Terms, Conditions, Rules, and Regulations
2021 PLRB Large Loss Conference
1. Management and Supervision The PLRB Large Loss Conference Functions, including sessions, breaks, and meal functions, (hereinafter referred to as “Functions” ) shall be governed by these Terms, Conditions, Rules, and Regulations, as well as the terms of the Application issued by the Property & Liability Resource Bureau (PLRB).
2. Privacy Individuals participating in the event have rights to privacy under the law including the right to object to the use of their information as well as other rights. Sponsor agrees to comply with those laws and assist PLRB in meeting its obligations under such privacy laws where personal information is shared by PLRB with Sponsor.
3. Platinum Sponsorship In consideration for a Platinum Sponsorship of the event and its scheduled food functions, the company is enclosing payment based on the fee schedule on page one of this application and agreement. To obtain the affiliate rate, the Sponsor must be an Affiliate Member of PLRB at time of signing and at the time of the Large Loss Conference. Only sponsorships paid in full will be confirmed.
In exchange, the PLRB agrees to the following sponsor benefits:
(a) Up to 3 full Conference registrations. Note: Only registered representatives of sponsor may attend the Functions, including any display areas.
(b) Two additional discounted registrations for the event at the Affiliate rate of $395 each or the non-member rate of
$575 each.
(c) Sponsor’s name will be posted on the Large Loss website and included in three e-mailed promotions sent to 35,000 recipients, for sponsorships application and payments received by June 21, 2021.
(d) Recognition of your sponsorship promoted in the PLRB online Sponsorship Directory and App, which will include your company name, description and logo.
(e) Sponsor’s name will be listed on signage at the Large Loss Conference.
(f) Sponsors will receive recognition at the Large Loss General Session. (g) Sponsors may display a limited amount of marketing material on a shared section of an assigned 6’ table. Give-aways, such as pens, trinkets, and bags, , are not permitted due to this limited amount of table top space.
4. Gold Sponsorship In consideration for a Gold Sponsorship of the event and its scheduled food functions, the company is enclosing payment based on the fee schedule on page one of this application and agreement. To obtain the affiliate rate, the Sponsor must be an Affiliate Member of PLRB at time of signing and at the time of the event. Only sponsorship paid in full will be confirmed.
In exchange, the PLRB agrees to the following sponsor benefits:
(a) One full conference registration. Note: Only registered representatives of sponsor may attend the Functions including any display areas.
(b) One additional discounted registration at the Affiliate rate of $395 or the non-member rate of $575.
(c) Sponsor’s name will be posted on the Large Loss website and included in three e-mailed promotions sent to 35,000 recipients, for sponsorship applications and payments received by June 21, 2021.
(d) Recognition of your sponsorship promoted in the PLRB online Sponsorship Directory and App, which will include your company name, description, and logo.
(e) Sponsor’s name will be listed on signage at the Large Loss Conference
(f) Sponsors will receive recognition at the Large Loss Opening General Session.
(g) Sponsors may display a limited amount of marketing material on a shared section of an assigned 6’ table. Give-aways, such as pens, trinkets, and bags, are not permitted due to this limited amount of table top space.
5. Materials Handling Services and Union Rules The shipping of materials will be arranged between the sponsor and the hotel. Please mark any packages as follows: Hold for "Your Company Name": Sponsor PLRB Large Loss Conference, along with your name and arrival date.
6. Name Badges Large Loss Conference badges must be worn at all times by sponsorship personnel. Sponsors will receive one badge listing the individual‘s name and the company's name. The badge must be worn during the Conference hours.
7. Advertising by Others The Functions are limited to those persons, firms, and organizations that have contracted and paid for sponsorships. No other persons, firms, or organizations will be permitted to demonstrate a product, solicit orders, or distribute advertising materials at the Large Loss Conference.
8. Assignment of Sponsorship Sponsor may not re-assign this contract or allow any other person or organization to use any part of the sponsorship without written permission from PLRB.
9. Liability of Sponsors:
(a) Sponsor is responsible for obtaining any and all insurance coverage for its sponsor activities.
(b) Sponsor must make provisions for the safeguarding of all goods they own, rent, or lease from the time they are placed in the function space until they are removed by its agents. PLRB shall not be responsible for, or guarantee to sponsor, the safety of Function materials against fire, accident, theft, or any loss or injury whatsoever.
(c) Any damage or destruction of others' property or personal injury to others resulting from the conduct of Sponsor, its agents, or employees will be Sponsor’s sole responsibility.
(d) PLRB disclaims any liability for destruction of other's property, personal injury to others, or any dispute arising from the contractual relationship between Sponsor and the hotel, and Sponsor shall be fully responsible for any and all damages to property owned by PLRB, or the hotel, its owners or managers that results from any act or omission of Sponsor.
(e) Sponsor agrees to defend, indemnify, and hold harmless PLRB, the hotel, its owners, managers, officers, or directors, agents, employees, subsidiaries and affiliates, from any damages or charges resulting from Sponsor’s use of the property. Sponsor’s liability shall include all losses, costs, damages, or expenses arising from or out of by reason of any accident or bodily injury or other occurrences to any person or persons, including the Sponsor, its agents, employees, and business invitees which arise from or out of the Sponsor’s occupancy and use of the function space, the Hotel or any part thereof.
(f) Heath and Welfare Code of Conduct: Exhibitor or Sponsor acknowledges that event participants and set-up crews for exhibitors and sponsors may be asked to agree to follow health and welfare-related conduct requirements such as those instituted for COVID-19 including but not limited to staying away from the facilities if ill or symptomatic, staying away if recently exposed to those with COVID-19, wearing masks under certain conditions, physical distancing, reducing occupancy, curbing of conduct such as loud speaking or handshaking, and similar safety protocols. If an Exhibitor or Sponsor sends participants or contractors that do not wish to abide by such safety protocols, those individuals should be relieved and substitutes made at your option and expense. Each Exhibitor or Sponsor should be prepared to adapt to such health and welfare measures.
10. Impossibility The performance of this agreement by either party is subject to acts of God, war, terrorism, government regulation, disaster, fire, strikes, civil disorder, curtailment of transportation facilities, or other similar cause beyond the control of the parties making it inadvisable, illegal, impractical or impossible to hold a successful meeting or to provide the facility. This agreement may be terminated without penalty for any one or more such reasons by written notice from one party to the other.
11. Cancellation by Sponsor In the event the sponsor cancels prior to September 1, of the year of the event, PLRB will refund 50% of the sponsor fee if requested in writing by sponsor on or before September 1. There will be no refunds for requests received after September 1, of the year the event was scheduled. PLRB will not be liable for other expenses the sponsor might incur due to such cancellation.
12. Cancellation by PLRB or Inability to Hold Conference If PLRB cancels the Functions on or before September 1 of the year of the event, or if on or before that date, causes beyond the control of PLRB arise which prevent the planned holding of the Functions, the sponsor will be refunded 100% of its sponsor fee. PLRB will not be liable for any other expenses the sponsor might incur.
13. Sponsorship PLRB reserves the right to modify at any time the details of the sponsorship when such modification is for the overall benefit of the function.
14. Application on Acceptance Acceptance of an application does not mean endorsement by PLRB of the applicant's service or product. Rejection of the application does not imply disapproval of the applicant's service or product.
15. Sponsor Conduct PLRB has the authority to prohibit any sponsor's conduct from continuing, if at any time the purpose and character of the Function is jeopardized by the continuation of the sponsor conduct. In the event of a sponsor discontinuation order, PLRB will not be liable for any refund of the sponsor fees.
16. Promotional Demonstration and Handouts Products or services demonstrations are limited to printed brochures. PLRB reserves the right to approve all promotional materials.
17. Entertainment Policy The purpose of the Large Loss Conference is education. The strength, reputation, and national support of the Large Loss Conference are the result of its commitment to hardworking, intense professional development.
The official Large Loss Conference program also provides helpful forums for networking among insurers' claims professionals and claims service providers. Any additional activity sponsored by a claims service provider in conjunction with the Large Loss Conference that undermines or conflicts with the primary educational purpose and reputation of the Large Loss Conference is prohibited.
As example, entertainment during conference sessions and activities is a conflict and prohibited. Also, after hours entertaining of fifteen or more conference attendees by any one person, organization, or group that extends past 11:00 p.m. on an evening before morning sessions undermines the educational experience and is prohibited. “Adult themed” entertainment undermines the reputation of the event and is prohibited. The parties agree that any dispute regarding the meaning of the term “adult entertainment,” as used herein, shall be settled based on the sole judgment of the PLRB’s General Counsel after giving the parties an opportunity to describe the pertinent facts and circumstances.
Failure to comply with the policy can result in sanctions, including but not limited to:
- Loss of sponsorship and exhibiting privileges at PLRB events
- Loss of speaking privileges at PLRB events
- Loss of attendance privileges at PLRB events
18. Hotel Agreement This contract is subject to terms of the agreement between PLRB and the hotel.
19. Special Assistance/ADA Compliance In compliance with the American with Disabilities Act, all Sponsor personnel needing special assistance should contact PLRB with their requests.
20. Interpretation/Choice of Law PLRB has total authority of interpretation and enforcement of these Terms, Conditions, Rules, and Regulations and reserves the right to amend them at any time for the benefit of the functions. Sponsors and their representatives who violate these Terms, Conditions, Rules, and Regulations or who, in the opinion of PLRB, conduct themselves unethically, may be dismissed from the function without refund or other appeal and may be excluded from participation in future Conferences and PLRB functions.
Should either party resort to litigation or any form of alternative dispute resolution, the parties agree that the jurisdiction, venue and choice of law shall be DuPage County, Illinois.
21. Raffles Because raffles, sweepstakes and lotteries are generally prohibited by law, Sponsors are prohibited from holding raffles, sweepstakes or lotteries at PLRB events including the Large Loss Conference. Furthermore, any giveaways to attendees, including attendees who may participate in a lawful game of skill, must be of de minimus value ($25.00 or less).
22. Entire Agreement This Agreement contains the entire agreement between PLRB and Sponsor, and there are no other promises or conditions in any other agreement oral or written. This Agreement supersedes any prior written or oral agreements between PLRB and Sponsor.
23. Severability Should any provision of this Agreement prove to be invalid or unenforceable for any reason, the remaining provisions shall continue to be valid and enforceable.
24. Hold Harmless: The Sponsor assumes the entire responsibility and liability for losses, damages, and claims arising out of Sponsor’s activities on the Hotel premises and will indemnify, defend, and hold harmless the Hotel, its owner, and its management company, as well as their respective agents, servants, and employees from any and all such losses, damages, and claims.
Hotel will not be responsible or liable for any loss, damage, or claims arising out of Sponsor’s activities on the Hotel’s premises except for any claims, loss, or damages arising directly from its negligence. The Property & Liability Resource Bureau will be responsible to negotiate the contract with its Sponsors.