Sponsorship terms and conditions 2026 (as at 18 December 2025)

The following rules set out the standard terms and conditions under which ALFI concludes a contract with a sponsor for the sponsorship of an ALFI event.

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The Association reserves the right, at its sole discretion, to refuse any sponsorship application or to decline any sponsor for any reason, including but not limited to, alignment with the Association's values, mission, and objectives. Such decisions shall be final and binding.

Entities interested in sponsoring one or more events organised by ALFI are invited to send an e-mail to events@alfi.lu to receive the agreement form. The completed form must be signed by the interested entity and returned to ALFI by e-mail.

In particular the following information must be provided:

• Full name and address of the entity
• The entity’s legal form (e.g. S.A., GmbH, etc.)
• The entity’s VAT identification number (which must match with the entity name provided in the contact section of the invoice)
• Name of the contact person and his/her contact details (e-mail address and telephone number) or generic billing e-mail address
• Date of signature
• Signature

As to the VAT number the following applies:

• For entities domiciled within the EU:
• VAT registered entities are obliged to provide a VAT number for reporting purposes. If the entity does not provide its VAT number or a wrong one, the invoice amount will be subject to a VAT rate of 17%.
• Entities that are not VAT registered should indicate ‘N/A’ in the VAT number section. A 17% VAT rate will be charged.
• For entities domiciled outside of the EU: it is not mandatory to provide a VAT number. The entities should indicate ‘Non-EU’ in the VAT number section. A 17% VAT rate will be charged.

If any of these details are missing or incorrect, ALFI will ask the entity to complete or correct the data, which may lead to a delay of the entity’s pre-event visibility (e.g. the logo will only be displayed on the website once the information is complete).

The agreement shall enter into force upon final confirmation by ALFI.

Individual logistical details (e.g. the use of a logo, booth location, etc.) and deadlines of each event will be provided to the contact person(s) indicated in the sponsorship agreement form.

ALFI authorises entities with which an agreement has been reached to act as official sponsor of the respective event(s), or to benefit from other agreed options.

The sponsor shall pay to ALFI the applicable sponsorship fees.

2025 sponsorship packages: An invoice is sent from January 2026 to the invoice address indicated in the sponsorship agreement form; the invoice amount must be paid by the date that is indicated on the invoice and in any case prior to the first sponsored event.

VAT applies in accordance with European and Luxembourg regulations for exhibition and sponsorship as follows:

• If the invoice address is in Luxembourg or in a country outside of the EU: a 17% VAT rate applies.
• If the invoice address is in a country within the EU (except Luxembourg): VAT is due under the reverse charge mechanism.

(Early) cancellations by the sponsor

Cancellations received by ALFI in writing within 24 hours after the entity signed and submitted the sponsorship agreement form are subject to a 10% handling fee. Afterwards, the full cost as per the corresponding agreement is due.

Termination

The sponsorship agreement shall terminate after the end of the event or, in the case of annual agreements, at the end of the respective year, unless there is a case of permissible premature termination. If ALFI or the sponsor breaches an obligation under the sponsorship agreement, and the breach, if capable of remedy, is not remedied within thirty (30) days following receipt of written notice specifying the breach, then the respective other party may, by giving further written notice to the defaulting party, terminate the agreement after the end of such thirty (30) day period.

Either party may terminate the sponsorship agreement by written notice to the other on or at any time after the occurrence of any of the following events: (i) the other party becomes insolvent or goes into liquidation; (ii) the other party has a resolution passed or a petition presented for its winding-up or dissolution (other than for the purpose of a solvent amalgamation or reconstruction); (iii) the making of an administration order in relation to the other party, or the appointment of a receiver over, or an encumbrance taking possession of or selling, an asset of the other party; (iv) the other party making an arrangement or composition with its creditors generally or making an application to a court of competent jurisdiction for protection from its creditors generally; or (v) any event analogous to those set out in (i) to (iv) in any relevant jurisdiction.

ALFI reserves the right to amend the dates and technical/logistical details for each event, depending on the venue and other logistical factors.

ALFI organises most of its events as “in-person” or “hybrid” events, but it reserves the right to switch to a fully virtual format if required by specific circumstances. 

Special conditions for switching from a physical to a virtual event

In case of a conversion to a virtual event, the following approach will be applied:

• Sponsors and exhibitors will be informed about the change by e-mail
• Where applicable, sponsorship options will be automatically transferred to the corresponding virtual option
• Exhibitors will be offered the possibility to either transfer their commitment to a virtual exhibition booth, to choose another sponsorship option or to cancel their commitment concerning the exhibition
• Sponsorship and exhibition fees for virtual events will be applied

The following applies to reimbursements:

• Essential/Spotlight sponsorships and Sponsored sessions cannot be cancelled, but the difference between the fee of an in-person event to the corresponding virtual sponsorship fee will be reimbursed
• Exhibitors may cancel their commitment for the exhibition space: the full amount of the fee will be reimbursed
• Sponsors of packages (including Essential sponsorship and exhibition): the difference between the package fee and the corresponding virtual sponsorship will be reimbursed
• Sponsors for badges, charging stations, cocktail receptions and lunches: the full amount will be reimbursed and it will be possible to select another option for which the sponsor will be invoiced; for sponsorships which are add-on options, the base option (Essential) will be transferred to the corresponding virtual option.
• Tote bags: if the bags are already produced, the sponsorship will be transferred to the next in-person edition of the event.

All attendees to ALFI events, including sponsors, are subject to the ALFI registration terms and conditions. Insofar as the registration terms and conditions conflict with ALFI’s sponsorship terms and conditions, the latter shall prevail as they are tailored to the specific relationship between ALFI and event sponsors.

Registration procedure for exhibitors and other representatives of the sponsor

The registration link or form for tickets included in a sponsorship package will be sent to the sponsors' contact persons closer to the event.

Badges are nominative and cannot be transferred to another person.

For any additional registrations and group discounts, reference is made to the respective event’s booking webpage. Group bookings have to be made through a special registration form provided on the event’s registration webpage.

Junior tickets

For sponsors of most of ALFI’s paying conferences and seminars in Luxembourg, ALFI offers a free ticket for one junior colleague (who has a maximum of six years of professional experience). An application form is sent to the sponsor’s contacts closer to the event. Applications are subject to approval by ALFI.

ALFI and the sponsor shall comply with their obligations under the applicable data protection legislation. In particular, each party shall:

• Ensure that the processing of personal data is lawful
• Take appropriate technical and organisational measures to ensure the integrity and confidentiality of personal data
• Only delegate the processing of personal data to processors providing sufficient guarantees to implement appropriate technical and organisational measures

When the sponsor provides personal data to ALFI, the sponsor shall ensure that the data subjects concerned have been properly informed about the relevant aspects of the processing, in accordance with any relevant provisions of the applicable data protection legislation. Conversely, when ALFI collects and then provides personal data to the sponsor, ALFI shall be responsible for informing the data subjects about the processing of their personal data in accordance with any relevant provisions of the data protection legislation.

Where appropriate or necessary, ALFI and the sponsor shall assist each other in good faith and considering the ease of fulfilment in relation to their respective data protection obligations, in particular with  respect to the information to be provided to data subjects, the security  of  processing,  the  carrying out of data protection impact assessments, the notification of data breaches and the management of requests from data subjects exercising their rights under the applicable data protection legislation.

For more information on the processing of personal data by ALFI, reference is made to the ALFI privacy policy.

ALFI and the sponsor shall promptly notify the other party, but in any event within 14 business days, of any claim for which indemnification may be due. Neither ALFI nor the sponsor shall make any admissions or concessions regarding, or otherwise compromise, the other party’s ability to defend any such claim, and both parties shall take reasonable steps to mitigate damages. The other party shall have sole authority to control the defence of any claim for which indemnification is sought, including, without limitation, the right to select counsel.

To the extent permitted by law, neither party shall be liable to the other party for any loss, damage, costs or expenses of any nature whatsoever incurred or suffered by that other party of an indirect or consequential nature including without limitation any economic loss, data loss, loss of goodwill, or other loss of turnover, profits or business.

ALFI cannot be held responsible for the harmful behaviour of a third person (such as conference attendees, exhibitors, venue hosts). ALFI and the sponsors shall maintain adequate insurance coverage for its events and sponsorship respectively, and provide proof of such coverage upon the sponsor’s/ALFI’s request. Sponsors are particularly expected to insure their stand, including materials or items left there.

Neither ALFI nor the sponsor shall be liable for any delays or non-performance resulting from circumstances or causes beyond its reasonable control, including, without limitation, acts or omissions or the failure to cooperate by the other party (including, without limitation, entities or individuals under its control, or any of their respective officers, directors, employees, other personnel and agents), fire or other casualty, act of God, epidemic, strike or labour dispute, war or other violence, or any law, order, or requirement of any governmental agency or authority.

Performance under ALFI’s sponsorship terms and conditions is deemed to be suspended for the period that the force majeure event continues to affect performance. ALFI and/or the sponsor will use its reasonable endeavours to bring the force majeure event to a close, or to find a solution by which ALFI’s and/or the sponsor’s obligations under these terms and conditions may be performed despite the force majeure event.

Details concerning sponsorship

Reference is made to the annual sponsorship features overview, which allows sponsors to check what is included in their selected sponsorship option(s). For more information about ALFI’s sponsorship package, please contact ALFI’s events team via email at events@alfi.lu, or by phone on (+352) 22 30 26 - 26.

Package discount for ALFI members

The discount on sponsorship and exhibition is offered to ALFI members exclusively. In order to benefit from the applicable discount or member rates, one of the contact persons indicated in the sponsorship agreement form has to work for a company or fund that is a member of ALFI. 2026 package discounts are applied to sponsorship commitments made at the latest by 19 December 2025.

The discount applies on top of the usual sponsorship advantages for ALFI members, and the same discount will apply to other ALFI events and options the sponsor decides to sponsor later in the year, and for which a sponsorship agreement has been signed.

The date of 19 December 2025 is also the deadline for the first round of exhibition space allocation for all ALFI events that offer exhibitions, i.e. members who commit to exhibition by this date will automatically be in the first round of booth allocation.

If any of the sponsor’s affiliates, sister companies or clients is interested in becoming a member of ALFI to benefit from the membership rates and discounts, please contact romain.longree@alfi.lu (cc: info@alfi.lu).

Sponsor's logo

If included in the selected option, the sponsor’s logo will be published on the website of the sponsored event and on any other marketing support pertaining to the event. This is done upon receipt of the duly completed and signed sponsorship agreement form, provided that the sponsor has submitted the logo in the correct format. ALFI will endeavour to maximise all sponsors’ visibility in the fairest way, but it cannot be held responsible for quality, size or similar issues.

Promotion of events by the sponsors

ALFI encourages sponsors to prepare their own marketing campaigns to raise their visibility and show their link and support to ALFI as well as the Luxembourg fund industry. ALFI provides visual elements of the respective events to be shared on social media and other networks through the online marketing toolkit. Contact: communications@alfi.lu

ALFI App

ALFI provides a networking app called “ALFI Luxembourg App” which can be downloaded free of charge on the Android and App stores or used as browser version. Functions offered by SWAPCARD CORPORATION SAS, 6 rue du Paradis, 75010 Paris, France, are integrated into ALFI’s event programme.

Sponsors have exclusive access prior to the event and can contact registrants who have accepted to be visible. All sponsors are listed with their logo and contact person’s data on a “virtual booth”. Additional promotional information may be added by the sponsors.

For registrants, an account is created upong registration, but registrants can access the platform with the list of participants closer to the event only. Personal data (e.g. name, e-mail, company and profile picture) are stored on the platform. The user decides whether he or she wants to be visible to others. Further data may be collected when using individual functions such as chat messages.

The data is processed by Swapcard exclusively on the servers of AWS in Ireland within the European Union. Information on data protection and data processing at Swapcard can be found here: https://www.swapcard.com/legal/privacy-policy.

Exhibition space allocation procedure

Sponsorship agreements received by the deadline for the 2026 annual pack (19 December 2025) will be part of the first priority list for the allocation of exhibition space. Agreements received by the deadline for the second round of space allocations (rounds are defined for each event further down) will be added to the second priority list for the exhibition space allocation, and the same will apply to the third round. Remaining spaces after the third allocation round will be allocated on a “first-come, first-served” basis. Within each allocation round, priority will be given to ALFI members and those that are also an annual sponsor, in descending order of the final amount of the annual commitment. In case of equal priority levels, the date of receipt of the sponsorship agreement and the date of payment will be taken into consideration.

Exclusive sponsorship options
Exclusive sponsorship options are available per event for one sponsor only (e.g. badge/charging station/tote bag). ALFI will integrate the sponsor’s logo on the item’s layout and send it to the sponsor for final approval. 

Add-on/customised sponsorship options
Customised sponsorship options or add-ons require a minimum commitment, including at least the selection of the essential sponsorship package.

Private lunch option
Guests have to be conference attendees. Representatives of the sponsoring company that are not attending the conference, may chair one of the private lunch tables, subject to prior approval by ALFI. Logistical details, such as the location of the lunch, menu choice, decoration, staff for helping to welcome and seat invitees, sound system, screen, timing etc. are subject to discussion with ALFI. There is no logo publication included in this option and this option will not be promoted as there is no benefit to attendees who are not invited. The total cost of the lunch will be charged by ALFI to the sponsor.

Cocktail option

The cocktail is held on the first evening of the event. It is reserved to conference attendees. The cocktail and its sponsor are announced by the Master of Ceremony and the logo is shown on screens. Logistical details, such as the location of the cocktail, use of conference areas/catering stations/existing decoration/sound system/screen, timing etc. are subject to discussion with ALFI. The total cost of the cocktail will be borne by the sponsor.

Sponsored session option
ALFI is allowing one sponsored session per day. The session typically lasts 45 minutes.

This exclusive session is part of the main conference programme and will as such be listed in the agenda, including logo, title and speakers’ names.
ALFI reserves the right to choose the day and time. The session is accessible for conference attendees only.

If the sponsored session is filmed and/or recorded/streamed, the sponsor may share the recording internally within their company only. Sponsors do not have the right to edit the recording without prior approval from ALFI (contact events@alfi.lu). If approved by ALFI, the ALFI logo must be visible on edited parts of the recording for the whole duration of the video.

ALFI will gather replies of all interested sponsors up until the deadline of 19 December 2025 for 2026 events. Sponsors are asked to provide their topics/speaker suggestions (related to the conference programme) to events@alfi.lu, which will be the major decision criterion for the conference producer.

ALFI will promote the session through one individual e-mail and one social media post. ALFI will coordinate the promotion of the session with the sponsors and encourages sponsors to prepare their own marketing campaign in addition.

The sponsor is responsible for putting the confirmed topic and speakers of the session together. This should be done in close cooperation with the ALFI programme coordinator by following the speaker selection criteria set-out by ALFI:

• ALFI encourages a selection of speakers based on seniority, industry visibility and profile, charisma, personality, English proficiency, opinion, competency in the subject matter, and proven ability to entertain, engage, educate and encourage debate with their audience. An appropriate balance of diversity (gender, race, age, nationality, elements of the industry value chain) should be kept.
• ALFI recommends sponsors to limit speaker selection to one speaker from their organisation with a preference of this speaker to be either a moderator, panellist or interviewer, and not a stand-alone speaker or single-interviewee.
• All speaker proposals are subject to prior approval by ALFI.
  Whilst ALFI confirms the general topic of each session, the detailed content of the session as well as the related message and format are as such at the discretion of the sponsor. Sponsors are however prohibited to include any suggestion of self-advertising, promotion, marketing or commercial reference. All written communication including slides should be presented to the ALFI organising committee prior to the event. ALFI reserves the right to propose refinements as it deems appropriate.
• As a facilitator sponsors may, at their own discretion and at their own cost in addition to the sponsorship package itself, choose to pay for a speaker/panellist if sponsors believe that by doing so they may increase the prestige and impact of the session. If sponsors choose to do so, ALFI must be consulted and confirm that it does not object before any commitments are made to such speakers.
• Sponsors should not commit to any speaker without having received confirmation from ALFI that the speaker’s travel expenses are reimbursed, unless sponsors choose to cover such expenses directly

Sponsorship of (physical) roadshows

Participation in roadshows is free of charge for representatives of the event’s sponsors, but the number of seats may be limited according to each venue capacity.

Sponsors are responsible for the delivery, tracking and return of their materials to and from the roadshow venue(s), as well as for organising the accommodation and travel arrangements of their company’s representatives. Sponsors are asked to limit the number of brochures/distribution items they send to the roadshow venue (maximum 4-5 different ones), and to carefully read the logistical information that will be communicated closer to each roadshow to the sponsor’s contact person indicated in the sponsorship agreement form.

These terms and conditions are governed by the laws of the Grand Duchy of Luxembourg. Any disputes arising from or in connection with these terms and conditions shall be brought exclusively before the competent court of the Grand Duchy of Luxembourg.

Annual package discount deadline for members and first-in fee booking deadline: 19 December 2025