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TERMS & CONDITIONS OUTLINE 

OSH360 TEAM SPONSORSHIP PROGRAM

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OSH360 reserves the right to modify these Terms at any time. For material changes, we will provide at least 15 days' notice via email and phone.  Failure to respond with an objection will be deemed acceptance by Sponsor.

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1. Program Role & Scope

  • OSH360 is not affiliated with, endorsed by, or acting as an agent of the World Firefighters Games (WFG 2026).

  • OSH360’s role is limited to planning, coordinating, and facilitating the logistics required for a corporation to send a team of participants.

  • OSH360 does not provide event sponsorship benefits on behalf of WFG 2026; such sponsorships must be arranged directly with event organizers.

  • OSH360 acts as a project coordinator, not a travel agency, insurer, or medical provider.

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2. Sponsorship Package Deliverables

Clearly list OSH360's responsibilities, for example:

  • Team coordination and communication.

  • Uniform and gear management.

  • Travel coordination through a third-party travel agency.

  • Assistance with registration and credentialing.

  • On-site support (if applicable).

  • Pre-defined consultation or advisory services.

Also include a statement:

  • Deliverables are limited to those explicitly described in the Agreement.

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3. Corporate Responsibilities

Corporation must:

  • Identify 10 qualified participants for the team from a selected fire department.

  • Provide participant information by required deadlines.

  • Ensure participants meet event eligibility and health requirements.

  • Supply substitutes if someone drops out (subject to cost increases).

  • Cover any additional or last-minute costs resulting from substitutions, delays, or incomplete information.

  • Secure their own corporate approvals, permissions, and HR clearances for participation if applicable

  • Secure separate binding agreement between corporation and participants.

  • Sign agreement outlining final terms with OSH360.

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4. Participant Responsibilities

Participants must:

  • Comply with WFG 2026 rules, health requirements, waivers, and conduct standards.

  • Provide accurate and timely personal information for travel bookings.

  • Maintain valid passports, visas, or required travel documents.

  • Follow safety, medical, and competition guidelines.

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5. Third-Party Travel Arrangements

  • All travel bookings will be handled by a licensed third-party travel agency contracted by OSH360.

  • OSH360 is not liable for delays, cancellations, errors, or disruptions caused by airlines, hotels, transportation providers, or the travel agent.

  • OSH360 does not guarantee travel pricing until finalized by the travel agent.

  • Any increased costs for last-minute changes, name corrections, or incomplete data are the responsibility of the corporate sponsor (or participant?).

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6. Insurance & Liability

  • OSH360 will arrange for travel insurance, but coverage will be defined by the insurer, not OSH360.

  • Participants must sign liability waivers acknowledging the inherent risks of international travel and athletic competition.

  • OSH360 is not responsible for:

    • Injury or accidents during travel or competition

    • Lost baggage

    • Medical emergencies

    • Costs not covered by the insurer

    • Force majeure events (political unrest, weather, natural disaster)

  • The corporation must ensure participants have adequate personal health coverage for international travel. (or does OSH360 do this?)

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7. Payment Terms

  • Clear cost breakdown (e.g., 115K per team).

  • Deposit requirements.

  • Payment schedule (e.g., 50% upon signing, 50% before travel bookings).

  • Late-payment penalties.

  • Non-refundable items (e.g., flights purchased, uniforms, event registration).

  • Additional costs billed separately (substitutions, upgrades, expedited processing

  • Payment Schedule forthcoming.

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8. Deadlines & Required Information

Corporations agree to:

  • Provide all required documentation (names, passport scans, shirt sizes, etc.) by specified deadlines.

  • Understand that delayed information may result in:

    • Higher travel costs

    • Missed deadlines for registration

    • Late fees

    • Team ineligibility

  • OSH360 may charge administrative fees for repeated delays or corrections.

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9. Substitutions & Withdrawals

  • Teams must consist of 10 participants.

  • If a participant drops out:

    • Corporation must provide a qualified substitute.

    • Additional travel or registration costs are the corporation’s responsibility.

    • OSH360 is not obligated to manage replacements after certain deadlines.

  • If the corporation cannot supply 10 participants, the corporation is still financially responsible for the full fee.

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10. Cancellations & Refund Policy

  • Corporate cancellations are subject to:

    • Non-refundable deposits

    • Non-refundable travel and uniform costs

    • Non-refundable registration fees

  • OSH360 may cancel participation if corporation fails to comply with deadlines or payments; fees may not be refundable.

  • In the event of WFG 2026 cancellation, postponement, or modification:

    • OSH360 is not liable for refunds beyond what third-party vendors offer.

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11. Branding & Media Use

  • OSH360 may use the corporation’s name/logo solely to identify sponsorship unless the corporation restricts permission.

  • Participants may be photographed or filmed; usage permissions should be clarified.

  • Corporation is responsible for ensuring internal permissions for logo use.

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12. Confidentiality

  • Both parties agree to keep internal processes, pricing, and planning confidential unless mutually approved for release.

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13. Compliance

Corporation must ensure:

  • Participation complies with internal ethics, HR, legal, and international travel policies.

  • Participants meet all export-control, visa, and law-enforcement regulations.

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14. Indemnification

Corporation agrees to indemnify OSH360 against:

  • Claims arising from participant actions

  • Misuse of sponsorship benefits

  • Injury or loss caused by participant behavior

  • Failure of corporation or participants to comply with deadlines, travel requirements, or event rules

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15. Limitation of Liability

OSH360’s liability should be limited to:

  • The amount paid by the corporation excluding non-refundable third-party expenses

  • Excluding consequential damages, lost profits, and indirect losses

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16. Termination

  • Define how either party may terminate the agreement.

  • Outline financial responsibilities upon termination.

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17. Governing Law

  • Agreement governed by the state law where OSH360 is incorporated.

  • Dispute resolution terms.

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Optional Add-Ons (Depending on Legal Strategy)

  • Code of conduct for participants

  • Emergency contacts & crisis protocol

  • Required vaccinations / travel advisories

  • Data privacy for collected personal information

  • Media blackout periods

  • Alcohol & drug policies (international events often require this)

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