Terms in effect at the time of your signed agreement govern your sponsorship.
15. Governing Law
These Terms are governed by the laws of the State of Florida, without regard to its conflict-of-law rules. Any disputes shall be resolved in the state or federal courts located in Lake County, Florida.
By submitting this form, the Sponsor acknowledges they have read, understood, and agree to these Terms & Conditions.
