Shoptalk Europe 2025 Hosted Retailers & Consumer Brands Programme

Terms & Conditions for Retailers and Brands

Effective: Dec 1, 2024

As a registered retailer and brand attendee or participant (“you”) in Shoptalk Europe’s 2025 Hosted Retailers and Consumer Brands Programme (the “Programme”), you hereby agree to these terms and conditions (collectively, this “Agreement”) with Hyve International Events Limited (“Shoptalk Europe” or “we”). If you are completing registration on behalf of another person or individual, you represent and warrant that you have made the attendee or participant aware of this Agreement and that he/she/they has/have accepted this Agreement.

1. Free Tickets & Travel Allowance: The Programme provides each retailer and brands attendee that qualifies for the Programme and complies with this Agreement to receive (i) one (1) complimentary ticket to attend Shoptalk Europe 2025 (the “Event”) and (ii) a one-time travel/hotel allowance of up to the amount we agreed to reimburse you at the time you registered for the Event to cover your Event-related travel/hotel expenses.
   
   
2. Qualifications: To qualify for the Programme, individuals must: (a) be responsible for buying or evaluating retail or ecommerce technology or other solutions for their companies, and (b) take up to eight (8) 15-minute onsite meetings with participating sponsors through the Programme, which are based on a double opt-in process (meaning both parties must agree via the Platform to attend each onsite meeting) so that they are useful to everyone.
   
   
3. Meeting Times: You commit to being available for all four hours of dedicated time blocks for Hosted Programme meetings on Monday June 2nd, Tuesday June 3rd, and Wednesday June 4th of the Event until you receive your final schedule immediately prior to the Event. Your final set of eight (8) 15-minute meetings per day may be spread across various points of the four hours of dedicated time blocks for Programme meetings, and they may not be back-to-back. You will not need to miss any agenda sessions for these meetings.
   
   
4. Travel Arrangements: You are responsible for making your own travel and accommodation arrangements to attend the Event. We do not guarantee the availability of our hotel room block, and recommend you book early.
   
   
5. Programme Participation: We will contact you prior to the Event to arrange your meetings using our Shoptalk Meetup platform (the “Platform”). You agree that you must use the Platform to complete this process by our stated deadlines and follow the requirements included in our outreach regarding the Programme, including (a) completing a short survey with questions about your company and job role, (b) participating in a double opt-in process to select sponsors for potential meetings, and (c) adding meetings to your calendar. If you fail to successfully register for the Event using the Platform or otherwise fail to complete the process of arranging your meetings via the Platform by our stated deadlines, you will automatically be deemed a cancellation for participation in the Programme and you will be subject to the cancellation terms in Section 8 below. Following the Event, you agree to provide post-event feedback on the Programme and each meeting and to provide receipts for expenses. You understand your commitment to participate in the Programme is important to the overall success of the Event and we rely on your commitment, and by committing to the Programme you agree to respond to all our requests within our stated deadlines and perform actions consistent with the requirements included in our outreach regarding the Programme. Unresponsiveness or inaction to our stated deadlines and other requirements included in our outreach to you may result in (i) you being placed on a blacklist that will prevent you from qualifying for the Programme or attending the Event for one or more future years (in our sole discretion), (ii) you not receiving your travel or hotel reimbursement hereunder, (iii) the cancellation fees outlined herein. Further, participation in the Programme requires attendance of the Event, which means you must abide by all of our Terms of Attendance and Participation (which are available at https://shoptalkeurope.com/page/terms-of-attendance-and-participation), and which may be amended by Shoptalk Europe from time to time and are hereby incorporated into this Agreement by reference. Your breach of our Terms of Attendance and Participation may result in you not receiving your travel or hotel reimbursement hereunder.
   
   
6. One-to-One Meetings: We do not entertain requests to combine meetings with other individuals from your organisation that might also be participating in the Programme. If more than one person from your organisation is enrolled in the Programme, each person from your organisation must complete his or her own set of up to eight (8) one-to-one meetings to qualify for the Programme. If you are unable to attend your meetings alone for any reason, you will be determined ineligible for the Programme, and you will not be eligible to receive a travel/hotel reimbursement or complimentary Event ticket. If you are scheduled for less than eight (8) meetings, you are only required to attend the number of meetings we have expressly scheduled for you.
   
   
7. Failure to Complete Meetings: If you complete the Programme registration process via the Platform and schedule your meetings by the stated deadlines, pick up your Shoptalk Europe badge onsite or otherwise attend the Event, but do not complete or attend at least fifty percent (50%) of your scheduled meetings: (a) we will not be responsible for any costs associated with your travel or hotel and you will not receive any corresponding reimbursement, (b) your credit or debit card will be charged full price for your Event ticket at the rate set forth on the Shoptalk Europe website at the time of the Event per the authorisation you agree to below, and (c) you may also be placed on a blacklist (in our sole discretion) that will prevent you from qualifying for the Programme for one or more future years. You acknowledge and agree that the only way to receive your travel or hotel reimbursement outlined hereunder is by (i) completing the Programme registration process via the Platform and schedule your meetings by our stated deadlines, (ii) picking up your Shoptalk Europe badge onsite and attending the Event, and (iii) completing at least fifty percent (50%) of your scheduled meetings onsite at the Event. Notwithstanding anything to the contrary hereunder, we also reserve the ultimate right in our sole discretion to prorate your travel/hotel reimbursement based on the total meetings for which you were scheduled relative to your attendance at and participation in such meetings and/or your unresponsiveness or inaction to our stated deadlines and requirements outlined in our communications.
   
   
8. Cancellation & Substitutes: If you are approved for the Programme but become unable to participate even though you are still with your organisation, you must either suggest one or more substitutes from your organisation as your replacement in the Programme or notify us in writing of your cancellation at least one (1) day prior to the Event. Acceptance of any substitute is subject to our prior approval via email. If you cancel your participation in the Programme and are not able to provide a substitute approved by us prior to the Event, or you are otherwise deemed a cancellation by us in accordance with Section 5 of this Agreement, this may result in you being placed on a blacklist that will prevent you from qualifying for the Programme for one or more future years. Furthermore, if you cancel your participation in the Programme at any point prior to the Event and are no longer able to attend the Event or send an approved substitute from your organisation as your replacement to participate in the Programme on your behalf, or you are otherwise deemed a cancellation by us in accordance with Section 5 of this Agreement, then Shoptalk Europe reserves the right to charge your credit or debit card per the authorisation you agree to below a one-time cancellation fee of two hundred and fifty dollars (€250) and you will not be eligible to receive any travel/hotel reimbursement outlined hereunder. If you fail to either suggest one or more substitutes from your organisation as your replacement in the Programme or notify us in writing of your cancellation at least one (1) day prior to the Event, we reserve the right to charge your credit or credit card the full price for your Event ticket at the rate set forth on the Shoptalk Europe website at the time of the Event per the authorisation you agree to below.
   
   
9. Notice of Employment Change: If you (a) are no longer employed by, or (b) become aware prior to the Event that you will no longer be employed at the time of the Event or after the Event by the retailer or brand organisation based upon which you were approved to participate in the Programme, you must let us know immediately upon your becoming aware so that we can cancel your participation in the Programme. In such cases, you will immediately no longer be deemed qualified to participate in the Programme or receive any corresponding travel/hotel reimbursement or complimentary Event ticket. Failure to notify us may result in you being placed on a blacklist that will prevent you from qualifying for the Programme for one or more future years. At all times, including following the Event, we reserve the right to only communicate with you at your work email address regardless of any other email address you may have provided or we may have otherwise used.
   
   
10. Reimbursement Process: As the final step to receiving your travel and hotel reimbursement up to the amount we agreed to reimburse you at the time you registered for the Event, we require that you complete a feedback form providing specific evaluations of each meeting (we will also ask participating sponsors to provide feedback on their meetings with you). Please note that Shoptalk Europe will require up to 90 days following the Event to provide payment to you, and will not reimburse for any mileage, points or rewards used for travel. Reimbursement is conditioned upon completing all of your scheduled meetings and submitting the feedback survey(s) and all travel/hotel receipts following the Event within 30 days following the Event. Failure to comply with the deadline stated in the previous sentence will result in you not being eligible to receive any reimbursement outlined herein.
    
    
11. Credit Card Details: You agree that you must provide your credit or debit card information to successfully register for the Programme, and in connection therewith you hereby authorise Shoptalk Europe (and/or its designated third-party service providers) to process a €1 charge on your credit or debit card as part of your Event ticket and Programme registration. You also hereby authorise us to (i) charge the full price of your Event ticket at the rate set forth on the Shoptalk Europe website at the time of the Event to your credit or debit card if you do not complete your scheduled meetings as described in section 7 above, or (ii) charge the cost of any cancellation fees to your credit or debit card as described in Section 8 above.
    
    
12. Information Sharing: Shoptalk Europe reserves the right to share any information you provide to us with participating sponsors at various stages of the Programme process. Notwithstanding the foregoing, we may share your name, company name, title, and email address only after the event with those participating sponsors that you met with and/or were scheduled to meet with as part of the Programme. Furthermore, Shoptalk Europe is committed to protecting the privacy of its attendees and participants in the Programme. We engage Braintree (a service of PayPal, Inc.) to perform credit and debit card payments. By choosing to provide your card information via the Platform, you agree to have your information collected and processed by Braintree pursuant to their privacy terms and terms of use. Accordingly, by participating in the Programme and providing us with your information, you represent that you have read, understand and agree to the terms of our privacy policy (which may be found at https://hyve.group/privacy-notice/). 

Qualification for the Programme is determined solely by Shoptalk Europe and may be revoked at any time (without notice to you). By completing registration, you agree to this Agreement. Any and all rights not specifically granted under this Agreement by Shoptalk Europe are hereby reserved by Shoptalk Europe.