Sponsorship & Exhibitor Agreement

10th International Conference on Immersion and Dual Language Education (#Global27)

March 16–19, 2027  •  JW Marriott Reston Station, Reston, Virginia

This Agreement is entered into between the Dual Language and Multilingual Alliance/DLMA (the “Alliance”) and [Sponsor company legal name] (the “Sponsor”) for sponsorship of, and/or exhibit participation in the 10th International Immersion and Dual Language Education Conference (the “Conference”). The Conference is presented by Avant and the Alliance and hosted by the Southern Atlantic Language Collaborative (SALC) and the Virginia Dual Language Educators Network (VADLEN). It takes place March 16–19, 2027 at the JW Marriott Reston Station, Reston, Virginia (the “Venue”). This Agreement sets out the package selected, what each party will provide, payment, and the terms of participation.

1.  Sponsorship Package

The Sponsor has selected the [level] package for a total investment of $[amount]. The levels and pricing are summarized below; the benefits included at each level are set out in full in the #Global27 Sponsorship Prospectus, available at https://dli-alliance.org/wp-content/uploads/2026/06/Global-27_IDLE-Sponsorship-Packages.pdf, which is incorporated into this Agreement by reference. Where this Agreement and the Prospectus conflict, this Agreement controls. Availability is limited at each level and is confirmed on a first-come, first-served basis upon receipt of the deposit.

2.  Payment Terms

Unless the parties agree otherwise in writing, the Sponsor will pay 50% of the total investment within 15 days of signing this Agreement to confirm the package, and the balance no later than January 31, 2027. Payment may be made by check, ACH, or credit card per the invoice. Benefits are reserved but not confirmed until the deposit is received, and the Alliance may withhold delivery of benefits, including exhibit space and session slots, if payment is not current.

3.  What the Sponsor Will Provide

So the Alliance can fulfill the agreed benefits, the Sponsor agrees to provide by the deadlines the Alliance sets:

•  A print-ready logo and any ad, video, or slide artwork in the requested formats and specifications;

•  Session titles, descriptions, and presenter details for any included speaking slots;

•  The names of booth staff and complimentary registrants;

•  Any push-notification, custom-card, or in-app advertising copy; and

•  Any swag or printed materials for welcome packs or its booth, for which the Sponsor is solely responsible.

The Sponsor confirms it holds all necessary rights to the logos, artwork, video, and materials it provides and that they do not infringe any third party’s rights.

4.  Exhibit Space

If the Sponsor’s package includes booth or exhibit space (Executive, Premier, or Regular, as specified for the selected level), the Alliance will assign the space and provide the standard booth furnishings for that type. Wireless internet is provided by the Venue. Additional furnishings, electrical, hard-wired internet, audiovisual, and shipping or drayage are the Sponsor’s responsibility and expense. The Sponsor will set up and staff its space during the published exhibit hours and remove all materials by the stated teardown time. The Sponsor may not assign, sublet, or share its space without the Alliance’s prior written consent, will keep its activities within its assigned space, and will comply with all Venue rules. Booth packages include registration for core booth staff; additional booth personnel may be registered at the Conference’s published rate.

5.  Use of Names & Logos

Each party grants the other a limited, non-exclusive, non-transferable license to use its name and logo solely to carry out this Agreement: the Alliance may use the Sponsor’s name and logo to recognize its sponsorship in Conference materials, and the Sponsor may state that it is a sponsor of the Conference and use the Conference name and logo for that purpose, following any brand guidelines the Alliance provides and subject to its reasonable approval. Neither party may imply any endorsement, partnership, or relationship beyond the sponsorship described here. All rights not expressly granted are reserved, and each party’s marks remain its own property.

6.  Conduct & Code of Conduct

The Sponsor and each of its staff and representatives agree to comply with the Conference Code of Conduct & Participant Agreement, which is available at this link and incorporated into this Agreement by reference, including its provisions on non-discrimination, the limits on solicitation outside approved exhibit space, non-disparagement, the recording release, and the assumption of risk and release of liability. By signing below, the Sponsor accepts those terms on behalf of itself and its representatives.

7.  Liability, Release & Indemnification

The Sponsor is responsible for its own personnel, property, products, materials, and exhibit space, and assumes the risks of participating in an in-person event. To the fullest extent permitted by law, the Sponsor releases and agrees to indemnify and hold harmless the Dual Language and Multilingual Alliance, Avant, the host organizations (SALC and VADLEN), other sponsors, the Venue, and their respective officers, employees, volunteers, and agents from any and all claims, demands, liability, loss, or expense (including reasonable attorneys’ fees) for injury, illness, death, loss, or damage, whether physical or emotional, arising out of or relating to the Sponsor’s participation, products, services, materials, representatives, or breach of this Agreement, except to the extent caused by the Alliance’s gross negligence or willful misconduct.

Except for the Sponsor’s indemnification obligations, neither party will be liable to the other for indirect, incidental, or consequential damages, and the Alliance’s total liability under this Agreement will not exceed the amount the Sponsor has actually paid to the Alliance.

8.  Cancellation & Refunds

If the Sponsor cancels, the refund of the sponsorship investment depends on how much notice the Alliance receives before the first day of the Conference, as follows:

Regardless of notice, any third-party costs already incurred on the Sponsor’s behalf (such as custom signage, printed materials, or branded items) and any benefits already delivered are non-refundable. If the Alliance cancels the Conference, or if it is cancelled or postponed due to circumstances beyond the parties’ reasonable control (for example, natural disaster, public-health emergency, or Venue closure), the Alliance will, at its discretion, refund the Sponsor’s payment on a pro-rata basis for benefits not yet delivered or apply it as a credit toward a rescheduled or future event; in that case the Alliance’s liability will not exceed the amount the Sponsor paid.

9.  General Terms

• Independent parties: The Sponsor and the Alliance are independent contractors; nothing here creates a partnership, joint venture, or agency.
• Assignment: Neither party may assign this Agreement without the other’s prior written consent.
• Governing law: This Agreement is governed by the laws of the State of Virginia, without regard to conflict-of-law rules.
• Amendments: Any change to this Agreement must be in writing and signed by both parties.
• Entire agreement: This Agreement, together with the Sponsorship Prospectus and the incorporated Code of Conduct & Participant Agreement, is the complete understanding between the parties.