Sponsorship terms and conditions (as at 16 July 2026)

The following terms and conditions govern the standard terms and conditions under which ALFI concludes sponsorship agreements with ALFI event sponsors.

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

Entities interested in sponsoring should 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.

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 their contact details (e-mail address and telephone number) or generic billing e-mail address
• Date of signature
• Signature

The following VAT rules apply:

• For entities domiciled within the EU:
• VAT-registered entities must provide a VAT number for reporting purposes. If the entity does not provide a valid VAT number, 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 established 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.

ALFI will request entities to complete or correct any missing  or incorrect data, which may delay the entity’s pre-event visibility (e.g. the logo will only be displayed on the website once the information is complete).

The agreement enters into force once ALFI provides its final confirmation.

Event-specific 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.

Once an agreement has been concluded, ALFI authorises the entity to act as an official sponsor of the relevant event(s) and to benefit from the agreed sponsorship options.

The sponsor must pay the applicable sponsorship fees to ALFI.

Invoices for the 2027 sponsorship packages will be issued from January 2027 to the invoice address provided in the sponsorship agreement form; the invoice amount must be paid by the payment date stated on the invoice and in any case prior to the first sponsored event.

VAT is applied in accordance with applcable European and Luxembourg legislation 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

If ALFI receives written notice within 24 hours after the sponsorship agreement has been signed and submitted, a 10% handling fee will apply. After that period, the full sponsorship fee remains payable.

Termination

The sponsorship agreement ends after the end or an event, or, for annual agreements, at the end of the relevant calendar year, unless it is terminated earlier in accordance with these terms. If either party breaches the sponsorship agreement and, where the the breach can be remedied, fails to remedy it within thirty (30) days after receiveing written notice describing the breach, the other party may terminate the agreement by giving further written notice.

Either party may terminate the sponsorship agreement by written notice if any of the following events occurrs:

a) the other party becomes insolvent or goes into liquidation;

b) 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);

c) 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;

d) 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

e) any event analogous to those set out in (a) to (d) in any relevant jurisdiction.

Cancellation by the organiser
In the event that ALFI cancels the event for any reason, the sponsor is entitled to a full refund of all sponsorship fees paid.

ALFI reserves the right to change event dates and any technical or logistical darrangements, depending on the venue and other logistical factors.

ALFI organises most of its events as “in-person” or “hybrid” events. However, ALFI reserves the right to change an event to a fully virtual format if circumstances require. 

Special conditions for switching from a physical to a virtual event

If an event is converted to virtual format, the following will be apply:

• Sponsors and exhibitors will be notified by e-mail
• Where possible, sponsorship options will automatically transfer to the equivalent virtual option
• Exhibitors may transfer their booking to a virtual exhibition booth, choose another sponsorship option or cancel their commitment exhibition booking
• Sponsorship and exhibition fees for virtual events will be applied

The following applies to reimbursements:

• Essential/Spotlight sponsorships and Sponsored sessions are non-cancellable. However, ALFI will reimburse the difference between the in-person fee and the corresponding virtual sponsorship fee
• Exhibitors may cancel their exhibition booking in which case exhibition fee will be refunded in full
• Sponsors with packages that include Essential sponsorship and exhibition will be reimbursed the difference between the package fee and the corresponding virtual sponsorship fee
• Sponsors of badges, charging stations, cocktail receptions and lunches will receive full refund. The ymay also choose an alternative sponsorship option for which the applicable fee will be charged. Wher the sponsorship is an add-on option, the underlying (Essential) sponsorship will automatically transfer to the equivalent virtual option.
• If tote bags have been produced, the sponsorship will automatically transfer to the next in-person edition of the event.

Change of date
In the event of a change in the date of the event, ALFI will notify sponsors in writing no later than thirty (30) days before the revised event date.

Individuals attending an ALFI event under a sponsorship booking are subject to the ALFI registration terms and conditions,as amended from time to time. In the event of any inconsistency between the "Registration terms and conditions" and these "Sponsorship terms and conditions", these sponsorship terms and conditions prevail.

Registrations for tickets included in a sponsorship package, including applications for complimentary Junior passes where applicable, must be submitted using the registration link or form provided by ALFI and by the deadlines communicated for the relevant event. All registrations are subject to ALFI's approval.

Tickets included in a sponsorship package are valid only for the event for which they are allocated and may not be transferred to another ALFI event or exchanged for cash or credit.

ALFI and the sponsor must 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 further information on the processing of personal data by ALFI, please refer to the ALFI privacy policy.

ALFI and the sponsor must notify the other party promptly and in any event within fourteen (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 is not liable for the actions or misconduct of third parties including conference attendees, exhibitors or venue providers. Both ALFI and the sponsors must maintain appropriate insurance cover and provide evidence of such cover on request.

Sponsors are responsible for insuring their exhibition stand and any materials or equipments left there.

Neither party is liable for any delays or failure to perform its obligations where this results from circumstances 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.

The 2026 annual sponsorship features overview sets out the benefits included in each sponsorship option.

For further information about ALFI’s sponsorship package, please contact the ALFI events team by e-mail at events@alfi.lu, or by telephone on (+352) 22 30 26 - 26.

Package discount for ALFI members

Package discounts are available exclusively to ALFI members. To benefit from member rates, at least one contact person named in the sponsorship agreement must be employed by an ALFI member company or fund.

To qualify for the 2026 annual package discount and participate in the first round of exhibition space allocation, sponsorship commitments must be received by 19 December 2025.

The annual package discount applies in addition to the reduced sponsorship fees available to ALFI members and extends to any additional ALFI sponsorship options booked during the same calendar year, provided a sponsorship agreement has been concluded.

If one of the sponsor's affiliates, group companies or clients is interested in becoming an ALFI member and benefit from member rates, please contact romain.longree@alfi.lu (cc: info@alfi.lu).

Sponsor's logo

Where included in the selected option, the sponsor’s logo will be published on the event's website and other marketing materials once ALFI has received:

• the completed and signed sponsorship agreement form; and
• the logo in the required format.

ALFI will make reasonable efforts to maximise sponsors’ visibility fairly, but is not responsible differences in logo quality, size or similar presentation issues.

Promotion of events by the sponsors

ALFI encourages sponsors to promote their participation in ALFI events and their support for the Luxembourg Fund Industry through their own marketing activities.

ALFI will provide event branding elements through its online marketing toolkit for use on social media and other communication channels. Contact: communications@alfi.lu

ALFI App

ALFI provides a networking app called “ALFI Luxembourg App” available free of charge through the Apple App Store, Google Play and web browser. The platform includes services provided by Swapcard Corporation SAS, France.

Before the event, sponsors receive exclusive access to the platform and may contact registrants who have chosen to be visible. Each sponsor is displayed through a virtual booth containing its logo, contact details and any additional promotional content uploaded by the sponsor.

An account is created when a participant registers. Access to the platform becomes available closer to the event. Personal data including name, e-mail address, company and profile picture is stored on the platform. Users decide whether they wish to be visible to other participants and sponsors. Additional data may be collected when participants use optional features such as chat messaging.

Swapcard processes personal data exclusively AWS servers located in Ireland within the European Union. Further information is available in Swapcard's privacy policy.

Exhibition space allocation procedure

Exhibition spaces are allocated in three allocation rounds.

Sponsorship agreements received by the relevant deadline for each round (see deadline table below) will be included in that round's allcoation. Any remaining spaces after the third round will be allocated on a “first-come, first-served” basis.

Within each allocation round, priority is given:

1. to ALFI members

2. to annual sponsors

3. according to value of the annual sponsorship agreement

Where two sponsors have the same priority. ALFI will take into account:

4. the date the sponsorship agreement was received and

5. the date the payment was received.

Exclusive sponsorship options
Exclusive sponsorship options are limited to one sponsor pere event (for example badges, charging stations or tote bags). ALFI will incorporate the sponsor’s logo into the design and submit it for approval before production.  

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

Private lunch option

Private lunch sponsors are entitled to 3 tables of 10 persons each, i.e. a maximum of 30 guests (additional guests will be charged).

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.

All logistical arrangements - including venue, menu, decoration, staffing, audiovisual equipment and timing - must be agreed with ALFI. This option does not include logo visibility or event promotion.

The sponsor is responsible for all lunch costs, which will be invoiced by ALFI.

Cocktail option

The cocktail reception takes place on the first evening of the event and is open to conference attendees only. The sponsor will be acknowledged by the Master of Ceremony and the sponsor's logo will be displayed on screen. Operational arrangements including catering, venue, decoration, audiovisual equipment and timing must be agreed with ALFI.

The sponsor is responsible for the full cost of the cocktail reception.

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