IMPACT23

Inviting You to Host A Regional Event
December 7, 2023

What is an NAEM Sustainability IMPACT Regional Event?

NAEM is offering the opportunity for members to host a regional event for local EHS&S professionals in their area to network, benchmark and watch NAEM’s Quarter 4 Sustainability Impact program. Hosts of the event will also lead a benchmark session on one or all of the discussion topics on the Sustainability Impact Quarter 4 program with attendees. The event will take place on December 7, 2023 and the host will have the flexibility to decide if it should be a morning breakfast event, mid-day, or afternoon/happy hour program.

Hosting a Regional Event is a wonderful way for NAEM members to connect in-person with their local in-house EHS&S community, especially at a time when corporate travel is still limited. It’s also an excellent opportunity for you to take an active role in bringing the NAEM community together.

With NAEM providing the program content and discussion guides, you won’t have the burden of recruiting speakers or creating the agenda from scratch. Your outreach efforts will be bolstered by NAEM’s branding, and national marketing support.

Value of Hosting a Regional Event

Hosting a NAEM Regional Event is a great way to demonstrate your commitment to the EHS&S community, your thought leadership and your membership in NAEM.

Regional Event Hosts are responsible for the event logistics and event execution as well as for getting attendees to the event.

NAEM National will support all of the Regional Events on our website that gets 1,000+ impressions a week and through our email marketing to 20,000+ EHS&S professionals. With your own company and NAEM marketing the event, you’ll have great branding among the EHS&S community.

Regional Event Host Guidelines

The following are guidelines for the operation of the Regional event:
The Regional event should be held at an office meeting space or off-site business-friendly venue

Suggested (but not required) size of the venue is a room that can seat a minimum of 25-30 guests

Hosts are asked to provide some type of networking experience in association with the regional event content. The below bulleted list are some recommendations:

Food (during the event and/or at a reception afterwards)
Beverage (during the event and/or at a reception afterwards)

If alcoholic drinks are offered they must be capped at 2 drinks per person for safety purposes
Hosts are responsible for complying with all local laws and regulations related to providing alcohol

Hosts are responsible for the day of event execution and Logistics
Hosts are the MC’s of these Regional events

Provide a welcoming onsite experience
Facilitate the discussion session
Manage attendee greeting, event check-in process
Assure adherence to facility/company security protocols (i.e., accompany guests from check-in to event location)
Use the NAEM script as a guideline for welcome, breakout discussion & closing remarks

Provide AV equipment and support to share the NAEM provided content

Screen
Audio amplification for recorded content
Internet connection

Use NAEM Branded Signage

Hosts should print and display at least one NAEM-branded sign to provide visual acknowledgement for the program

NAEM will provide a print-ready file for a variety of onsite signage

Hosts should use NAEM- branded PPT Slides for MC’ing the event

Marketing of the Regional Event
The host is responsible for the attendance at the Regional event

NAEM National will promote both the Virtual and Regional events and will meet with the hosts to help create an outreach effort
Hosts should aim to distribute a minimum of 4 emails to your marketing/peer outreach lists inviting EHS&S professionals to the event and to register for it through NAEM’s website
NAEM Affiliate Hosts must include information about the regional event on their website with a link to register on NAEM’s website

Emails promoting the event to an Affiliate/Corporate marketing list should include NAEM’s logo
NAEM is available for pre-approval of the email to ensure it follows NAEM’s branding standards

Host Benefits & Pricing

Cost: $950

Host Benefits:

Opportunity to Host an NAEM Regional Event
NAEM’s Impact23 recorded content to share live on December 7 with regional event attendees
Registration and list management for all regional events through NAEM’s website
Regional event registration list (names, titles, companies and email addresses)
NAEM branded PPT slides and print-ready signage
4 complimentary registrations for employees of the host company to attend (valued at $600)
6 complimentary registrations for local EHS&S professionals to attend (valued at $950-$1,050)
Company logo included in minimum of 6 electronic outreach announcements or as many marketing emails are left from when the sponsor signs on
Sponsorship recognition with logo on Impact23 conference website

Logo on Impact23 website will link to your company website to push traffic there. NAEM receives 1,000+ impressions a week to the website

Sign Up to be a Regional Event Host

Please submit the form at the button below to share you interest in hosting a regional event. Forms will be approved on a rolling basis in a first come, first served order. The latest date to submit a form is Friday, September 29, 2023. All approvals will be made by Wednesday, October 4. NAEM will announce regional event locations and sign up instructions publicly to the NAEM community on a rolling basis as regional events are approved.

Forms must include the following information:

The location city, date and time of the proposed regional event
Your company name

Signed terms, agreement and payment is required in advance of any promotion of a regional event
No more than one regional event will be approved per 200 mile radius
Please email sales@naem.org with any additional questions

Terms & Agreement

HOSTING AN NAEM IMPACT23 REGIONAL EVENT

TERMS AND CONDITIONS

These are the terms and conditions (this “Agreement”) governing your registration to host an in-person live event for the Impact23 Sustainability Impact Series Conference on December 7, 2023 (the “Event”), being held in coordination with The National Association for Environmental, Health & Safety, and Sustainability Management (“NAEM”). By registering as a host you agree to these terms, which form a binding legal contract between NAEM and you (“you,” “your,” or “Host”). If you are registering on behalf of an entity or organization, you represent and warrant that you have authority to bind that entity or organization to this Agreement.

1. INTRODUCTION.

NAEM is a nonprofit corporation, tax exempt under Section 501(c)(6) of the Internal Revenue Code, dedicated to empowering corporate leaders to advance environmental stewardship, create safe and healthy workplaces, and promote global sustainability.
In connection with the Event, NAEM has produced the Program Material that will be distributed to the Host in accordance with this Agreement.
The Host is a member of NAEM and by registering as a host indicates its desire to promote, organize, and stage the Event pursuant to the terms and conditions set forth in this Agreement.

2. DEFINITIONS.

Unless otherwise clearly required by the context, when used in this Agreement, the following terms will have the following described meanings:

“Force Majeure Event” means in relation to any party any extraordinary circumstances beyond its reasonable control, such as serious fire, storm, and/or flood, earthquake, explosion, acts of a public enemy, war, insurrection, terrorist act or threat of terrorist act, sabotage, epidemic, or pandemic, but for the avoidance of doubt does not include either the Host being unable to fulfill its obligations under this Agreement as a result of a lack of funds or being or becoming insolvent.

“Intellectual Property” refers to any and all of NAEM’s trademarks, service marks, trade names, logos, color schemes, designs, and related commercial material, symbols, and Program Material, whether or not registered by NAEM, and all goodwill related thereto, associated with the products, or any other business, products and services of NAEM.

“Program Material” means any and all advertising, educational, promotional or other material supplied by NAEM, in or on any media or platform, in connection with the Event.

“Venue” means the whole of the facility, which throughout the Event shall be controlled by the Host, including but not limited to the main conference area, technical areas, car parking facilities, and any other areas to which guests will frequent or are admitted, and all other areas necessary for the Event, and as the context may require.

3. APPOINTMENT.

NAEM hereby grants to you, and you accept, subject to the terms, conditions, and obligations of this Agreement, a limited, non-exclusive, and non-transferrable license to use the Program Material solely in connection with the Event. NAEM may revoke this license at any time in the event of a cancellation of the Event or your violation of the terms of this Agreement. You will not, and will not permit any person, directly or indirectly, to modify, alter, redistribute, or create other derivative works of the Program Material.
You must at all times comply with your obligations under this Agreement and must continuously use your best efforts to promote and operate the Event. You shall utilize all Program Material solely in connection with the Event, in accordance with the methods prescribed by NAEM. In connection with the promotion of the Event, you agree and consent to NAEM’s use of your name and location of the Venue in connection with NAEM’s promotional material.
You acknowledge that the contents, and in particular the Program Material, are confidential and agree, unless disclosure is required by law, to take whatever measures are reasonably necessary to preserve such confidentiality. The duties of the parties hereunder shall survive the expiration or earlier termination of this Agreement.

4. HOST RESPONSIBILITIES.

Host a regional event in connection with the Event at a Venue of suitable size to accommodate the guests.
Ensure that the Venue complies with all local, county, and state zoning ordinances, and offers adequate seating for all guests.
Actively promote and market the Event by sending a minimum of six emails (or other correspondence) to your marketing lists encouraging guests to sign up via a NAEM website link which shall be made available on your website. All emails promoting the event should include NAEM’s logo and be pre-approved by NAEM to ensure emails follow NAEM’s branding standards, such approval not to be unreasonably conditioned or delayed.
As recommended by NAEM, provide food and beverages for all guests on the day of the Event, at your sole discretion, cost, and expense. Alcohol may also be served at your discretion, provided that all guests shall be limited to 2 drinks per guest, and you otherwise comply with all local, county, and state laws regarding serving and consumption of alcohol at the Venue.
Provide all necessary and adequate audio and visual equipment for the recorded Program Material as well as to facilitate the live discussions.
Emcee the onsite experience by managing Event check-ins and logistics, and facilitating the live discussions.
Use all NAEM branded Program Material, marketing material, and any provided scripts, and follow guidance with respect to break-out session facilitation, and opening and closing remarks.
Ensure all COVID-19 measures currently recommended by the CDC in connection with hosting a live event are in place and strictly followed.
Ensure that you have sufficient, suitable, and qualified personnel to enable you to meet your obligations under this Agreement.

5. INTELLECTUAL PROPERTY RIGHTS.

The Host hereby acknowledges and agrees that it shall not acquire any ownership or intellectual property rights with respect to the Program Material or any other Intellectual Property relating to the Event (including, for the avoidance of doubt, the Event, and the Event logos), which shall remain vested in NAEM. The Host shall do all acts and execute all documents necessary in order to ensure that all such rights remain vested in, or are assigned to, NAEM.
Upon expiration or termination of this Agreement, the Host shall cease and desist any and all use of the Program Material and other Intellectual Property owned by NAEM and any adaption thereof and shall return or destroy all tangible copies thereof and destroy all digital copies thereof.

6. FEES.

Host agrees to pay the $950 non-refundable registration fee due at the time of signing on as a sponsor.
Any other costs or expenses incurred by the Host in connection with the Event or in connection with the performance of your obligations under this Agreement shall be borne solely by you.

7. CANCELLATION / RESCHEDULING OF EVENT. The parties acknowledge and agree that the Event may be abandoned, cancelled, or rescheduled. In the event of any change to the Venue and/or the Event dates, the parties shall provide written notice to each other and to the guests of such change as soon as reasonably practicable and no later than Monday, November 27, 2023. If the Event is cancelled, curtailed, abandoned, or rescheduled, or the Venue is changed, as a result of Force Majeure or otherwise, the Host agrees that it shall not, under any circumstances, seek to recover any form of compensation from NAEM and hereby waives any and all rights, which it may have at any time to seek any compensation or reimbursement from NAEM resulting from the cancellation, curtailment, abandonment, or rescheduling of the Event.

8. TERM; TERMINATION. This Agreement shall take effect upon your registration and shall continue, unless terminated earlier in accordance with this Agreement, for a period of 1 month after the Event. Either party may terminate this Agreement at any time 30 days prior to the date of the event by giving written notice to the other party.

9. REPRESENTATIONS AND WARRANTIES. The Host represents and warrants to NAEM that it has the full right, power, and authority to enter into and perform its obligations under this Agreement and its performance of this Agreement will not breach any other agreement or obligation (including any law, regulation, license provision, order, judgment or decree) by which it is bound.

10. DISCLAIMERS.

You are soley responsible for the success of the event, and shall not receive any guidance, advice, or direction from NAEM in connection with hosting the event, except as provided in this agreement.
All program material is provided on an "as is" basis with all faults. To the maximum extent permitted by applicable law, NAEM disclaims any and all representations and warranties relating to (i) the program material provided by naem, whether express, implied, or statutory, including any warranties of merchantability, fitness for a particular purpose, accuracy, non-infringement, or non-interference; and/or (ii) the attendance at or the success of the event.

11. LIMITATION OF LIABILITY. You expressly acknowledge and agree that NAEM shall not, under any circumstances, be liable to you for any indirect, incidental, consequential, special, exemplary, or punitive damages arising out of or in connection with the event and your obligations as a host, including but not limited to, any and all losses related to covid-19, attendance of the event or lack thereof, cancellation of the event, consumption of alcohol at the venue, or any other losses whether based on breach of contract, breach of warranty, tort (including negligence, or any other pecuniary loss) whether or not host has been advised of the possibility of such damages. Under no circumstances shall NAEM be liable to you for any amount.

12. INDEMNIFICATION; RELEASE. You shall indemnify, defend, and hold NAEM, its officers, employees, agents, contractors, representatives, and affiliates harmless from and against all claims, damages, losses, and expenses (including reasonable attorneys' fees and other litigation expenses) (“Claims”) arising out of or related to the Event and your obligations as a host. You irrevocably and unconditionally release and covenant not to sue or pursue any claim against NAEM and its subsidiaries, its officers, employees, agents, contractors, representatives, and affiliates, for any and all damages, liabilities, causes of action, judgments, and Claims which may arise in connection with the Event and your obligations as a host.

13. MISCELLANEOUS.

Relationship of the Parties. The parties agree that this Agreement does not, and will not, be construed as or constitute an agency, partnership, or joint venture between the two parties.
Severability. If any court of competent jurisdiction finds any provision of this Agreement unenforceable, such provision will be changed and interpreted to accomplish the objectives of such provision to the greatest extent possible under applicable law and the remainder of this Agreement will continue in full force and effect.
Governing Law. This Agreement will be governed by the laws of the District of Columbia.
No Waiver of Rights by NAEM. NAEM’s failure to exercise or enforce any right or provision of this Agreement shall not constitute a waiver of such right or provision.
Entire Agreement. This Agreement constitutes the entire agreement between the parties regarding the subject hereof and supersedes all prior or contemporaneous agreements, understandings, and communication, whether written or oral, relating to such subject matter.

BY CLICKING ON THE "ACCEPT" BUTTON, YOU ARE CONSENTING TO BE BOUND BY ALL OF THE TERMS OF THIS AGREEMENT.