Vendor and Sponsor Participation Agreement
Last updated February 3, 2026
This Vendor and Sponsor Participation Agreement (“Agreement”) is entered into by and between OSMOSIS Institute, LLC, dba OSMOSIS Association, a New Jersey for-profit association (“OSMOSIS” or “Association”), and the undersigned vendor or sponsor (“Exhibitor,” “Sponsor,” or “Participant”), collectively referred to as the “Parties.”
This Agreement governs participation in OSMOSIS-sponsored conferences, summits, exhibitions, and related events (“Event”).
Use of Physical and Virtual Space
The exhibit space, sponsorship placement, or virtual presence assigned under this Agreement is for the exclusive use of the Participant identified herein.
Responsibility and Liability
The Participant is mutually responsible for its exhibit area, materials, equipment, and personnel. The Participant agrees to mutually reimburse OSMOSIS and/or the venue (“Exhibition Facility”) for any damage caused to floors, walls, ceilings, fixtures, furnishings, or equipment arising from Participant’s use. The Participant assumes all risk of loss, theft, or damage to its property and waives any claim against OSMOSIS and the Exhibition Facility arising therefrom.
Insurance Requirements
The Participant shall maintain, at its own expense, adequate insurance coverage. Coverage should include Commercial General Liability Insurance with limits of not less than $1,000,000 per occurrence and Workers’ Compensation Insurance as required by law. Upon request, Participant shall provide certificates of insurance no later than ninety (90) days prior to the Event.
Force Majeure
In the event the event is not held as a result of any cause not reasonably within OSMOSIS’s control (including, without limitation, acts of terrorism, unavailability of transportation that prevents the occurrence of the exhibition, acts of God, war, civil disturbances, declaration of national emergency, accidents or labor disputes, fire, storms, etc.) then both parties will be relieved of performance of their obligations under this agreement (and any accompanying payment obligations) to the extent such performance is so directly limited or prevented, without liability of any kind.
Standards of Conduct
Participant shall conduct all activities in a professional, lawful, and ethical manner consistent with OSMOSIS standards. Prohibited activites are defined as obstruction of aisles or access, distribution of unauthorized materials, excessive noise or disruption, offensive, discriminatory, or unsafe conduct. OSMOSIS reserves sole discretion to modify, restrict, or terminate any exhibit or activity deemed inappropriate or harmful to the Event.
Removal of Exhibits and Materials
No exhibit or part of exhibit may be removed until after the closing hour of the last date of the Event unless other arrangements have been made in advance. Exhibits must be removed from the building by the time specified. In the event that the Exhibitor/Sponsor fails to remove its exhibit in the allotted time, OSMOSIS reserves the right, at the Exhibitor/Sponsor’s expense, to ship or store the exhibit through a carrier of OSMOSIS’s choosing.
Compliance With Laws and Venue Rules
Exhibitor/Sponsor shall abide by and observe all laws, rules, regulations, and ordinances of any applicable government authority and all rules of the Exhibition Hall.
Intellectual Property and Media Rights
Participant grants OSMOSIS a non-exclusive, royalty-free, worldwide, revocable license to use Participant’s name, logo, and trademarks for Event promotion. All usage shall conform to Participant’s established brand guidelines. Sponsored or co-branded materials require prior written approval. Participant grants OSMOSIS the right to photograph, record, and publish images and recordings containing Participant’s exhibits, trademarks, and personnel for marketing, archival, and promotional purposes.
Amendments and Interpretations
OSMOSIS retains authority to interpret or amend Event policies that are not covered in this agreement. Written amendments communicated to Participants shall become part of this agreement. No oral modifications shall be binding.
Payment Terms
All payments must be received in full prior to the event. Payments must be made in U.S. dollars (USD) unless otherwise specified on the invoice. ACH or wire transfers available. For billing questions, invoicing, and wire transfer instructions, please contact Bret Anderson, Director of Operations, at [email protected].
Cancellation Policy
Cancellation requests by the participant are not refunded. All cancellations must be submitted in writing to OSMOSIS. The date of receipt of the Participant’s written cancellation notice will be the official cancellation date. If exhibit space or sponsorship is canceled on or before 45 days prior to event, the supporter will be responsible for 50% of the total fee. No refunds will be provided for cancellation requests made within 44 days of the event. Any company requesting payment terms later than NET 30 days from the invoice date agrees to pay a deposit equivalent to the cancellation processing fee (50%). All funds paid are non-transferable.
Entire Agreement
This Agreement constitutes the entire agreement between the Parties regarding Event participation. It supersedes all prior agreements, representations, and understandings. If any provision is invalid, the remaining provisions shall remain in effect.
Acknowledgment and Acceptance
By executing this Agreement, the Participant acknowledges that it has read, understands, and agrees to be bound by all terms and conditions herein.
CONTACT US
In order to resolve a complaint regarding the Site or to receive further information regarding use of the Site, please contact us at:
OSMOSIS Association
593 Ringwood Avenue
Wanaque, NJ 07465
United States</p>