Sponsor, Host and Exhibitor Terms & Conditions

All Sponsors, Hosts and Exhibitors (collectively, “Partners”) must abide by the AASHE 2026 Registration & Participation Policies. Partners must also abide by the Terms & Conditions below.

• Registration and other benefits will not be available to Partners until full payment has been received. 
• All Partners must provide a certificate of insurance (COI) with $1 million USD in coverage, naming AASHE and the Hilton Baltimore Inner Harbor as additional insureds.
• The availability of certain benefits is contingent upon the timing of your registration and payment.
• Unfulfilled benefits will not be rolled over from one year to the next

WHEREAS, in furtherance of its tax-exempt purposes, AASHE holds an annual conference dedicated to sharing effective models, policies, research, collaborations and transformative actions related to sustainability in higher education (the “Conference”); and 

WHEREAS, you (the “Partner”) desire to become a Sponsor, Host, and/or Exhibitor at the 2026 Conference to be held in Baltimore, Maryland, on October 4-6, 2026; and 

WHEREAS, AASHE desires to permit Partner to sponsor, host and/or exhibit at the 2026 Conference on a non-exclusive basis in exchange for certain compensation. 

NOW THEREFORE, in consideration of the mutual promises and covenants contained herein, and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, AASHE and Partner (collectively, the “Parties”), intending to be legally bound, hereby enter into the following agreement (the “Agreement”): 

1. Term.  This Agreement will commence on the date the Partner signs this agreement (the “Effective Date”) and continues to the end of the 2026 Conference on October 6, 2026 (the “Term”), unless terminated earlier pursuant to Sections 5 or 6.
2. Partner Rights and Benefits.  AASHE agrees to identify and acknowledge Partner as a non-exclusive partner of the Conference, as permitted in connection with qualified sponsorship payments under Section 513(i) of the Internal Revenue Code (the “Code”) and the Treasury regulations thereunder. Such identification and acknowledgment shall include providing opportunities for recognition and displaying Partner’s corporate logo and certain other identifying information (as permitted in connection with qualified sponsorship payments under Section 513(i) of the Code and the Treasury regulations thereunder) in the time, place and manner described in the AASHE 2026 Annual Conference Sponsor & Exhibitor Prospectus or Host Institution Prospectus (the “Prospectus”), as applicable to the particular sponsorship level selected by the Partner. The Prospectus is hereby incorporated into this Agreement by reference and may be updated from time to time as AASHE sees fit.
3. Partner Responsibilities
   1. Payment of Sponsorship Fee.  Partner agrees to pay the Sponsorship Fee applicable to the particular partnership level selected by the Partner, as set forth in the Prospectus. Payment is due 30 days from the Effective Date, except Payment shall be due immediately upon the Effective Date in the event the Effective Date is later than September 4, 2026. Exhibit/event space reservations will not be considered confirmed until the Sponsorship Fee has been paid in full. It is intended that the Sponsorship Fee shall qualify as a qualified sponsorship payment under section 513(i) of the Code. To the extent that any portion of the Sponsorship Fee would not (if made as a separate payment) qualify as a qualified sponsorship payment under section 513(i) of the Code, such portion shall be deemed and treated as separate from the qualified sponsorship payment.  
   2. Submission of Materials. Partner is responsible for timely submitting all logos, identifying information, products or other materials Partner will exhibit at the Conference, if applicable, and any other material required to be submitted for approval by AASHE as described in the Prospectus and confirmation email. AASHE reserves the right to judge the appropriateness of any exhibit or sponsorship and to decline to permit any Partner to conduct or maintain an exhibit or sponsorship if, in the judgment of the AASHE, Partner’s proposed exhibit or sponsorship shall in any respect be deemed unsuitable. This reservation relates to persons, conduct, articles or merchandise, printed matter, souvenirs, catalogs, displayed signs and banners, without limitation, which might negatively affect the character of the Conference, or trigger adverse tax consequences for AASHE.  
   3. Promotion of Competing Events.  During the Term of this Agreement, Partner shall not publicly promote events that take place on one or more of the same dates as the Conference unless approved by AASHE.  
   4. Any off-site events, such as Sponsored Receptions, are the sole responsibility of the Partner. AASHE may promote your event, but all costs, logistics, and insurance are the responsibility of the Partner.
4. Grant of License Rights and Approval. 
   1. Use of Marks.  AASHE and Partner recognize that each owns or has the right to license and sub-license certain names, acronyms, logos, copyrights, trademarks, service marks, and other identifying symbols and indicia, whether registered or not, used in connection with the partnership described in this Agreement (collectively “Marks”). It is agreed that neither Party will do anything inconsistent with the other Party’s ownership or interests in the Marks.  Each Party further agrees that nothing herein is intended to transfer any ownership interest, in whole or in part, of any of the Marks from one Party to the other Party. 
   2. AASHE’s Marks.  During the Term of this Agreement, AASHE grants to Partner the right to use AASHE’s Marks for the limited purpose of identifying and promoting the Conference and Partner’s support of AASHE. Prior to the distribution of any items bearing AASHE’s Marks, Partner will submit to AASHE a sample of such item for review and written approval. AASHE agrees not to withhold such approval unreasonably. Partner will implement the mutually agreed upon changes, if any, prior to distribution of such items bearing AASHE’s Marks. 
   3. Partner’s Marks.  During the Term of this Agreement, Partner grants to AASHE the right to use Partner’s Marks for the limited purpose of identifying and promoting Partner’s support of AASHE.  
5. Termination by Partner. Partners wishing to terminate their partnership or withdraw from the Conference must do so by email at conference@aashe.org. Partners canceling within ten (10) days of Effective Date of their agreement will incur a cancellation fee equal to 50% of the full payment made or due. Partners canceling more than ten (10) days after the Effective Date of their agreement will be liable for the full amount paid or due. Partners may not reduce their contracted commitment more than ten (10) days after the Effective Date of their agreement. 
6. Termination by AASHE.
   1. Termination Prior to Conference. AASHE reserves the right to terminate this Agreement at any time prior to the Conference for any reason, including but not limited to AASHE’s determination that Partner is unsuitable pursuant to Section 3(b), Partner has promoted a competing event as described in Section 3(c), or in the event of the cancellation, relocation or postponement of the Conference. In the event of such termination, the Partner waives any and all damages and claims for damages and agrees that the sole liability of AASHE shall be to return the Sponsorship Fee to the Partner.  
   2. Termination During the Conference. AASHE reserves the right to determine in its sole discretion whether any exhibits or materials brought by Partner to the Conference are materially different from the exhibits or materials previously approved by AASHE, the Partner promotes a competing event as described in Section 3(c), or if the conduct of Partner or its employees, agents, or servants is disruptive, inappropriate, inconsistent with Section 7 of this Agreement, or otherwise unsuitable to the Conference. In such event, AASHE may, at any time, without notice, terminate this Agreement, remove the Partner, its employees, agents, servants and all of the property of the Partner from the space contracted for and from the Conference. No Partner shall have any right or claim against AASHE on account of any action so taken, and the Sponsorship Fee shall not be returned to the Partner.  
7. Rules and Regulations. 
   1. Partners must confine activities to their designated demonstration area. Distribution of literature and/or conducting surveys in the aisles of the Conference is not permitted. All Partners must be properly attired and conduct themselves in a professional manner. AASHE reserves the right to assign final table locations, and enforce additional restrictions, including rules and regulations required by the venue in which the Conference is held.  
   2. Each Partner must name at least one (1) person to be its authorized official representative. At least one (1) representative must be present at Partner’s table during all regular hours that the Conference is open. Representatives are responsible for any property of the Partner or the Partner’s representatives during Conference hours as well as non-Conference hours. Representatives will need to ensure their belongings are safely watched after (during Conference hours) or stored and secured (during non-Conference hours). All representatives must be registered to attend the conference and must wear their own badge at all times. Badge sharing and badge splitting is strictly prohibited.
   3. Assignment of Space – Priority for space assignment will be based on the sponsorship level and order in which applications are received and availability of space requested. Applications for exhibit space must be completed and payment for the entire amount of your exhibit table must be received before space is assigned. No telephone requests will be accepted. A floor plan of the exhibit area will be provided in the Exhibitor Services kit.  We will make every effort to assign your preferred table location (i.e. not located next to a competitor, etc.). If this space is not possible, we will contact you to discuss alternative space. We do however reserve the right to assign the next best substitute space when the requested space is not available. Not receiving your desired space does not constitute grounds for cancellation and you will not receive a refund of exhibit fees. Careful consideration will be given to all such requests but are not guaranteed. AASHE reserves the right to reassign exhibit space. 
   4. Subletting and Sharing – The subletting, assignment or apportionment of the whole or any part of the table space of an exhibitor is prohibited. No exhibitor may permit any other party to exhibit any goods other than those manufactured or handled by the contracting exhibitor in his/her space nor permit the solicitation of business by others within the space. 
   5. Admission – Exhibitors wearing badges may enter the Expo Hall one hour prior to the scheduled opening time each day. Exhibitors may remain in the Expo Hall one hour after the close of the exposition each day. 
   6. Americans With Disabilities Act – Each exhibitor shall be responsible for compliance with the American with Disabilities Act within his or her assigned exhibit space. 
   7. Fire Regulations – All Fire Department regulations as well as, regulations and standards imposed by the local Fire Marshal must be observed and, when necessary, tables must be modified to meet requirements. All materials used in the exhibit hall must be flameproof and fire resistant in accordance with the regulations established by the National Association of Fire Underwriters. Crepe paper, corrugated paper, flame proof or otherwise will not be permitted. Display racks, signs, spotlights and special equipment are subject to AASHE approval. Any exhibits or parts thereof found not to be in compliance with fire regulations may be ordered dismantled. All aisles and exhibits must be kept clear at all times and the fire stations, and fire extinguisher equipment must be free from obstruction.
   8. Badges, Attire, Conduct – Exhibitors must wear their badges at all times in the exhibit hall during installation, exhibit hours and dismantle, and conduct themselves and wear attire consistent with the professional decorum of the meeting. 
   9. Noise & Light Interference – Electrical or other mechanical apparatus must be muffled so any noise does not interfere with other exhibits. AASHE reserves the right to determine at what point sound constitutes interference with others and if it must be discontinued. The use of microphones and strobe or flashing lights is prohibited. 
   10. Table Arrangement – All tables must be constructed or arranged to accommodate their visitors within the table area. Aisles must be kept free of obstructions. 
   11. Table Staffing – Tables must be staffed at all times during exhibit hours. The packing of equipment, literature, etc., dismantling of exhibits will not be permitted until the official closing time. Representatives are responsible for any valuable items during Conference hours as well as non-Conference hours. Representatives will need to ensure their belongings are safely watched after (during Conference hours) or stored and secured (during non-Conference hours). 
   12. Vacant Table Space – Any space that has not been claimed and occupied, unless special arrangements have been made prior to (close of install time & date) may be resold or reassigned by AASHE without obligation on the part of the organization for any refund. 
8. Limitation of Liability. Neither party will be liable to the other party for any indirect, incidental, delay, special, punitive or consequential damages, including damages for lost opportunities, lost profits from this agreement or any other transaction, or lost savings, whether arising in contract, tort or otherwise, even if such damages were foreseeable or result from a breach of the agreement. AASHE will not be liable to Partner for personal injury, death, property damage or accident arising out of any act of omission of Partner agreement to the contrary, in no event will the aggregate liability of AASHE to Partner exceed the amount of the sponsor payment payable by Partner to AASHE under this agreement.
9. Indemnification. Partner shall defend, indemnify and hold harmless AASHE, its related entities, partners, agents, officers, directors, employees, attorneys, heirs, successors, and assigns, from and against any and all claims, losses, damages, judgments, settlements, costs and expenses (including reasonable attorneys’ fees and expenses), and liabilities of every kind incurred in connection with the inaccuracy or breach of any of the covenants, representations and warranties made by Partner in this Agreement. This indemnity shall require the payment of costs and expenses by Partner as they occur. The provisions of this Section shall survive any termination or expiration of this Agreement. 
10. Independent Contractor.  AASHE and Partner are and will remain independent contractors.  This Agreement does not constitute and will not be construed as constituting a partnership, joint venture, principal/agent relationship or employer/employee relationship between AASHE and Partner. Neither Party will have any right to obligate or bind the other in any manner whatsoever and nothing herein contained will give, or is intended to give, any rights of any kind to any third person.  Nothing in this Agreement is meant to establish joint and several liability, fiduciary duties, or any other right or obligation associated with a partnership. 
11. Force Majeure.  No delay or failure in performance by either Party (except for Partner’s obligation to pay Sponsorship Fee) will constitute default hereunder or, give rise to any claim or damages if, and to the extent, such delay or failure is caused by an occurrence beyond the control and without fault or negligence of the Party affected and which said Party is unable to prevent or provide against, by exercise of reasonable diligence including, but not limited to: an act of God, strike or other labor dispute, fire, riot, or civil commotion, government action or decree, inclement weather conditions, or for any other reason beyond the control of the Parties (collectively, a “Force Majeure”).  In the event a Force Majeure excuses performance, then neither Party will be obligated in any way to fulfill its obligations under this Agreement (except for Partner’s obligation to pay Sponsorship Fee) during the period of interruption caused by the Force Majeure. 
12. Insurance. Partner acknowledges that neither AASHE, the venue where the 2026 Conference will take place, nor any of the exhibit/event facilities maintain insurance covering losses of the Partner, and that it is the sole responsibility of Partner to obtain insurance covering such losses. Partners that are exhibitors at the Conference are required to obtain and keep in force during the term of the Agreement policies of comprehensive general liability insurance covering the activities described in this Agreement in an amount not less than $1,000,000 combined single limit for personal injury and property damage. Partners subject to this requirement must send an insurance certificate to AASHE thirty (30) days in advance prior to the Conference start date, and must list AASHE as certificate holder and additional insured.
13. Representations and Warranties.  Each Party covenants, warrants and represents (a)  that it has the authority to enter into this Agreement and that the person executing this Agreement on behalf of his or her Party has the authority to do so: (b) that it owns all rights to the Marks necessary to license the Marks to the other Party pursuant to this Agreement, and that such license does not infringe on the rights of any third party: (c)  that it shall comply with all federal, state and municipal laws, rules, ordinances and regulations applicable to this Agreement and the performance of the Parties’ obligations hereunder: (d)  and that it shall exercise due care and act in good faith at all times in the performance of its obligations hereunder. The provisions of this Section shall survive any termination or expiration of this Agreement. 
14. Waiver.  Either Party’s waiver of, or failure to exercise, any right provided for in this Agreement shall not be deemed a waiver of any further or future right under this Agreement. 
15. Assignment.  The Parties may not assign this Agreement or any right or obligation of this Agreement, by operation of law or otherwise, without the prior written consent of the other Party.   
16. Governing Law.  This Agreement will be governed by and construed in accordance with the laws of the Commonwealth of Pennsylvania, without regard to its conflicts of laws principles. This section shall survive any termination or expiration of this Agreement.
17. Entire Agreement; Modification.  This Agreement may not be amended or modified except by mutual written agreement signed by both Parties. This Agreement and all documents incorporated by reference herein (including any written amendments, addenda, riders or attachments signed by both Parties) constitute the entire agreement between the Parties and supersede all prior agreements, oral or written, relating to Partner’s engagement of the Conference.
    Severability.  All provisions of this Agreement are severable. If any provision or portion hereof is determined to be unenforceable in arbitration or by a court of competent jurisdiction, then the remaining portion of the Agreement shall remain in full effect. 
18. Authority to Sign. Partner’s representative warrants that they have been duly authorized by the organization named in this Agreement to execute this Agreement on behalf of that organization and have the authority to bind the organization to this Contract.