Commercial Booking Terms
and Conditions
These Terms and Conditions apply to all commercial bookings made with Sports Technology Awards Ltd trading as The STA Group, registered in England and Wales under company number 09424310, with registered office at 85 Great Portland Street, First Floor, London, W1W 7LT.
These Terms apply to advertising, sponsorship, commercial partnerships, directory listings, awards entries, media placements, podcast advertising, Annual Review advertising, broadcast advertising, website advertising, event partnerships and The STA Group’s commercial positioning partnerships.
By completing a booking form, submitting an order, making payment, approving an invoice, submitting an awards entry, purchasing broadcast access, or otherwise confirming a commercial booking in writing, the Client agrees to be bound by these Terms.
These Terms apply to all commercial relationships.
1. Definitions
The STA Group means Sports Technology Awards Ltd trading as The STA Group.
Client means the company, organization, individual, agency or representative making the Booking.
Booking means any confirmed order for Services.
Booking Form means the online or written form completed by the Client, including any Stripe payment link, campaign details, product selection, specifications, deadlines and approval contacts.
Services means any advertising, sponsorship, awards entry, media, editorial, event, directory, broadcast, podcast, digital, Annual Review, commercial package or other commercial service supplied by The STA Group.
Inventory means available advertising, sponsorship, media, event, directory, broadcast, podcast, newsletter, website, editorial or commercial placement.
Materials means any copy, artwork, logo, brand asset, advert, recording, link, image, video, script, commercial file, awards entry material or other content supplied by the Client.
Package means a commercial relationship package supplied by The STA Group
Awards means any awards programme operated by The STA Group, including The Smarter Sports Awards, formerly The Sports Technology Awards.
Broadcast means any live, streamed, recorded or digital broadcast produced, distributed or made available by The STA Group.
Working Day means any day other than a Saturday, Sunday or public holiday in England.
VAT means value added tax chargeable in the United Kingdom.
2. Commercial Products Covered
These Terms apply to all commercial bookings, including awards entries, sponsorship, commercial positioning partnerships, directory listings, advertising, broadcast access, stream passes, events, sponsored editorial, partner content, strategic introductions and any bespoke commercial relationship agreed in writing.
3. Prices and VAT
All prices are stated exclusive of VAT unless expressly stated otherwise.
VAT will be added at the applicable UK rate where chargeable.
The STA Group may amend its prices from time to time. Once a Booking has been confirmed and paid, the price for that Booking will not change unless the Client requests additional services, changes the agreed scope, or the parties agree a revised price in writing.
4. Booking Process
A Booking is not confirmed until:
- The Client has completed the relevant booking, order or entry form, or otherwise confirmed the Booking in writing.
- The Client has supplied all required information.
- Payment has been received through Stripe, or approved invoice terms have been agreed by The STA Group in writing.
- The STA Group has accepted the Booking.
No inventory is reserved without a booking record.
No delivery starts without payment or approved invoice terms.
The STA Group may decline a Booking where inventory is unavailable, the proposed Booking is unsuitable, the proposed content is inconsistent with The STA Group’s editorial or commercial standards, the Booking may create a conflict with another commercial relationship, or there is another reasonable commercial, legal or reputational reason to refuse it.
5. Payment
Unless approved invoice terms are agreed in writing, all Bookings must be paid in full through Stripe at the time of booking.
Where The STA Group agrees invoice terms, invoices are payable within the period stated on the invoice. If no payment period is stated, invoices are payable within 14 days of the invoice date.
If payment is late, The STA Group may suspend delivery, withdraw inventory, withhold publication, remove listings, pause campaign activity, refuse access to portals or events, and recover costs reasonably incurred.
The STA Group may charge statutory interest on overdue business debts at 8 percent above the Bank of England base rate, together with fixed statutory debt recovery compensation and reasonable additional recovery costs where permitted by law.
6. Booking Information Required
The Client must provide all information reasonably required to deliver the Booking, whether requested in the Booking Form or otherwise by The STA Group.
7. Approval Process
The Client must nominate an approval contact for each Booking.
Where approval is required, The STA Group will send relevant Materials to the nominated approval contact. The Client must respond by the approval deadline.
If the Client does not respond by the approval deadline, The STA Group may treat the Materials as approved, proceed with delivery, delay delivery, or publish using the most recent approved Materials.
The STA Group is not responsible for delay, missed publication, reduced campaign impact or lost inventory caused by late approval, incomplete Materials or failure to respond.
8. Client Materials and Accuracy
The Client is responsible for supplying all Materials by the agreed deadline and in the required format.
The Client warrants that all Materials are accurate, complete, lawful, honest, not misleading, properly cleared for use, do not infringe third party rights, do not contain defamatory, discriminatory, offensive or unlawful content, and comply with all applicable advertising, marketing, data protection, intellectual property and sector specific rules.
The Client must not supply Materials containing malware, unauthorized tracking technology or code not approved by The STA Group.
The STA Group may reject, amend, suspend or remove Materials if it reasonably considers them unsuitable, unlawful, misleading, technically defective, reputationally damaging or inconsistent with its editorial or commercial standards.
9. Advertising Standards and Commercial Content
The Client is responsible for ensuring that its advertising and commercial messaging complies with all applicable laws, regulations, codes and guidance.
The Client must not make claims that are false, misleading, unsubstantiated or incapable of verification, and must provide evidence for objective claims if requested.
The Client must not require The STA Group to publish, broadcast or distribute commercial content in a way that disguises its commercial nature.
The STA Group may label commercial content as advertising, sponsored, partner content, promoted content, advertisement feature or similar where required for transparency, regulatory compliance or editorial clarity.
The STA Group may refuse, amend or withdraw any advertising, sponsored content, partner content or branded content where it reasonably considers that publication may breach advertising standards, mislead audiences or damage The STA Group’s reputation.
10. Commercial Positioning Partnerships
The STA Group offers commercial positioning partnerships designed to give Clients structured commercial visibility, positioning and market engagement. The specific benefits included in each Package will be set out in the Booking Form, proposal, order confirmation or agreed schedule.
All package benefits are subject to agreed scope, availability, scheduling, editorial suitability, third party availability, Client cooperation, timely supply of Materials and payment.
Where a Package includes introductions, The STA Group will use reasonable efforts to identify and facilitate relevant introductions. The STA Group does not guarantee that any third party will agree to meet, respond, engage, buy, invest, sponsor or partner.
Where a Package includes speaking, podcast, editorial or event opportunities, The STA Group may require the Client’s proposed representative to be suitable, available and appropriately briefed.
Where a Package includes strategic support, such support is advisory and commercial in nature. It does not constitute legal, financial, investment, tax, regulatory or professional advice.
Unless expressly agreed in writing, no Booking grants category exclusivity, market exclusivity or any restriction on The STA Group working with competitors, rival brands or competing technologies.
11. Awards Entries
Awards entries must be submitted through the relevant awards portal and completed by the stated deadline.
Awards entry fees are payable at the time of entry unless invoice terms are agreed in writing.
Payment of an entry fee does not guarantee shortlisting, winning, judging feedback, publicity, commercial introductions or editorial coverage.
The Client is responsible for ensuring that its entry is accurate, complete and submitted in the correct category.
The STA Group may move an entry to a more appropriate category, request clarification, reject incomplete entries or refuse entries that do not meet the relevant criteria.
Entries must be submitted in English unless otherwise agreed.
Judging decisions are confidential and final.
Commercial relationships with The STA Group do not influence judging outcomes.
12. Broadcast Access and Stream Passes
Broadcast access and stream passes are issued only after payment has been received or approved invoice terms have been agreed.
Access credentials are personal to the named recipient or purchasing organization and may not be transferred, resold, shared publicly or made available outside the agreed organization without The STA Group’s written consent.
The STA Group is not responsible for internet outages, user device issues, firewall restrictions, local access restrictions, platform incompatibility or other technical issues outside its reasonable control.
Broadcast access is non-refundable once access credentials have been issued, except where The STA Group cancels the broadcast and does not provide a reasonable alternative.
The STA Group may set access periods, expiry dates, password controls, user limits or other reasonable access restrictions for broadcast, video or streamed content.
13. Directory Listings
Directory listings run for the period stated in the Booking.
The Client must supply accurate listing copy, logo, link, category and approval contact.
The STA Group may edit listing copy for clarity, consistency, format or legal compliance.
The Client is responsible for notifying The STA Group of any changes to its business, website, contact details, logo, claims or category relevance.
Directory listings may renew automatically only where this has been expressly agreed in the Booking Form or renewal notice.
14. Media, Advertising and Commercial Placements
This clause applies to all media, advertising and commercial placements, including newsletter advertising, website advertising, Annual Review advertising, podcast advertising, broadcast commercial breaks and any other agreed digital, audio, print or broadcast placement.
The placement will be delivered in the format, position, issue, episode, publication, broadcast, run period or other specification stated in the Booking, subject to timely payment, supply of Materials, approval and compliance with these Terms.
The Client must provide all required copy, artwork, logos, links, audio files, video files, scripts, technical assets, approvals and other Materials by the agreed deadline and in the required format.
Where The STA Group writes, scripts, edits, adapts or produces any advertising or commercial copy, the Client remains responsible for approving factual accuracy, brand claims, legal compliance, rights clearance and any required regulatory wording.
The Client warrants that all Materials supplied for publication, broadcast or distribution are accurate, lawful, properly cleared for use and do not infringe any third-party rights. This includes all copyright, trademark, music, image, footage, performer, voiceover, data, personality and broadcast rights.
The STA Group may refuse, amend, suspend, remove or require replacement of any Materials that it reasonably considers technically unsuitable, intrusive, poor quality, misleading, unlawful, non-compliant, reputationally unsuitable or inconsistent with the relevant audience experience.
If Materials are supplied late, incomplete, incorrectly formatted or without required approval, The STA Group may, acting reasonably:
- move the placement to a later available date or issue;
- publish, broadcast or distribute using the most recent approved Materials;
- charge reasonable additional production or administration costs; or
- treat the Booking as fulfilled where the scheduled placement, issue, episode, publication or broadcast has already been produced or delivered and the delay was caused by the Client.
Publication dates, broadcast dates, issue dates, run dates, episode schedules and placements may change for editorial, production, technical, platform, maintenance, cyber security, supplier, commercial or operational reasons. Where a material change affects delivery, The STA Group will use reasonable efforts to provide an equivalent alternative placement, extension, revised date or substitute benefit of broadly equivalent commercial value.
Media, advertising and commercial placements are sold as placement and exposure unless expressly agreed otherwise in writing. The STA Group does not guarantee impressions, open rates, click through rates, downloads, listens, views, enquiries, leads, conversions, sales, revenue, investment or any other commercial outcome.
15. Sponsored Editorial, Partner Content and Thought Leadership
Where The STA Group agrees to provide sponsored editorial, partner content, branded content, podcast content, thought leadership or similar commercial content, the scope will be set out in the Booking.
The STA Group retains editorial discretion over style, structure, tone, format, headlines, placement and publication suitability.
The Client may approve factual accuracy and brand references but does not have final editorial control unless expressly agreed in writing.
The STA Group may label content as sponsored, partner content, advertisement feature or similar to ensure transparency.
16. Strategic Introductions and Events
Where a Booking includes introductions, dinners, roundtables, networking, briefings, private events or access to senior decision makers, The STA Group will use reasonable skill and care to deliver the agreed activity.
The STA Group does not guarantee attendance by specific individuals unless expressly agreed in writing.
Third party availability, acceptance, attendance and engagement are outside The STA Group’s control.
If a named third party is unavailable, The STA Group may offer a reasonable substitute or alternative activity.
Events, broadcasts and related activities may be photographed, filmed, recorded or streamed by or on behalf of The STA Group. The Client consents to the reasonable use of attendee names, likenesses, voices, quotes and participation footage for editorial, promotional, marketing, archival and commercial purposes connected with The STA Group and its activities.
17. Changes Requested by the Client
Any Client request to change a Booking must be made in writing.
The STA Group may accept or refuse change requests acting reasonably, taking account of availability, deadlines, resource commitment, supplier costs and the nature of the Booking.
Changes may be subject to additional fees, revised deadlines, reduced inventory availability or altered delivery dates.
The Client remains liable for all costs incurred before the change was accepted.
18. Cancellation by the Client
The Client may request cancellation of a Booking by giving written notice to The STA Group. A Booking is not cancelled unless The STA Group confirms cancellation in writing.
Because The STA Group’s commercial bookings often involve reserved inventory, production time, editorial planning, supplier commitments, event planning, judging administration, audience communications, limited attendance capacity or lost opportunity to sell the same inventory, place, access or commercial opportunity to another Client, fees may remain payable after confirmation.
Unless a different cancellation position is agreed in writing, the following cancellation terms apply:
- Awards entries: entry fees are non-refundable once the entry has been submitted, the entry deadline has passed, or judging administration has begun.
- Broadcast access and stream passes: fees are non-refundable once access credentials have been issued, except where The STA Group cancels the broadcast and does not provide a reasonable alternative.
- Ticketed event attendance: tickets, passes, tables, seats and all event attendance bookings are strictly non-refundable once booked, except where The STA Group cancels the event and fails to provide a reasonably comparable alternative. Where the Client is unable or unwilling to attend for any reason, this does not entitle the Client to a refund or credit. The STA Group may, at its absolute discretion and subject to notice, availability, capacity, guest criteria and security requirements, permit a transfer of the booking to another attendee from the same organisation or to another person approved by The STA Group. Any transfer request is not guaranteed and may be refused. Non-attendance, late arrival, failure to attend in full, or inability to access the event due to issues attributable to the Client shall not entitle the Client to any refund, credit or replacement service. All fees remain payable in full regardless of attendance. For the avoidance of doubt, failure to use, attend, access or benefit from the event in full or in part does not reduce or extinguish the Client’s payment obligation.
- Newsletter, website and directory bookings: fees are non-refundable once inventory has been reserved, copy has been requested, campaign planning has begun, or the scheduled publication date is fewer than 14 days away.
- Annual Review advertising: fees are non-refundable once space has been reserved, production has begun, the artwork deadline has passed, or The STA Group has declined other advertising opportunities in reliance on the Booking.
- Podcast advertising: fees are non-refundable once scripting, recording, production, scheduling or episode planning has begun.
- Broadcast commercial breaks: fees are non-refundable once broadcast inventory has been reserved, production planning has begun, or file delivery requirements have been issued.
- Sponsorships, hosted events and commercial positioning partnerships: fees are non-refundable once The STA Group has committed resources, reserved inventory, briefed suppliers, invited guests, begun delivery, allocated personnel, declined other commercial opportunities, or started planning agreed benefits.
Where cancellation occurs before The STA Group has committed inventory, attendance capacity, resources, production time or third-party costs, The STA Group may, acting reasonably, offer a credit, transfer, partial refund or alternative booking.
The Client remains liable for all costs, charges and commitments reasonably incurred before cancellation.
The STA Group is not required to refund any element already delivered, used, accessed, attended or made available to the Client.
19. Cancellation, Postponement or Change by The STA Group
The STA Group may cancel, postpone, amend, relocate, reschedule, reformat or substitute any Service, event, broadcast, publication, campaign, placement, package benefit or commercial activity where reasonably necessary.
This may include changes caused by production requirements, editorial judgment, technical issues, platform failure, speaker availability, supplier issues, venue issues, safety concerns, commercial conflicts, low attendance, legal risk, reputational risk or circumstances outside The STA Group’s reasonable control.
Where The STA Group makes a material change, it will use reasonable efforts to provide an alternative date, placement, format, substitute benefit of broadly equivalent commercial value, credit against future services, or partial refund for any paid but materially undelivered element, less unrecoverable third-party costs, where no reasonable alternative can be provided.
The STA Group is not liable for indirect losses, loss of profit, loss of revenue, loss of opportunity, reputational damage or business interruption arising from cancellation, postponement, amendment or substitution, except where such exclusion is not permitted by law.
20. Cancellation or Refusal for Client Breach
The STA Group may cancel, suspend or refuse a Booking without refund if payment is not received, the Client breaches these Terms, Materials are late or unsuitable, the Booking creates a conflict of interest, the Client or campaign may damage The STA Group’s reputation, delivery is prevented by circumstances outside The STA Group’s reasonable control, the Client becomes insolvent, the Client acts unlawfully or inappropriately, the Client misrepresents its relationship with The STA Group, or the Client attempts to influence awards judging or editorial independence.
21. Delivery Standards
The STA Group will use reasonable skill and care in delivering the Services.
The STA Group does not guarantee any specific commercial outcome, including revenue, sales, leads, investment, buyer interest, media coverage, social reach, website traffic, podcast listens, newsletter clicks, awards success, introductions, meetings or market influence.
Any estimated audience figures, reach figures, open rates, attendance levels, download numbers or engagement figures are estimates only unless expressly guaranteed in writing.
22. Intellectual Property
The Client retains ownership of its pre-existing brand assets, logos, trademarks, artwork and supplied Materials.
The Client grants The STA Group a worldwide, royalty free, non-exclusive licence to use, reproduce, adapt, publish, display, distribute and promote the Materials as required to deliver the Booking.
The STA Group retains ownership of its pre-existing intellectual property, including its brands, awards, formats, editorial frameworks, audience data, proposals, decks, sales materials, databases, event formats, designs, copy, scripts, reports and commercial concepts.
Where The STA Group creates copy, scripts, creative assets, campaign materials or editorial content for the Client, ownership remains with The STA Group unless expressly transferred in writing. The Client receives a licence to use the agreed final materials for the purpose stated in the Booking.
The Client must not use The STA Group’s name, logo, awards branding, event branding, editorial marks or package names without prior written approval.
23. Use of The STA Group Name and Awards Marks
The Client may refer to its commercial relationship with The STA Group only in the form approved by The STA Group.
Awards entrants, shortlisted organizations, winners, sponsors and partners must follow any brand usage, trophy, badge, logo or winner communication guidelines issued by The STA Group.
The STA Group may require removal or amendment of any Client communication that overstates, misrepresents or inaccurately describes the relationship.
24. Confidentiality
Each party must keep confidential any non-public commercial, financial, strategic, technical or operational information received from the other party.
This obligation does not apply to information that is already public, independently developed, lawfully received from a third party, or required to be disclosed by law.
The Client must not disclose confidential proposals, rates, guest lists, private event plans, audience data, strategic introductions or commercial terms without The STA Group’s written consent.
25. Data Protection
Each party will comply with applicable UK data protection laws.
Where a party determines the purposes and means of processing personal data, it acts as an independent controller of that personal data and is responsible for its own compliance with UK data protection law.
Where one party processes personal data on behalf of the other as a processor, the parties must enter into an appropriate data processing agreement before such processing begins.
The Client must not provide personal data to The STA Group unless it has a lawful basis to do so and has provided all required privacy information to the relevant individuals.
Where personal data is shared for event attendance, directory listings, campaign delivery, approval processes, CRM purposes or introductions, each party will use the data only for the agreed purpose or another lawful and compatible purpose.
The STA Group does not sell Client personal data to third parties.
26. Non-solicitation
During the Booking and for six months afterwards, the Client must not knowingly solicit for employment or direct engagement any employee, contractor, supplier, presenter, moderator, host, consultant or regular contributor introduced through The STA Group without prior written consent.
This does not prevent general recruitment advertising not targeted at such individuals.
27. Anti Bribery and Ethical Conduct
The Client must comply with all applicable anti bribery, anti-corruption, sanctions and modern slavery laws.
The Client must not offer, request or accept any improper payment, inducement, gift, hospitality or benefit in connection with a Booking.
The Client acknowledges that sponsorship, advertising or commercial partnership with The STA Group does not influence awards judging, editorial independence or selection decisions.
28. Force Majeure
The STA Group will not be liable for delay or failure caused by events outside its reasonable control, including technical failure, cyber-attack, platform outage, supplier failure, illness, strike, fire, flood, transport disruption, venue issue, broadcast disruption, power failure, government restriction, pandemic, war, terrorism or other emergency.
Where delivery is affected, The STA Group will use reasonable efforts to provide an alternative date, placement, format or benefit of equivalent commercial value.
29. Liability
Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any liability that cannot lawfully be limited or excluded.
Subject to the above, The STA Group will not be liable for loss of profit, revenue, sales, business opportunity, goodwill, anticipated savings, indirect or consequential loss, failure to achieve expected campaign performance, third party failure, non-attendance, non-engagement or errors in Client supplied Materials.
Subject to the above, The STA Group’s total liability for any Booking will not exceed the greater of the amount paid by the Client for the specific Booking giving rise to the claim or £500.
This clause operates only to the extent permitted by law and subject to any applicable requirement of reasonableness.
30. Indemnity
The Client will indemnify The STA Group against all losses, claims, damages, costs, complaints, regulatory action, legal fees and expenses reasonably incurred by The STA Group arising from Client Materials, Client breach of these Terms, infringement of third party rights, misleading or unlawful advertising claims, failure to obtain rights, consents or clearances, or Client misuse of The STA Group’s name, marks, audience data or commercial relationship.
31. Assignment and Subcontracting
The Client may not assign, transfer or subcontract its Booking without The STA Group’s written consent.
The STA Group may use employees, contractors, freelancers, agencies, production partners, platforms, payment providers and suppliers to deliver the Services.
32. Notices
Any formal notice under these Terms must be sent by email or post to the contact details provided in the Booking Form or to the registered office of The STA Group.
Email notices will be treated as received on the next working day after sending, provided no bounce back or delivery failure is received.
33. Waiver
No failure or delay by The STA Group in enforcing these Terms will operate as a waiver of its rights.
Any waiver must be made in writing.
34. Severance
If any clause or part of a clause is found to be invalid, unlawful or unenforceable, that clause or part of a clause will be treated as deleted to the minimum extent necessary. The remaining clauses will continue in force.
35. Entire Agreement
The Booking Form, these Terms, any agreed proposal, any order confirmation and any agreed schedule form the entire agreement between the parties.
If there is a conflict, the following order of priority applies:
- Any signed written agreement.
- The Booking Form or order confirmation.
- Any agreed proposal or schedule.
- These Terms.
No verbal statement, sales conversation, estimate or informal message will override these Terms unless confirmed in writing by The STA Group.
36. Third Party Rights
No person other than The STA Group and the Client has any right to enforce these Terms under the Contracts (Rights of Third Parties) Act 1999.
37. Governing Law and Jurisdiction
These Terms and any Booking are governed by the laws of England and Wales.
The courts of England and Wales will have exclusive jurisdiction over any dispute arising from or connected with these Terms or any Booking.