Terms & Conditions

• Qualification: To qualify for the Hosted Merchant Meetings Program, individual merchants must 
  • Accurately identify themselves to us as buyers or influencers (individually or as part of groups) of the purchase of applicable technology, solutions, products or services for their organizations or institutions, and
  • Be an employee, owner or operator of a direct-to-consumer brand, merchant or retailer (including traditional retailers, direct-to-consumer brands, online marketplaces, travel & hospitality, automotive, publishing, media and restaurants) with  an existing or planned subscription or membership model that exceeds $500,000 in annual revenue, and
  • Hosted merchants are eligible for travel reimbursement only if they stay at the hosting hotel, Sheraton Dallas Hotel, and
  • Agree to attend up to eight (8) 15-minute onsite meetings (“Hosted Meetings”) with participating sponsors (“Participating Sponsors”).

Subject to our approval, such individuals will be “Hosted Merchants” and will receive (a) complimentary tickets to the Event, and (b) travel and hotel reimbursement of up to $750 per person. Hosted Merchants can opt out of the travel and hotel reimbursement.

• Meeting Time Slots: You commit to being available for at least sixteen (16) Meeting Time Slots as set forth below until you receive your final schedule immediately prior to the event. Your Hosted Meetings may be spread across multiple Meeting Time Slots; they may not be back to back. Meeting Time Slots are scheduled to be:
  • Wednesday, May 28, 2025:
    • 12:30pm-12:45pm CDT
    • 12:46pm-1:01pm CDT
    • 1:02pm-1:17pm CDT
    • 1:18pm-1:33pm CDT
    • 1:34pm-1:49pm CDT
    • 1:50pm-2:05pm CDT
  • Thursday, May 29, 2025:
    • 10:15am-10:30am CDT
    • 10:31am-10:46am CDT
    • 10:47am-11:02am CDT
    • 11:03am-11:18am CDT
    • 11:19am-11:34am CDT
    • 2:00pm-2:15pm CDT
    • 2:16pm-2:31pm CDT
    • 2:3 pm-2:47pm CDT
    • 2:48pm-3:03pm CDT
    • 3:04pm-3:19pm CDT
• Travel Arrangements: You are responsible for making your own travel and accommodation arrangements to attend SubSummit. You can book an onsite hotel room in our dedicated room block at the Sheraton Dallas Hotel by clicking here. Rooms (including any cancellation fees or deposits) are not refundable if canceled less than 72 hours of your arrival date. We do not guarantee the availability of our hotel room block, and recommend you book early.
• Program Participation: Hosted Merchants must provide relevant information and respond to our requests by our stated deadlines as set forth in our Hosted Meetings Program guidelines and other communications, including:
  • Completing a profile (“Profiles“), which includes information about your company and job role. All Profiles are subject to our review and approval.
  • Requesting meetings with Participating Sponsors for potential Hosted Meetings, and opting in to meeting requests from Participating Sponsors.
  • Adding Hosted Meetings to calendars.
• Completing Your Own Hosted Meetings: We do not combine Hosted Meetings with other individuals from your organization that might also be participating in the Hosted Merchant Meetings Program. If more than one person from your organization is attending SubSummit as a Hosted Merchant, each person must complete their own set of Hosted Meetings. If you are unable to attend your Hosted Meetings for any reason, you may not be eligible to receive a complimentary SubSummit ticket or travel/hotel reimbursement.
• Cancellation & Substitutes: If you are approved as a Hosted Merchant but become unable to participate in the Hosted Meetings Program even though you are still employed by your organization, you agree to suggest one or more substitutes from your organization as your replacement. Acceptance of any substitute is subject to our prior approval via email.
• Notice of Employment Change: If you (a) are no longer employed by, or (b) become aware prior to SubSummit that you will no longer be employed at the time of SubSummit or after SubSummit by the organization upon which you were approved as a Hosted Merchant, you must let us know immediately upon your becoming aware so that we can cancel your participation in the Hosted Meetings Program. In such cases, you will no longer be eligible to participate in Hosted Meetings or to receive a travel/hotel reimbursement or complimentary SubSummit ticket. We reserve the right to only communicate with you at your work email address regardless of any other email address you may have provided or we may have otherwise used.
• Failure to Complete Hosted Meetings: If you are scheduled meetings at SubSummit 2025 but do not complete your scheduled Hosted Meetings: (a) we will not be responsible for any costs associated with your travel or hotel and you will not receive any reimbursement, (b) your credit card will be charged for your SubSummit ticket per the authorization you agree to below, and (c) you may be rejected from our Hosted Meetings Programs in future years. Notwithstanding the foregoing, we reserve the right at our sole discretion to prorate your ticket fee and/or your travel/hotel reimbursement calculated based on the total Hosted Meetings for which you were scheduled and that you completed.
• Credit Card Details: You agree to provide your credit card information, and authorize us to process a $1 charge on your credit card as part of your SubSummit ticket registration. You also authorize us to charge the cost of your ticket at the rate of  $2,495 to your credit card if you do not complete your Hosted Meetings as described in section 8 above.
• Reimbursement Process: As the final step to receiving your travel and hotel reimbursement of up to $750 in travel/hotel expenses incurred, we require that you complete a short feedback form providing specific evaluations of each Hosted Meeting (we will also ask Participating Sponsors to provide feedback on their meetings with you). Please note that SubSummit will not reimburse for any mileage, points or rewards used for travel. Reimbursement is conditioned upon completing all of your Hosted Meetings, staying at the hosting hotel and submitting the feedback survey and travel/hotel receipts following the event within our stated deadlines.
• Data and Privacy: To see how we look after your data, see our Privacy Policy here.  
• Qualification at SubSummit’s discretion: Qualification as a Hosted Merchant is determined solely by SubSummit, and may be revoked at any time. By completing an application to be a Hosted Merchant, you agree to these Terms & Conditions.