Sponsorship Terms

This document outlines the terms and conditions for Services provided by Blue Pen to Sponsor in connection with the Blue Pen Writers' Conference (hereinafter known as "the Event"), which shall be held on February 1–2, 2025, at Hilton Knoxville Airport, 2001 Alcoa Hwy, Alcoa, TN 37701.

1. Term & Termination

This Agreement has been concluded only for the Event. Except for the confidentiality clause below, issues regulated in this Agreement are valid only until the end of the Event.

Organizer may terminate this Agreement at any time for any reason. In the event that Organizer terminates this Agreement for any reason other than Sponsor’s breach of Agreement or cancellation of the Event, Organizer shall refund any fees received from Sponsor and return any materials or products provided or loaned by Sponsor, at Sponsor’s expense.

If the Event is canceled, Organizer shall refund any fees received from Sponsor, less a 10% processing and administrative fee, and return any materials or products provided or loaned by Sponsor, at Sponsor’s expense. Alternatively, if the Event is canceled, Sponsor can apply the entire sponsorship fee to the next year’s event.

2. Fees & Services

Sponsorship packages shall be procured using the online form, which includes the fee and included Services for each option. Sponsorship packages

In order to initiate the Services, the Sponsor is required to make full payment on our checkout page. The payment will be processed immediately. The Services will commence upon successful payment confirmation. In the event of a payment that bounces due to insufficient funds or other reasons, Sponsor is responsible for any associated bank or transaction fees. Blue Pen reserves the right to suspend or terminate Services until the outstanding payment is successfully processed.

3. Event Attendance

Some sponsorship options include Event admission for two of Sponsor's representatives. Such options are clearly marked on the online sponsorship form.

All attending representatives agree to the Conference Attendee Terms, available at https://conference.bluepenbooks.com/conference-attendee-terms.

4. Promotion Rights

Organizer shall provide the following rights to Sponsor:

  • Sponsor shall have the right to use Blue Pen's Trademarks and the name of the Event for purposes of Sponsor's promotional activities, including advertising;
  • Sponsor shall have the right to use photos from the Event provided by Blue Pen for purposes of Sponsor's promotional activities, provided such use does not infringe upon the rights of Blue Pen, its representatives, or any Event participant. Such infringement would include, but is not limited to, defamation or infringement or intellectual property rights.

5. Trademarks and Trade Names

Sponsor’s Trademarks, Service Marks, Trade Names, Copyright, Intellectual Property, and all other identifications which may be identified with Sponsor’s products or services (hereinafter referred to as "Trademark") shall remain as property of Sponsor.

Blue Pen is authorized to use Sponsor’s Trademark in any and all advertising and promotional materials of Organizer for the Event with reasonable care that doing so shall not negatively affect Sponsor’s reputation. Blue Pen shall not manufacture merchandise using any of the Trademarks without the Sponsor’s prior written consent.

6. Merchandising

Blue Pen shall take all reasonable measures to ensure that any and all merchandise manufactured for the Event that shall bear the name or logo of Sponsor shall be of high quality and commercial standard and shall be free from any defects or deformities.

7. Expenses

All costs, fees, and expenses for the following items shall be Sponsor's responsibility, including but not limited to the cost of products, shipping, and printing:

  • Conference tote contributions
  • Door prize contributions
  • Products and/or information displayed on behalf of Sponsor
  • Unless special arrangements are otherwise made in writing, fees and expenses not listed above will be Blue Pen's responsibility.

8. Confidentiality

The Parties agree to maintain the confidentiality of information including but not limited to contact information, sales strategies, and fees. Neither Party will share the other's confidential information without the written consent of the other Party.

9. Independent Contractor

This Agreement does not create an employer-employee relationship, an agency, partnership, joint venture, or any other similar legal or business relationship. Neither Party will represent or make commitments on behalf of the other.

10. Indemnity

Sponsor will indemnify, defend, and hold Blue Pen harmless from and against any claims relating directly or indirectly to, or arising out of, use of Sponsor’s materials, logos, and Trademarks.

Blue Pen will not be responsible for damage to or loss of property belonging to Sponsor or its employees, contractors, or agents or for personal injury to Sponsor or its employees, contractors, or agents except to the extent that claims may be solely and directly attributed to willful misconduct or gross negligence of Organizer.

11. Governing Law; Jurisdiction; Interpretation; Severability

This Agreement shall be construed and enforced under the substantive laws of Tennessee. Any dispute related to this Agreement shall exclusively be brought in a state or federal court located in Tennessee. Headlines are for reference only and shall not affect the meaning of any terms, covenants or conditions hereof. If any provision of this Agreement is held invalid, illegal or unenforceable, the remaining provisions will continue unimpaired.

12. Entire Agreement

These Terms contains the entire agreement between the parties with respect to the subject matter hereof and supersedes and replaces any prior or inconsistent agreements, negotiations, representations and promises, oral or written. No modification of these Terms nor any failure or delay in enforcing any term, exercising any option or requiring performance shall be binding or construed as a waiver unless agreed to in writing by the parties hereto.