Sponsorship Terms & Conditions

A Completed booking form is required to confirm your sponsorship or trade exhibition space booking.
Exhibition space will be allocated on a ‘first come, first served’ basis.
Spaces will be allocated in order of your preferences on your booking form. Where only one preference is provided, and that space has already been sold, a space will be allocated as close as possible to the desired location.
Payment does not have to accompany the booking form, however payment terms and conditions must be adhered to else the space may be released for sale to another exhibitor.
Upon receipt of the signed booking form, the Conference Organiser will confirm entitlements in writing and forward a booking confirmation along with a tax invoice.
A deposit of 50% must be paid within 14 days of the date of the booking. If payment of the deposit is not received within that time, the space will be available for sale to another company.
The full amount of the booking must be paid within 60 days from the date of invoice and by no later than 1 month prior to the Conference.
All exhibitors must produce a valid Public Liability insurance Certificate of Currency for the period of the exhibition and this must be submitted to the Conference Organiser by 1 March 2024.
The Conference Organiser reserves the right in unforeseen circumstances to amend or alter the exact site or location of the stand and the exhibitor undertakes to agree to any alteration to the site or the space reallocated by the Conference Organiser.
The Conference Organiser reserves the right to change the exhibition floor layout if necessary.
The Conference Organiser agrees to provide the exhibitor with an Exhibition Manual.
The Conference Organiser reserves the right to refuse any person including exhibitor staff, representatives, visitors, contractors and/or agents’ entry to the exhibition if they do not hold a Conference name badge.
The Conference Organiser will arrange security onsite, if required by the venue, during the period of the exhibition but will accept no liability for loss or damage.
The Conference Organiser will not be liable and makes no guarantee of the number of visitors to the exhibition. Equally, the Conference Organiser will not be accountable for the level of commercial activity generated.
The exhibitor must comply with all the directions/requests issued by the Conference Organiser including those outlined in the Exhibition Manual.
The exhibitor will not display or exhibit in such a manner as to obstruct or affect neighbouring exhibitors. This includes blocking or projecting light, impeding or projecting into aisles or neighbouring exhibition spaces.
The exhibitor agrees to adhere to all Conference venue rules and regulations.
Official contractors will be appointed by the Conference Organiser to undertake stand construction, freight forwarding (if applicable) supply of furniture, electrics and IT Equipment. This is for insurance and security reasons.

For late bookings, the full amount of the booking must be finalised prior to the Conference commencement date.
No exhibitor will be allowed to occupy the allocated exhibition space until all monies owing to the Conference Organiser are paid in full.
All amounts are payable in Australian Dollars. Cheques must be made payable to GEMS Event Management Australia. Direct Debits are to be made to the account number listed on the bottom of the Tax invoice.
All credit card payments will incur a credit card processing fee. Fees (as at 1st January 2023) are: American Express 1.73% + $0.20 transaction fee, Mastercard: 0.87% and Visa 0.90%.
All payments must include 10% Goods and Services Tax.
Acceptance of sponsorship and exhibition bookings is at the discretion of the Conference Organising Committee.
Sponsors/Exhibitors are not permitted to assign, sublet, or apportion the whole or any part of their package/booked space unless prior consent in writing from the Conference Organisers is provided.
Discounts for any entitlements not used or required will not be provided.
The exhibitor will submit plans and visuals of custom designed exhibits, if applicable, to the Conference Organiser by no later than 1 March 2024. Exhibitors failing to do so may be denied access to the exhibition to build or may be required to cease building.
All bookings are subject to approval by the Conference Committee.
The Sponsor will not withhold, set off, withdraw, cancel, alter, or reduce payment of an amount of moneys payable under this Contract. However, the Host Organisation may, in its sole discretion, grant partial refunds to Sponsors who give the Host Organisation written notice of their intention to withdraw from the Conference as follows:
If the Number of Months’ written notice before the start of the Event is as follows then the amount of potential refund may be as set out below:
More than 3 months – 70%; or
More than 2 months to 3 months – 20%; or
2 months or less – 0%