Privacy Policy

Solution Partners Agreement

1. Parties and formation

These Terms and Conditions (the “Terms”), together with the booking / registration form submitted by the Solution Partner (the “Booking”), form the agreement (the “Agreement”) between:

• GB Excellence Ltd trading as CxO Institute (company number 14376917) whose registered office is 8–10 Griffin Street, Newport NP20 1GL, United Kingdom (“CxO Institute”, “we”, “us”, “our”); and
• The entity identified in the Booking as the Solution Partner (“Solution Partner”, “you”, “your”).

This Agreement becomes binding when the Solution Partner signs it (including by electronic signature), provided that the Solution Partner has not amended the Agreement text or added any additional terms. Any amendments or additional terms are not binding unless expressly agreed in writing by CxO Institute.

2. Definitions

In this Agreement, unless the context requires otherwise:

• “Event” means the in-person CxO Institute event identified in the Booking.
• “Package” means the sponsorship/participation package selected in the Booking, which may comprise one or more of: one-to-one meetings, speaking, onsite branding, networking, a hosted Dinner, or other live Event deliverables stated in the Booking.
• “Total Fee” means the total fees payable for the Package as set out in the Booking.
• “Solution Partner Representatives” means your employees/contractors attending the Event on your behalf.
• “Agreed Meetings” has the meaning given in clause 6.1.
• “Attended Meeting” has the meaning given in clause 6.2.
• “Target Attendance” has the meaning given in clause 9.1.
• “Credit Note” means a credit note issued by CxO Institute and applied to a future event booking in accordance with clause 6 and/or clause 9, as applicable.
• “Data Protection Legislation” means all applicable data protection and privacy legislation in force from time to time in the UK (including the UK GDPR and the Data Protection Act 2018) and any successor or related legislation.

3. Order of precedence; scope of deliverables

3.1 The Booking sets out the package type and deliverables (including any agreed number of one‑to‑one meetings, speaking slot(s), onsite branding items and/or hosted dinner details).

3.2 If there is any conflict between the Booking and these Terms, the Booking shall prevail to the extent of the conflict.

3.3 Any deliverable not expressly stated in the Booking (or agreed in writing by CxO Institute) is excluded.

3.4 Any terms submitted by the Solution Partner (including purchase order terms) shall not apply unless expressly agreed in writing by CxO Institute.

3.5 Package-specific provisions. The provisions of this Agreement relating to particular deliverables apply only where those deliverables form part of the Package. For example, where the Package is a standalone Dinner and does not include one-to-one meetings or a speaking session, clauses 5 and 6 (One-to-One Meetings and Meetings Delivery Commitment) and clause 8 (Speaking Sessions) will not apply. All other applicable provisions of this Agreement remain in full force.

4. Participation and event management

4.1 Solution Partner Representatives shall participate in the elements of the Event relevant to the Package and comply with reasonable event and operational instructions communicated by CxO Institute.

4.2 The Solution Partner shall complete and return all necessary event-related information reasonably required by CxO Institute by the stated deadlines.

4.3 CxO Institute may make reasonable operational changes to the Event or Package delivery (including venue, rooming, timing, agenda, schedules, guest arrangements and Event features).

4.4 Except where an express commitment applies under clause 6 (Meetings Delivery Commitment) and/or clause 9 (Dinner Attendance Commitment), CxO Institute does not guarantee the number or identity of attendees.

4.5 CxO Institute may exclude or remove from the Event any person whose presence is, in CxO Institute’s reasonable opinion, undesirable. No refund shall be due where removal is justified under this clause.

5. One-to-one meetings and matching

5.1 The system for arranging appointments between attendees and Solution Partners (“Matching”) forms an integral part of the Event.

5.2 You should provide the names and details of your attending executives/representatives with reasonable notice before the Event (and by any deadlines we notify for Matching, printing and operational planning). We will use reasonable endeavours to update systems and materials where changes occur; however, late or incomplete details may reduce the effectiveness of Matching, onsite printing/branding, and your ability to obtain the full benefit of participation.

5.3 Representative changes: if your attending representative(s) change, please notify us as soon as practicable. We will use reasonable endeavours to reflect changes in meeting schedules and onsite systems, but we cannot guarantee that changes made close to the Event will be fully reflected in printed materials, badges, agendas, or the final Matching outputs.

5.4 Whilst every effort will be made to pre‑schedule meetings as requested, CxO Institute retains discretion to set priorities and has final discretion as to which appointments are included in itineraries.

5.5 CxO Institute will use reasonable endeavours to accommodate requested amendments to itineraries and meeting schedules. All delegates are subject to a vetting process and accept CxO Institute’s delegate terms and conditions as a condition of attendance (available at https://cxo-institute.com/terms-and-conditions/). However, CxO Institute cannot accept responsibility for appointments that are not kept, cancelled, shortened or otherwise not attended by either the attendee or the Solution Partner, including where circumstances change at short notice.

6. Meetings Delivery Commitment

6.1 If the Booking specifies an agreed number of one‑to‑one meetings (“Agreed Meetings”), CxO Institute commits to deliver not less than eighty per cent (80%) of the Agreed Meetings as Attended Meetings (the “Meetings Commitment”).

6.2 “Attended Meeting” means an in‑person one‑to‑one meeting which takes place as part of the Event and is attended by both your representative and the relevant attendee for a material part of the scheduled meeting time.

6.3 The Meetings Commitment applies only where the Solution Partner:

• provides required information and preferences by the stated deadlines;
• ensures its representatives are present and available for all scheduled meeting slots; and
• does not unreasonably refuse replacement meetings offered by CxO Institute where a meeting is lost due to attendee unavailability.

6.4 If CxO Institute fails to meet the Meetings Commitment, the Solution Partner’s sole remedy is a Credit Note applied to a future CxO Institute event booking, calculated pro‑rata as follows:

Credit Note Value

(Shortfall ÷ Agreed Meetings) × Relevant Fee

Shortfall

Agreed Meetings − Attended Meetings

Relevant Fee

If the Booking states a specific allocation for meetings, use that. Otherwise, the Relevant Fee will be allocated as follows:• Meetings‑only package: 70% of Total Fee• Meetings + speaking package: 55% of Total Fee• Meetings + dinner package: 55% of Total Fee• Meetings + speaking + dinner package: 45% of Total Fee(or such other allocation stated in the Booking).

6.5 The Credit Note shall be valid for twelve (12) months from issue, is non‑redeemable for cash, and shall not exceed the Relevant Fee.

6.6 No Credit Note is due to the extent any shortfall is caused by:

• the Solution Partner’s non‑attendance, late attendance or early departure;
• late substitutions by the Solution Partner;
• the Solution Partner declining reasonable replacement meetings; or
• events beyond CxO Institute’s reasonable control (including venue disruption, travel disruption affecting attendees, or force majeure).

7. Onsite branding and marketing assets

7.1 Onsite branding and marketing deliverables are limited to those set out in the Booking.

7.2 You shall provide all logos, artwork and other materials by the deadlines and to the specifications notified by CxO Institute.

7.3 If materials are late, incomplete, non‑compliant with specifications, or in CxO Institute’s reasonable opinion unsuitable, CxO Institute may (without liability) request amended materials, resize or reasonably adapt materials for practical production, and/or omit the relevant item where necessary.

7.4 CxO Institute may reject any branding/materials that are unlawful, misleading, defamatory, discriminatory, or likely to bring the Event or CxO Institute into disrepute.

7.5 No exclusivity or category exclusivity is granted unless expressly stated in the Booking.

7.6 You grant CxO Institute a non‑exclusive, royalty‑free licence to use your name and logos to promote the Event and your participation (including on the event website, social media, email marketing and onsite materials). You may withdraw consent for future promotions by written notice, but this will not affect materials already produced or scheduled.

8. Speaking sessions

8.1 Where the Booking includes a speaking session, you shall provide speaker details, session title/abstract and presentation materials by the deadlines notified by CxO Institute.

8.2 CxO Institute may reasonably require changes to session title/abstract and/or presentation materials to align with the Event programme, attendee expectations, and legal/compliance requirements.

8.3 CxO Institute may curtail or stop any speaking content which is unlawful, discriminatory, defamatory, or otherwise likely to cause material reputational harm to the Event or CxO Institute.

8.4 You are responsible for ensuring you have all necessary rights and permissions to use any third‑party content included in your presentation.

9. Hosted dinners / private events

9.1 Where the Package comprises or includes a hosted dinner, private dinner or other hosted event (the “Dinner”), the Booking will set out the agreed deliverables, including the agreed target number of senior executives (“Target Attendance”), the attendee profile or seniority criteria, branding and any other agreed inclusions.

9.2 CxO Institute will manage and control the guest list and invitations. You may provide target organisations, roles and individuals and, where the Dinner is wrapped around an Institute Event, may select preferences from Event attendees. We will use reasonable endeavours to accommodate those preferences, but do not guarantee the attendance of any specifically requested individual. For bespoke wrap-around Dinners, guest selection may be managed jointly, but CxO Institute retains final approval of attendees.

9.3 Dinner Attendance Commitment: CxO Institute commits to deliver not less than eighty per cent (80%) of Target Attendance as checked-in/present attendees meeting the agreed attendee profile or seniority criteria (the “Dinner Commitment”).

9.4 Measurement: “checked‑in/present” means physically present and recorded by CxO Institute (or its nominated host) within the first thirty (30) minutes of the Dinner start time.

9.5 If CxO Institute fails to meet the Dinner Commitment, your sole remedy is a Credit Note calculated pro‑rata as follows:

Credit Note Value

(Shortfall ÷ Target Attendance) × Relevant Fee

Shortfall

Target Attendance − Checked‑in/Present Attendees

Relevant Fee

Portion of the Total Fee attributable to the Dinner if stated in the Booking; otherwise the Total Fee.

9.6 The Credit Note shall be valid for twelve (12) months from issue, is non‑redeemable for cash, and shall not exceed the Relevant Fee.

9.7 Standard inclusions are as set out in the Booking. Any upgrades, additional guests, premium beverages, extended venue time, AV or other extras must be requested by you and agreed in writing in advance, and will be invoiced as additional charges.

10. Delegate data, contact exchange and permitted use

10.1 Each party shall comply with Data Protection Legislation and applicable direct marketing rules (including the Privacy and Electronic Communications Regulations) in relation to any personal data processed under or in connection with the Event.

10.2 Where relevant to the Package, CxO Institute may provide:

• pre‑event profile intelligence (for example: role, organisation, sector interests, projects, hobbies and other profiling information); and
• post-event contact details (email and telephone number) for (i) attendees who participated in a one-to-one meeting with you; (ii) attendees who attended your speaking session(s); (iii) attendees who attended your Dinner; and/or (iv) attendees who connected with you via the Event app.

10.3 You may use profile intelligence and contact details solely for follow‑up and business development connected with the relevant meeting(s), session(s) or Dinner, and for no other purpose. You shall not sell, share, licence or otherwise make the data available to any third party.

10.4 Follow‑up window: unless an attendee has engaged in an ongoing dialogue with you (for example by responding, requesting information, or otherwise indicating continuing interest), you shall cease contacting that attendee and shall delete the attendee’s contact details no later than one hundred and eighty (180) days after the Event end date.

10.5 Telephone marketing: you must comply with applicable marketing rules, keep appropriate suppression/opt‑out lists, and stop contacting an attendee immediately if they object or opt out.

10.6 You must keep attendee contact details secure and limit access to staff who need it for the permitted follow‑up.

10.7 If you misuse attendee data or breach this clause 10 and that results in complaints, claims, regulator enquiries or costs for CxO Institute, you are responsible for those resulting losses and expenses.

11. Fees and payment

11.1 Unless otherwise stated in the Booking, all fees are payable to CxO Institute in full within fourteen (14) days of execution of the Agreement and in all cases prior to the relevant Event.

11.2 Where the Booking specifies a different payment schedule or payment date, the Booking shall apply.

11.3 CxO Institute reserves the right to withhold any information, attendee data, guest information, schedules or other Package materials and/or refuse Solution Partner Representatives access to the relevant Event or Package activity unless and until all fees due have been paid in full.

11.4 Bank details and payment methods may be set out on invoices or in the Booking. You shall pay any bank charges applied by your bank.

12. Amendments, postponement and cancellations

12.1 CxO Institute may alter the Event structure (including location, venue, date and features) for operational reasons.

12.2 If the Event is cancelled or postponed by CxO Institute due to events or circumstances beyond its reasonable control (including Acts of God, flood, failure of a material supplier, unforeseen occurrence, cancellation by the venue, travel disruption or other emergency), CxO Institute will reschedule the Event and you will be transferred to the appropriate re‑scheduled event (within 12 months).

12.3 Multi-event bookings and cancellation. Where the Booking covers participation at more than one Event, each Event is treated as a separate commitment with its own Event date and applicable fee (the “Event Fee”). Any cancellation notice must be given in writing and applies only to the specific Event identified in that notice. Cancellation of one Event does not cancel any other Event unless CxO Institute agrees otherwise in writing.

Cancellation notice received for the relevant Event

Amount retained / owed for that Event

More than 3 months prior to Event start date

50% of the Event Fee (plus VAT if applicable)

Within 3 months of Event start date

100% of the Event Fee (plus VAT if applicable)

12.4 Cancellation charges apply to the relevant Event as set out in the table above (unless the Booking states otherwise). Where the Booking includes pricing, discounts, added value or preferential terms based on booking multiple Events and the Solution Partner cancels one or more Events, CxO Institute may recalculate the fees and/or value for the remaining Event(s) using its then-current single-Event rate or the applicable rate for the revised number of Events. Any resulting shortfall shall become payable within fourteen (14) days of invoice, and CxO Institute may adjust remaining deliverables accordingly.

12.5 Non-payment and cancellation by CxO Institute. If any fees due are not paid in accordance with this Agreement, CxO Institute may retain any payment received and exercise its rights under clause 11.3. Where CxO Institute permanently cancels an Event and does not reschedule it within 12 months, the Solution Partner shall receive a Credit Note for the amount paid in respect of that Event, valid for 12 months and redeemable against any CxO Institute event worldwide. No refunds shall be made.

13. Liability and force majeure

13.1 Nothing in this Agreement excludes liability for death or personal injury caused by negligence, or for fraud or fraudulent misrepresentation.

13.2 Subject to clause 13.1, CxO Institute shall not be liable for loss of profits, loss of business, depletion of goodwill, or any indirect or consequential loss.

13.3 Subject to clause 13.1, CxO Institute’s total aggregate liability arising out of or in connection with this Agreement shall be limited to the Total Fee paid/payable under the Booking for the relevant Event.

13.4 CxO Institute shall have no liability where it is prevented from or delayed in performing its obligations by acts, events, omissions or accidents beyond its reasonable control (including those listed in clause 12.2).

14. Insurance

14.1 You are responsible for your own property and equipment and should maintain appropriate insurance to cover your participation and any liabilities and risks arising in connection with the Event.

14.2 CxO Institute is not responsible for the safety of any property of the Solution Partner and shall not be liable for its loss, damage or destruction except to the extent caused by CxO Institute’s negligence.

15. Miscellaneous

15.1 Assignment: you may not assign, sublet or share rights under this Agreement without CxO Institute’s prior written consent.

15.2 Entire agreement: this Agreement constitutes the complete agreement between the parties and supersedes prior discussions and agreements relating to the Event.

15.3 Notices: notices may be given by email to the addresses set out in the Booking (or such updated address notified in writing).

15.4 Governing law and jurisdiction: this Agreement is governed by English law and the parties submit to the jurisdiction of the courts of England.