Rise of the Realms Sponsorship Terms and Conditions
These terms and conditions apply to all sponsors participating in Rise of the Realms on February 1-2, 2025, in Richmond, VA. By submitting a sponsorship application and agreeing to sponsor the event, you (the sponsor) agree to the following terms:
Apply for Sponsorship
Overview of Sponsorship Agreement
Sponsorship Confirmation
Sponsorship Acceptance: Sponsorship opportunities are subject to availability. Upon receipt of your application, our team will review and confirm your participation.
Payment Terms: Full payment must be made within 7 days of sponsorship approval to secure your spot and ensure your benefits are activated. Payment is non-refundable unless otherwise specified.
Late Payments: If payment is not received within the stated timeline, your sponsorship benefits may be revoked, and the opportunity will be offered to another sponsor.
Sponsor Benefits Overview
Sponsor Recognition
Depending on your chosen package, your brand will receive exposure through digital, print, and event signage, as outlined in the sponsorship tier benefits.
Brand Placement
Rise of the Realms will ensure that logos, banners, and promotional materials are placed in high-visibility areas or locations agreed upon, subject to event logistics.
Interactive Opportunities
Sponsors who opt for interactive brand activations (e.g., workshops, VR demos) will coordinate with the event team to ensure proper setup, timing, and audience engagement.
Promotion Deadlines
All promotional materials (logos, advertisements, etc.) must be provided by December 15, 2024, to guarantee inclusion in printed programs and digital promotions.
Marketing and Promotional Use
Use of Sponsor Logos
Rise of the Realms is permitted to use the sponsor's logo, name, and provided promotional materials in connection with the event's marketing, both online and offline.
Co-branded Promotions
Co-branded contests, giveaways, or product promotions will be subject to mutual agreement on terms, and sponsors agree to provide necessary materials (such as product samples) in a timely manner.
Sponsor's Use of Event Logo
Sponsors are allowed to use the Rise of the Realms logo for promotional purposes but must first seek approval from the event team to ensure branding consistency.
Sponsor Responsibilities
Compliance with Guidelines
All sponsor activities, including booth setup, interactive displays, and brand activations, must comply with the event's safety, legal, and aesthetic guidelines. The event organizers reserve the right to approve or reject any activation deemed inappropriate or unsafe.
Product or Service Sponsorship
Sponsors offering products or services as part of a contra sponsorship must ensure that items are delivered and available for use during the event, according to the agreed schedule.
Cancellation and Changes Policy
Cancellation by Sponsor
If you wish to cancel your sponsorship, you must provide written notice to the event team. Sponsorship fees are non-refundable unless cancellation is due to extenuating circumstances (at the event team's discretion).
Cancellation by Organizer
In the unlikely event that In the Rise of the Realms is canceled or postponed due to unforeseen circumstances (e.g., extreme weather, pandemic, government regulations), sponsors will have the option to receive a credit toward future events or a partial refund, depending on the nature of the cancellation.
Changes to Event
The event organizers reserve the right to make changes to the schedule, venue, or programming as necessary. Sponsors will be informed of any significant changes that may affect their participation.
Liability Information
  • Event Organizer Liability: Rise of the Realms organizers are not responsible for any loss, damage, or injury to sponsors, their representatives, or their property. Sponsors must take appropriate precautions to safeguard their materials and equipment during the event.
  • Sponsor Liability: Sponsors assume full responsibility for any damages or injuries caused by their booth, products, or staff. Sponsors must also comply with all local laws and venue regulations.
Liability Information
7. Indemnification Sponsor Indemnity: The sponsor agrees to indemnify and hold harmless Rise of the Realms and its organizers, staff, volunteers, and venue partners from any claims, liabilities, losses, or damages resulting from the sponsor's activities during the event, including, but not limited to, accidents, injuries, or property damage.
Media and Photography Guidelines
  • Media Coverage: Sponsors acknowledge that Rise of Realms may be recorded, photographed, or filmed for promotional purposes. By sponsoring, you agree that your brand's participation may be included in this coverage without compensation.
  • Sponsor Filming/Photography: Sponsors may take photos or film their participation at the event, but any media production must not interfere with the event flow or other sponsors.
Media and Photography Guidelines

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Confidential Information

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Event-Related Data

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Non-Disclosure
Confidentiality Confidential Information: Sponsors may receive confidential information related to the event (e.g., attendee data, event logistics). Such information must be kept confidential and not disclosed to any third party without express permission from the event organizers.
Confidentiality and Force Majeure
  • Force Majeure Unforeseen Circumstances: Neither party shall be liable for failure or delay in fulfilling obligations due to causes beyond their control, including natural disasters, war, government action, pandemics, or other force majeure events.
  • Mitigation and Adjustment: In such cases, the event organizers will work with sponsors to mitigate the impact and adjust deliverables accordingly.
  • Acknowledgment: By agreeing to these terms and conditions, you acknowledge that you have read, understood, and accept the responsibilities and obligations of being a sponsor at In the Dark Realms Con 2025.
For any further questions or clarifications, please contact our sponsorship team at [email protected]