Hosted Meetings Program Terms & Conditions
1. Complimentary passes:
Participation in the event Hosted Meetings Program provides a complimentary pass to the event (December 6 – 7, 2023, San Francisco) and reimbursement of travel expenses up to $500 for qualifying individuals.
To qualify, individuals must: (a) be responsible for buying or evaluating technology solutions for their company, and (b) agree to take at least three (3) 15-minute onsite meetings with participating sponsors, determined by a double opt-in process. The purpose of which is to create value for all involved.
3. Meeting times:
You must commit to being available for the time slots dedicated to the Hosted Meetings Program meetings by VC Innovations on December 6 – 7, 2023. You will need to keep these times available until you receive your final schedule of meetings shortly before the event. Your final set of three (3) 15-minute meetings may be spread across the hosted meetings sessions.
4. Travel arrangements:
You are responsible for making your own travel and accommodation arrangements to attend the event. You will be reimbursed following attendance to all hosted meetings, completion of the reimbursement form and submission of receipts. The deadline for form and receipt submissions is 19th January 2024.
5. Program participation:
We will contact you prior to the event to arrange your meetings using our hosted meetings platform. You agree to participate in the process, including (a) sharing information about your company and job role (b) selecting sponsors for potential meetings, and (c) adding meetings to your calendar.
Following the event, you agree to provide post-event feedback on the Hosted Meetings Program and each meeting. You agree to respond to requests within the stated deadlines. Unresponsiveness to our deadlines and outreach to you may result in you being disqualified from the Hosted Meetings Program for the event in future years.
6. One-to-one meetings:
We will not accept requests to combine meetings with other individuals from your organisation that might also be participating in the Hosted Meetings Program. If more than one person from your organisation is enrolled in the Hosted Meetings Program, each person must complete their own set at least three (3) one-to-one meetings. If you are unable to attend your meetings alone for any reason, please email email@example.com as soon as possible. You may not be eligible to receive a travel/hotel reimbursement or a complimentary event ticket.
7. Failure to complete meetings:
If you attend the event but do not complete your scheduled meetings: (a) we will not be responsible for any costs associated with your travel or hotel and you will not receive any reimbursement, (b) we reserve the right to invoice your company for $799 for the event ticket as per the authorisation you agree to below, and (c) you may also be excluded from qualifying for the event Hosted Meetings Program in future years.
Notwithstanding the foregoing, we reserve the right to prorate your travel / hotel reimbursement calculated based on the total meetings for which you were scheduled but did not attend.
8. Cancellation & substitutes:
If you are approved for the Hosted Meetings Program but are unable to participate even though you are still with your organisation, you must agree to suggest one or more substitutes from your organisation as your replacement for the program. Acceptance of any substitute is subject to prior approval via
If you cancel your participation in the Hosted Meetings Program and are not able to provide an approved substitute, this may result in you being unable to qualify for the event Hosted Meetings Program in future years.
9. Notice of employment change:
If you are (a) no longer employed by the institution based upon which you are approved to participate in the Hosted Meetings Program prior to the event, or (b) you will be in your notice period at the time of the event, you must let us know as soon as possible so that we can assess your participation in the program through your new employer.
In such cases, you may no longer be eligible to participate in the Hosted Meetings Program or to receive travel / hotel reimbursement or a complimentary event ticket depending on the remit of your new role and organisation. Failure to notify us may result in you being prevented from qualifying for the event Hosted Meetings Program.
10. Reimbursement process:
As the final step to receiving your travel and hotel reimbursement of up to $500 for qualifying individuals, we require that you complete a feedback form providing an evaluation of each meeting (we will also ask participating sponsors to provide feedback on their meetings with you). Please note that the event will not reimburse for any mileage, points or rewards used for travel. Reimbursement is conditioned upon completing all scheduled meetings and submitting the feedback survey and travel / hotel receipts following the event within our stated deadlines.
11. Invoice details:
You agree to provide a business address for the invoice and authorise an invoice to be issued if you do not complete your schedule of meetings as described in section seven (7) above.
12. Information sharing:
The event reserves the right to share any information you provide to us with participating sponsors at various stages of the Hosted Meetings Program. Notwithstanding the foregoing, we will share your email address with those participating sponsors that you will meet as part for the Hosted Meetings Program.
Qualification for the Hosted Meetings Program is determined by VC Innovations and may be revoked at any time. By completing registration, you agree to the event Terms & Conditions.
13. Registration deadlines:
If you register your ticket before midnight of November 7, your event ticket entitles you to inclusion in the Hosted Meetings Program. No extensions or exceptions can be granted to this deadline and no refunds will be provided for individuals who want to participate but do not register their ticket before the deadline.
Deadlines are subject to change at the discretion of the event.
14. Pre-event process and timelines:
The event will provide you with clear guidelines and instructions on the inputs required from you (and associated deadlines) preceding the event as part of the Hosted Meetings Program. These inputs and timelines are needed in order to ensure that you and other Hosted Meetings Program participants have the best experience. Failure to provide inputs on a timely basis will result in a sub-optimal experience for you at the Hosted Meetings Program and may result in your inability to participate in the Hosted Meetings Program. The event take no responsibility for failure to follow these guidelines resulting in a sub-optimal experience.
All meetings that the event schedules are double opt-in (both participants must express interest in meeting each other) and subject to (1) the onsite availability indicated by participants, (2) interest levels, and (3) other scheduling factors. The event does not guarantee that participants will receive meetings.