Terms & Conditions for CommerceNext Hosted Retailers & Brands

Subject to Change
Last Revised: August 24, 2026

As a Hosted Retailer & Brand attendee (“you” or “your”) participating in CommerceNext’s Hosted Retailers & Brands Program (the “Program”) in connection with a CommerceNext event (the “Event”), you agree to these Terms & Conditions (the “Terms”) with CommerceNext LLC (“CommerceNext,” “we,” “us,” or “our”). If you are completing an application or registration on behalf of another individual, you represent that you have informed that individual of these Terms and that they have agreed to be bound by them.

These Terms may be revised from time to time. CommerceNext may update these Terms by posting revised terms or otherwise communicating changes to you. The “Last Revised” date above indicates when these Terms were most recently updated. Your continued application for, registration for, or participation in the Program or Event following any such changes constitutes your acceptance of the updated Terms.

The Program is intended for qualifying retailers and consumer brands whose employees are involved in purchasing, evaluating, recommending, or influencing the purchase of technology, products, services, or other solutions relevant to their organizations. Participation in the Program is subject to CommerceNext’s approval and to your continued satisfaction of the eligibility and participation requirements described below. Program benefits, meeting requirements, and other terms may vary by Event and will be communicated to you as applicable.

These Terms supplement CommerceNext’s general terms and conditions governing attendance at the Event (“Event Terms”), which are incorporated into these Terms by reference. If there is a conflict between these Terms and the Event Terms, these Terms will govern solely with respect to your participation in the Program.

1. Program Benefits: CommerceNext may provide qualifying Hosted Retailers & Brands with: (a) one (1) complimentary registration to the Event; and (b) reimbursement of eligible travel and hotel expenses, or other benefits or incentives, up to the maximum amount communicated to you when you are approved for the Program (the “Travel Allowance”).
   
   The specific Program benefit available to you, including the applicable Travel Allowance and minimum meeting requirement, will be communicated during the registration or approval process. Different Program tiers may have different requirements.
   
   The complimentary registration and Travel Allowance are personal to the approved attendee and may not be sold, transferred, exchanged, or redeemed for cash.
   
   

2. Eligibility: The Program is designed for employees of qualifying retailers, consumer brands, direct-to-consumer companies, online marketplaces, and similar commerce organizations who are involved in the purchase, evaluation, recommendation, or selection of technology, products, services, or other business solutions.
   
   To participate as a Hosted Retailer & Brand, you must: (a) be directly employed by a qualifying retailer, consumer brand, direct-to-consumer company, online marketplace, or similar organization; (b) have job responsibilities that include buying, evaluating, recommending, or influencing the purchase of relevant technology, products, services, or other solutions; (c) provide accurate and complete information about your company, role, responsibilities, purchasing authority, and business interests; (d) participate in the Event in person; (e) complete the Program requirements and deadlines communicated by CommerceNext; and (f) remain employed by the organization on which your Program eligibility is based through the Event.
   
   CommerceNext determines eligibility and approval for the Program in its sole discretion. Meeting the general qualifications above does not guarantee acceptance into the Program.
   
   CommerceNext may deny, suspend, or revoke Program eligibility if it determines that you no longer meet the applicable requirements or otherwise fail to comply with these Terms.

3. Registration and Pre-Event Requirements: Once approved for the Program, you are responsible for completing all required registration and preparation activities by the deadlines provided by CommerceNext.
   
   These requirements may include: (a) completing your Event registration and retailer/brand profile by the stated deadline; (b) providing information about your company, job function, responsibilities, purchasing authority, business priorities, and areas of interest; (c) reviewing participating solution providers; (d) requesting meetings with participating solution providers; (e) accepting or declining meeting requests; (f) assigning interest levels to meeting requests; (g) confirming meetings through the CommerceNext meeting platform; (h) reviewing your final meeting schedule; (i) adding confirmed meetings to your calendar; (j) responding to CommerceNext communications; and (k) completing required post-Event surveys, meeting reconciliation, and feedback.
   
   CommerceNext may remove you from the Program or limit your Program benefits if you fail to complete required activities by the applicable deadlines. You are responsible for monitoring communications from CommerceNext and providing accurate information throughout the Program.

4. Meeting Platform and Meeting Selection: CommerceNext may use a third-party meeting platform to administer the Program and facilitate meeting requests and scheduling.
   
   The meeting platform will provide participating retailers and brands with information regarding participating solution providers, which may include company descriptions, websites, areas of expertise, and other information relevant to the Program.
   
   You may use the meeting platform to: (a) review participating solution providers; (b) request meetings; (c) accept or decline incoming meeting requests; (d) indicate your level of interest in a potential meeting; and (e) review your final meeting schedule.
   
   CommerceNext may recommend that you request or accept more meetings than the number ultimately required for your Program participation because not every request will result in a confirmed meeting. Submitting or accepting a meeting request does not guarantee that the meeting will appear on your final schedule.

5. Hosted Meetings and Double Opt-In: The Program is designed to facilitate one-to-one meetings between Hosted Retailers & Brands and participating sponsors, technology companies, solution providers, or other participating organizations (“Participating Sponsors”). Hosted Meetings are generally fifteen (15) minutes in length and are scheduled through a mutual matching process.
   
   Unless otherwise communicated by CommerceNext, Hosted Meetings are based on a “double opt-in” process, meaning that both the Hosted Retailer & Brand and Participating Sponsor must express interest in meeting before a meeting is confirmed. CommerceNext’s scheduling system may consider factors including mutual interest, stated priority, meeting availability, calendar availability, and competing requests when creating the final schedule.
   
   CommerceNext does not guarantee: (a) that you will receive a particular number of Hosted Meetings; (b) that you will be matched with any particular Participating Sponsor; (c) that you will receive meetings with every sponsor you request; or (d) that every accepted or requested meeting will appear on your final schedule.

6. Meeting Availability: You agree to remain available during all designated Hosted Meeting time blocks until your final meeting schedule is provided.
   
   Your Hosted Meetings may be distributed throughout the Event schedule and may not be scheduled consecutively. You should not make plans that conflict with the designated meeting periods until you receive your final schedule. CommerceNext may make reasonable changes to meeting times, locations, or schedules as necessary to administer the Program.

7. Meeting Location and Timing: Hosted Meetings must take place during the designated meeting hours communicated by CommerceNext and at the designated meeting location identified for the Event.
   
   Unless otherwise communicated, meetings conducted outside the designated meeting area, outside the designated meeting times, or outside the CommerceNext meeting platform will not count toward your Program requirements unless CommerceNext expressly approves the meeting. CommerceNext may use a meeting lounge, dedicated meeting area, or other designated Event space for Hosted Meetings.
   
   Your final meeting schedule will identify the applicable meeting time and location or table assignment. You are responsible for reviewing your schedule, adding meetings to your personal calendar, and arriving at the designated meeting area before your scheduled meeting.

8. Attending and Completing Your Hosted Meetings: Hosted Meetings are assigned to the individual approved for the Program and must be completed by that individual. If you are unable to personally attend and complete your scheduled Hosted Meetings for any reason, you will be ineligible for the Program and will not be eligible to receive the Travel Allowance or complimentary Event ticket.
   
   Only the individual who was matched and scheduled for the meeting will receive credit for completing that meeting. If multiple individuals from your organization participate in the Program, each person must complete their own assigned set of Hosted Meetings. A meeting attended by multiple representatives of the same retailer or brand will generally count only toward the individual for whom the meeting was scheduled.
   
   For each Hosted Meeting, you agree to: (a) arrive at the designated meeting location on time; (b) be prepared to participate for the full scheduled duration; (c) participate in good faith and engage professionally with the Participating Sponsor; and (d) notify CommerceNext promptly if a meeting cannot take place as scheduled.
   
   A meeting may be considered incomplete if you arrive substantially late, leave substantially early, or otherwise fail to meaningfully participate.

9. Meeting Attendance Tracking and No-Shows: CommerceNext may use RFID technology, badge scans, check-in systems, meeting platform records, staff observations, or other methods to track attendance at Hosted Meetings. If you arrive for a scheduled meeting and the Participating Sponsor does not appear, you should remain at the meeting location for at least five (5) minutes and notify the CommerceNext meetings team or onsite help desk.
   
   A Participating Sponsor no-show will generally count as a completed meeting for purposes of determining your eligibility for applicable Program benefits. If you fail to attend a scheduled Hosted Meeting, CommerceNext may require you to participate in a rescheduled virtual meeting within two (2) weeks following the Event for the meeting to count toward your Program requirements. CommerceNext will determine whether a meeting qualifies as completed based on available attendance records and other relevant information.

10. Meeting Changes and Cancellations: CommerceNext is responsible for managing the Hosted Meeting schedule. You may not independently cancel, reschedule, or materially modify a confirmed Hosted Meeting without CommerceNext’s prior approval. If you need to cancel or change a meeting, you must contact the CommerceNext meetings team as soon as possible. CommerceNext will determine whether a meeting can be rescheduled or otherwise accommodated. An alternative meeting time is not guaranteed.
    
    Nothing in this section prevents you from communicating with a company or individual with whom you have an existing business relationship outside of the Program.

11. Meeting Notes, Recording and AI Technology: CommerceNext and/or a Participating Sponsor may use technology, including an artificial intelligence (“AI”) meeting assistant or notetaker, to record, transcribe, summarize, or otherwise capture information discussed during a Hosted Meeting.
    
    If an AI notetaker or recording technology is being used for a meeting, participants will be notified as appropriate. The technology may generate a transcript, summary, action items, or other meeting notes based on the discussion.
    
    Following the Event, CommerceNext may make meeting notes or summaries generated from the meeting available to the participants of that meeting, including the Hosted Retailer & Brand and the applicable Participating Sponsor.
    
    The purpose of meeting notes may include helping participants recall the discussion, identify follow-up items, and continue business conversations following the Event.
    
    CommerceNext does not guarantee that every Hosted Meeting will be recorded or that a transcript, summary, or other meeting notes will be generated for every meeting. CommerceNext also does not guarantee that AI-generated notes or summaries will be completely accurate.
    
    You are responsible for exercising appropriate judgment regarding confidential, proprietary, personal, or otherwise sensitive information discussed during a Hosted Meeting. You should not disclose information that you are not authorized to disclose or that is subject to restrictions imposed by your employer or another party.
    
    Any recordings, transcripts, summaries, or other information generated through meeting technology will be handled in accordance with applicable law, CommerceNext’s Privacy Policy, and applicable Event policies.

12. Program Information and Participant Data
    
    Information made available to you through the Program, including participant profiles, meeting information, contact information, company information, and meeting preferences (“Program Information”), is provided for purposes related to your participation in the Event and Program.
    
    You agree not to: (a) sell, license, distribute, or commercially exploit Program Information; (b) share Program Information with individuals who are not authorized to receive it; (c) scrape, harvest, or systematically collect information from the CommerceNext meeting platform; (d) use Program Information to create or supplement third-party databases or mailing lists; or (e) use Program Information for mass marketing or unrelated solicitation.
    
    You must handle personal and business information obtained through the Program in accordance with applicable privacy and data-protection laws.

13. Cancellation and Substitution: If you are approved for the Program but subsequently become unable to attend the Event, you must notify CommerceNext as soon as reasonably possible. If you remain employed by the organization that qualified you for the Program, CommerceNext may permit you to nominate another eligible employee from that organization as a substitute.
    
    Any substitute must: (a) satisfy CommerceNext’s eligibility requirements; (b) be approved by CommerceNext before participating; and (c) complete any registration or Program requirements applicable to the substitute.
    
    CommerceNext may reject any proposed substitute in its discretion.
    
    If you cancel your participation and do not provide an approved substitute, CommerceNext may withdraw your Program benefits, charge the applicable Event registration fee or cancellation fee, and/or restrict your eligibility for future CommerceNext hosted programs. You are solely responsible for any travel, hotel, or other arrangements you make in connection with your participation in the Event, including any cancellation fees, penalties, deposits, or other costs resulting from your cancellation. CommerceNext will not be responsible for such costs or fees.
    
    CommerceNext may waive or modify any of these consequences in its discretion.

14. Employment Changes: Your eligibility for the Program is based on your employment with the organization identified in your application. You must notify CommerceNext promptly if: (a) you are no longer employed by that organization; or (b) you become aware that your employment will end before, during, or after the Event.
    
    If you are no longer employed by the qualifying organization at the time of the Event, you will generally no longer be eligible to participate in the Program or receive Program benefits. CommerceNext reserves the right to communicate with you at your business email address and may require confirmation of your continued employment.

15. Failure to Complete Program Requirements: Your eligibility for Program benefits is conditioned on your meaningful participation in the Program. If you attend the Event but fail to complete your required Hosted Meetings or other mandatory Program requirements, CommerceNext may: (a) withhold or reduce your Travel Allowance; (b) require repayment of Travel Allowance amounts already paid; (c) charge the applicable Event registration fee to the payment method provided during registration; (d) terminate your Program participation; and/or (e) limit or prohibit your participation in future CommerceNext hosted programs.
    
    CommerceNext may take into account circumstances outside your reasonable control when determining whether a requirement has been met.

16. Meeting Requirements for Travel Allowance: The number of meetings you must complete to qualify for your Travel Allowance depends on the Program tier for which you were approved.
    
    Your registration confirmation or meeting portal will identify your applicable meeting requirement.
    
    Unless otherwise communicated by CommerceNext:

• Local Program: You must complete three (3) fifteen-minute Hosted Meetings to qualify for the applicable Travel Allowance or incentive.
• National/International Program: You must complete eight (8) fifteen-minute Hosted Meetings to qualify for the applicable Travel Allowance.
  
  Only meetings that are properly scheduled through the CommerceNext meeting platform and take place during designated meeting hours will ordinarily count toward your meeting requirement. If CommerceNext is unable to schedule enough meetings for you because of sponsor availability, CommerceNext may prorate your Travel Allowance based on the number of qualifying meetings that take place. If no qualifying meetings take place, you will be responsible for your own travel and hotel expenses.
  
  CommerceNext does not control the number of meeting requests submitted by Participating Sponsors and cannot guarantee that sufficient meetings will be available to fulfill your applicable meeting requirement.

18. Minimum Meeting Requirement for Travel Allowance: Unless otherwise communicated to you for the applicable Event, you must complete at least 50% of the Hosted Meetings scheduled for you to remain eligible for the Travel Allowance.
    
    For example, if eight (8) Hosted Meetings are scheduled for you, you must complete at least four (4). CommerceNext will determine the number of completed meetings based on its meeting records and other information reasonably available to it.
    
    If you complete fewer than the required number of meetings, CommerceNext may withhold the Travel Allowance or reduce the amount reimbursed.

19. Travel and Hotel Arrangements: If you are eligible for a Travel Allowance, you are responsible for making your own travel and accommodation arrangements. If CommerceNext provides a designated hotel room block, you may reserve accommodations through the applicable CommerceNext booking process. Hotel availability is not guaranteed. You are responsible for making travel arrangements that allow you to participate in all required Program activities and Hosted Meetings.
    
    Hotel deposits, cancellation fees, no-show fees, and other hotel charges are subject to applicable hotel policies and are your responsibility unless CommerceNext expressly states otherwise.

20. Eligible Travel and Hotel Expenses: The Travel Allowance is intended to reimburse reasonable Event-related travel and hotel expenses actually incurred by you, up to the applicable maximum, over the allotted travel days.
    
    Unless otherwise communicated by CommerceNext, eligible expenses may include: (a) airfare; (b) hotel accommodations; (c) transportation to and from the Event; (d) meals
    
    CommerceNext will not reimburse: (a) mileage; (b) airline miles; (c) hotel points; (d) loyalty rewards; (e) vouchers or credits; (f) upgrades or premium expenses incurred for personal convenience; (g) expenses incurred by spouses, guests, family members, colleagues, or other individuals; (h) expenses without acceptable documentation; or (i) expenses CommerceNext reasonably determines to be excessive, unreasonable, or outside the scope of the Program.

21. Reimbursement Process: As a condition of receiving the Travel Allowance, you must complete CommerceNext’s required post-Event feedback process. This may include providing feedback regarding your Hosted Meetings, Participating Sponsors, and other Program activities. CommerceNext may also require you to complete a meeting reconciliation process following the Event to confirm which meetings took place.
    
    You must submit receipts, proof of payment, and any other documentation reasonably requested by CommerceNext. Unless otherwise communicated by CommerceNext, all reimbursement documentation must be submitted within 60 days following the Event. Failure to submit the required documentation or feedback by the applicable deadline may result in the forfeiture or delay of your Travel Allowance. CommerceNext may request additional documentation or clarification before approving any expense and will determine, in its reasonable discretion, whether an expense qualifies for reimbursement under the Program.
    
    Reimbursement requests will be reviewed and processed on a rolling basis. CommerceNext will strive to review, approve, and issue payment for complete and properly submitted reimbursement requests within 45 days of submission. The 45-day period may be extended if additional documentation or information is required to process the request.

22. Credit or Debit Card Authorization: As part of registration, CommerceNext may require you to provide valid credit or debit card information. You authorize CommerceNext or its designated payment processor to place a nominal verification authorization on your card. You also authorize CommerceNext to charge the applicable Event registration fee, cancellation fee, or other permitted amount if you fail to satisfy the Program requirements or otherwise become responsible for a charge under these Terms.
    
    
23. Contact Information and Data Sharing: To administer the Program, facilitate Hosted Meetings, and help Participating Sponsors prepare for meetings, CommerceNext may share relevant professional and business information about you and your organization with Participating Sponsors with whom you are matched or scheduled to meet.
    
    This information may include: (a) your first and last name; (b) company name; (c) job title and role; (d) business email address; (e) professional profile information; (f) company size; (g) company revenue or revenue range; (h) monthly or annual marketing spend, or a marketing spend range; (i) your business, marketing, ecommerce, technology, or other organizational priorities; (j) information regarding your purchasing responsibilities or areas of influence; and (k) other information you provide regarding your business interests, needs, or meeting preferences.
    
    CommerceNext may also use your information to administer and operate the Program, facilitate and manage Hosted Meetings, communicate with you regarding the Event, evaluate and improve the Program, and provide related Event or Program services. By participating in the Program, you acknowledge that the information you provide in your Program profile may be visible to Participating Sponsors for purposes of evaluating potential meeting opportunities and preparing for Hosted Meetings.
    
    Your information will otherwise be handled in accordance with CommerceNext’s Privacy Policy.