Terms and Conditions

BCC Events Management ABN 53 629 455  518 (“BCC”) is contracted by The Client to manage the Conference registration, accommodation and sponsorship/exhibition bookings. All enquiries in regards to the Conference should be directed to BCC at info@bccm.com.au

BCC and The Client reserve the right to change these terms and conditions at any time without prior notice. These terms and conditions will be governed by and construed in accordance with the laws of the state of Victoria, Australia and the parties submit to the jurisdiction of the courts of that state.

All attendees, whether delegates, speakers, exhibitors, sponsors or vendors must be aware of, and agree with, the Conference terms and conditions, privacy policy and code of conduct.

1. Delegate Registration Terms and Conditions

1.1. Cancellation statement
All cancellations must be made in writing to BCC at info@bccm.com.au.
Refunds are subject to the following terms and conditions detailed below.

1.1.1. If you have registered for the Conference as a delegate, either for the full Conference or part of the Conference, cancellations received on or before 90 days’ prior to the Conference will be refunded less 25% of the Conference registration fee, to cover The Client and BCC’s administration costs.
1.1.2. Cancellations received within 90 days of the Conference will receive no refund (in part or full), however delegates may choose to transfer their registration to another person from the same organisation provided the request is submitted at least 48 hours prior to the event in writing to info@bccm.com.au.
1.1.3. Details for registration transfer must include the full name of the replacement person, their title, contact phone number and email address. All other registration details will be carried over to the new person unless otherwise specified. Transfer of registrations to another person will include the registration, all program event tickets and accommodation bookings.
1.1.4. Registration transfers notified within 48 hours of the Conference or at the time of registration at the Conference will incur a $25 name badge re-printing fee.
1.1.5. Processing time for refunds: Refunds (less applicable administrative fees) will be processed no later than 30 days of the conclusion of the Conference.

1.2. Late Registration
BCC cannot guarantee the availability of limited ticketed program events within the Conference such as Welcome Reception, Happy Hour and Conference Dinner to delegates who register late (inside 90 days before the Conference starts as there is a risk that program events may be fully subscribed). These tickets will be forfeited, and no partial refund will apply to these registration fees.
1.3. Non-attendance
No refund (in part or full) will be provided for non-attendance at the Conference.
1.4. Eligibility for discounted registrations
Early bird: To qualify for early bird registration, registration fees must be received by the date listed on the conference website. Registration fees are based on date of payment receipt, not the date of receipt of registration form.
1.5. Cancellation of the conference by BCC or The Client

1.5.1. It may be necessary for reasons beyond the control of the Client or BCC to alter the times, dates, program or speakers of the Conference by notice to you at any time.
1.5.2. In the event of cancellation or postponement of the Conference, the maximum liability of The Client or BCC is limited to a refund of the Conference registration fee with no additional liability for travel costs, hotel costs, or any other costs or expenses whatsoever.
1.5.3. In the event of cancellation or postponement of the Conference due to circumstances beyond The Client or BCC reasonable control including but not limited to, acts of terrorism, war, acts of God, natural disaster or global health crises, The Client or BCC cannot be held responsible for any cost, damage or expense which may be incurred by delegates as a consequence of the Conference being postponed or cancelled.
1.5.4. In the event of postponement of the Conference, if the delegate is willing to attend the rescheduled conference, we will transfer the registration and guarantee the same conditions and registration entitlements at the rescheduled conference.

1.6. Insurance
Registration fees do not include insurance of any kind. It is strongly recommended that delegates take out insurance at the time of registration to include any eventuality including but not limited to loss of fees through cancellation of delegates participation in the Conference or through cancellation of the Conference, loss of airfares through cancellation for any reason including airline or related services, strikes, loss or damages to personal property, force majeure or any other reason.
1.7. Liability
Delegates attend the conference at their own risk. Delegates agree not to hold The Client or BCC liable for any losses, damages, expenses, costs, claims or liabilities suffered or incurred by delegates including consequential or indirect losses or loss of profit through registering for the Conference, attending the Conference, cancellation of the Conference, failure of the Conference to achieve your expectations, or for any error or omission by The Client or BCC. Delegates agree not to hold the Client or BCC liable or responsible for any personal injury (i.e. physical, psychological or emotional stress) or any loss or damage to personal property.
1.8. Photography and Video Footage
The Client and BCC film and photograph the Conference. You consent to being filmed or photographed by BCC (or its representatives or contractors) and to BCC using your name, likeness, image and/or voice in such photographs or films for the purpose of marketing and promoting BCC brand, conferences, events, services and products. No remuneration is payable for such use.

2. Accommodation Terms and Conditions

2.1. How to book accommodation:

2.1.1 Rooms are being held by BCC on behalf of the delegates until sold out via the registration portal.
2.1.2 To book accommodation, please complete the accommodation section on the online registration form. Rooms will be held by BCC on behalf of the delegates until sold out or as agreed with the hotel. If rooms are unavailable online, please contact BCC directly.
2.1.3 Credit card details are needed to secure accommodation. BCC will securely forward your contact details including your email, reservation details, any special requests and credit card details to the hotels. The hotels may charge the one-night deposit 30 days prior to the Conference start or at check in.

2.2. Payment

2.2.1. The rates per room per night are inclusive of goods and services tax (GST), which is charged by the hotel on check in or check out. The hotels may charge you a surcharge for credit card transaction fees.
2.2.2. The hotel may charge the one night’s deposit on arrival. Delegates must settle the balance of their account and any incidentals upon check out. The credit card details will also be used to pay for all room nights if you cancel within 30 days of your arrival date or do not show up.

2.3. Accommodation cancellation policy

2.3.1. The hotels enforce strict cancellation policies.
2.3.2. If the reservation is cancelled on or after the room release date as agreed between BCC and the accommodation provider all nights/rooms cancelled will incur 100% cancellation fee. This includes any reductions to total nights booked.
2.3.3. No shows will be charged at the full accommodation rate for the duration of the booking. That is, all nights for all rooms booked will be charged directly by the hotel to the credit card provided at the full accommodation rate.
2.3.4. Cancellation policies listed on individual hotel websites do not apply, as the above rates are contracted at a group rate.

2.4. Early/late arrival
Most hotels and accommodation The Client and BCC engage with allow you to check in from 2pm. If you wish to check in earlier, additional charges will apply. If you will be arriving after 6pm, please notify the BCC at info@bccm.com.au. Failure to advise late arrival may result in your room being released.
2.5. Change of booking
Changes to bookings must be forwarded in writing to BCC at info@bccm.com.au. Any changes cannot be guaranteed and cancellation policies may apply.

3. Speaker Terms and Conditions

All speakers, whether invited or accepted via the call for proposals and all persons submitting or coordinating a proposal on behalf of a speaker, must be aware of, and agree with, the BCC speaker terms and conditions, the speaker registration fees, privacy policy and code of conduct.
3.1. Submitting an abstract or proposal
All persons who submit an abstract or new proposal as ‘primary contacts’ agree to:

  • receive consent from their co-speakers to submit their personal details such as name, organisation and contact details via the BCC online submission form and to have their details stored in the BCC database.
  • ensure that all their co-speakers are aware of the terms and conditions, privacy policy and registration fees applicable should their abstract or proposal be accepted into the program.
  • be the main point of contact in the pre-planning of the conference program if their proposal is accepted and inform all speakers of any communications and information regarding the conference.
  • agree to participate in an info webinar at a nominated time.
  • advise the committee in writing of any changes as soon as they are known.

3.2. Withdrawing a proposal or a session

3.2.1. Withdrawals need to be communicated in writing by the person who originally submitted the proposal (‘Primary Contact’). In doing so, the committee assumes that all other co-speakers have been informed of the withdrawal.
3.2.2. Once a proposal is withdrawn, it will not be reinstated.

3.4. Speaker registration fees

3.4.1. The acceptance of a proposal does NOT include registration or any costs associated with attendance at the conference (such as travel and accommodation), or any other costs associated with the preparation or delivery of the presentation.
3.4.2. All speakers agree to:
  • register for the conference by the specified date
  • pay the speaker registration fee
  • be available to present on any of the main days of the conference
  • Speakers who fail to notify the committee and/or who do not pay and register to attend by the specified date may be withdrawn from the program at the discretion of the committee.
  • If none of the speakers of an accepted proposal have registered by the specified date, the presentation may be completely withdrawn from the program at the discretion of the committee.

3.5. Conference proceedings

3.5.1. PowerPoint presentations and videos will be collected and made available on the The Client or BCC website after the conference either as PDF documents or in SlideShare.
3.5.2. Speakers who do not want their presentations to be shared must inform the conference organisers during the conference or provide an updated/revised version for publication within one week of the conference finish.

3.6. Non-commercial policy
All persons who submit a new proposal (‘primary contacts’) and all speakers understand and agree that the Conference is a forum for learning and networking and as such is non-commercial. Under no circumstances should a programmed session be used for direct promotion of a presenter’s product, service or other self-interest.
3.7. Video and photography
Sessions will be photographed, filmed or webcasted (live or on demand) at the conference for publication on the conference website, in hard copy and/or online or to use to promote future conferences.

4. Sponsors and Exhibitor’s Terms and Conditions

The term ‘sponsor’ includes any person, firm, company or corporation and its employees and agents identified in the booking form or other written request for a sponsorship item.
The term ‘exhibitor’ includes any person, firm, company or corporation and its employees and agents identified on the application form or other written request for exhibition space.
4.1. Application

4.1.1. An online application form and paid deposit is required to allocate sponsorship and the location of exhibition booth(s) within the Conference space.
4.1.2. Applications will be reviewed by the Client and BCC, and an official confirmation of the sponsorship or exhibition will be emailed once the application has been approved.
4.1.3. The allocated space will be allocated on a ‘first come’ basis close as possible to the desired location, subject to the level of sponsorship (see clause 4.1.4.) and the sponsorship and exhibitors equipment.
4.1.4. Selected spaces and booths are reserved for major sponsors.
4.1.5. A standard sponsorship package consists of two (2) chairs and one (1) trestle table for the exhibit, notwithstanding major sponsors sponsorship packages. No other furniture is included in the package and any specific equipment or furniture required by the sponsor or exhibitor must be arranged independently and approved by BCC prior to the Conference. Colours and furniture type will be determined by BCC and BCC at their sole discretion.
4.1.6. Acceptance of sponsorship, exhibition and advertising offers is at the discretion of The Client and the decision to approve a sponsorship, exhibition or advertising request is made solely by The Client. Please note that the acceptance of your sponsorship/exhibition application is not to be considered an endorsement of products or services that may be displayed.

4.2. Payment

4.2.1. Once the application has been approved, BCC will confirm entitlements in writing and forward acknowledgement of receipt, together with a tax invoice for the deposit.
4.2.2. The deposit will be 50% of the full amount and payment is due 14 days from date of invoice. After this time, the proposed allocated space and sponsorship package will be made available for sale to another organisation or company.
4.2.3. The balance of the full amount will be due no later than 30 days prior to the Conference]. No sponsor or exhibitor shall occupy allocated space until all monies owing to BCC are paid in full.
4.2.4. All amounts are payable in Australian dollars. Credit card payments will incur a 3% service fee.
4.2.5. All payments must include 10% goods and services tax component (which is included in the fees).

4.3. Cancellation statement
All cancellations must be made in writing to BCC at info@bccm.com.au.
Refunds are subject to the following terms and conditions detailed below.

4.3.1. In the event of a cancellation by the sponsor/exhibitor, the sponsor/exhibitor must submit the request in writing to BCC at info@bccm.com.au. A fee of 50% of total fees applies for cancellations received before 90 days of the Conference. No refunds will be made for cancellations after this date. After applications have been confirmed and accepted, a reduction of the sponsorship package or exhibition space is considered a cancellation.
4.3.2. In the event of cancellation or postponement of the Conference due to circumstances beyond The Client or BCC reasonable control including but not limited to, acts of terrorism, war, acts of God, natural disaster or global health crises, The Client or BCC cannot be held responsible for any cost, damage or expense which may be incurred by sponsors/exhibitors as a consequence of the Conference being postponed or cancelled.
4.3.3. In the event of cancellation of the Conference by The Client or BCC, the maximum liability of The Client or BCC is limited to a refund of the exhibition or sponsorship fee, less administration fees and with no additional liability for travel costs, hotel costs, or any other costs or expenses whatsoever.
4.3.4. In the event of postponement of the Conference, if the sponsor/exhibitor is willing to commit to exhibiting/sponsoring at the rescheduled conference, BCC will use its best endeavours to ensure the same exhibition/sponsorship items and entitlements at the rescheduled conference.

4.4. Insurance
The purchasing of a sponsorship package does not include insurance of any kind. It is strongly recommended that sponsors/exhibitors take out insurance at the time of booking to include any eventuality including but not limited to loss of fees through cancellation of the organisation’s participation in the Conference or through cancellation of the Conference, loss of airfares through cancellation for any reason including airline or related services, strikes, loss or damages to personal property, force majeure or any other reason.
4.5. Liability
Sponsors and exhibitors attend the Conference at their own risk. Sponsors and exhibitors agree not to hold The Client or BCC liable for any losses, damages, expenses, costs, claims or liabilities suffered or incurred by registered staff including consequential or indirect losses or loss of profit through registering for the Conference, attending the Conference, cancellation of the Conference, failure of the Conference to achieve your expectations, or for any error or omission by the Client or BCC. Sponsors and exhibitors agree not to hold The Client or BCC liable or responsible for any personal injury (i.e. physical, psychological or emotional stress) or any loss or damage to personal property.
4.6. Privacy statement
In order to assist with your participation, your organisation and contact details may be shared with suppliers and contractors and be included in participant lists and for the information distribution in respect to other related events and conferences organised by BCC Events Management Pty Ltd.
If you object to your details being shared, please inform the BCC by emailing your objection to info@bccm.com.au.
4.7. Additional events and subleasing

4.7.1. Sponsors and exhibitors are not permitted to assign, sublet or apportion the whole or any part of their sponsorship package unless prior consent in writing from the BCC is provided.

4.8. Exhibition

4.8.1. All exhibitors must produce a valid insurance certificate of currency for the period of the Conference and this must be submitted to BCC prior to the date of the Conference.
4.8.2. BCC reserves the right in unforeseen circumstances to amend or alter the exact location of the exhibitor booth and the exhibitor undertakes to agree to any alteration to location reallocated by BCC.
4.8.3. BCC reserve the right to change the exhibition floor layout if necessary.
4.8.4. The conference organiser may shorten or lengthen the duration of the exhibition and alter the hours during which the exhibition is open.
4.8.5. The conference organiser agrees to provide the exhibitor with an exhibition manual before the exhibition for the purpose of communicating required actions on the part of the exhibitor.
4.8.6. 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.
4.8.8. The conference organiser will specify conditions relating to the movement of goods and displays before, during and after the exhibition.
4.8.9. The conference organiser will arrange security onsite during the period of the exhibition but will accept no liability for loss or damage.
4.8.10. 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.
4.8.11. The exhibitor must comply with all the directions/ requests issued by the conference organiser including those outlined in the exhibition manual.
4.8.12. The exhibitor will not display an 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.
4.8.13. The exhibitor agrees to adhere to all venue rules and regulations.
4.8.14. The exhibitor acknowledges that the conference organiser has a preferred freight forwarder and agrees to comply with all instructions relating to delivery times. If an alternate freight forwarder is engaged, the exhibitor acknowledges that the conference organiser will not be able to provide assistance in tracking lost deliveries. The exhibitor agrees that the conference organiser will not be liable for any goods rejected by the venue, lost or damaged prior to the delivery date specified.
4.8.15. Official contractors will be appointed by the conference organiser to undertake stand construction and freight forwarding plus supply furniture, electrics and IT equipment. This is for insurance and security reasons.
4.8.16. Discounts for any entitlements not used or required will not be provided.
4.8.28. The exhibitor will submit plans and visuals of custom designed exhibits to the conference organiser by no later than date specified for said Conference. Exhibitors failing to do so may be denied access to the exhibition to build or may be requested to cease building.

4.9. Branding and Marketing

4.9.1. Sponsors and exhibitors will submit all artwork, branded materials and videos for advertising, either purchased or forming part of their sponsorship package to BCC by the date agreed to by both parties and documented in the specified sponsorship document.
4.9.2. Placement of sponsor or exhibitor logo on branded items is at the discretion of the Client and BCC (if applicable).
4.9.3. Placement of sponsor advertisements on the Conference website or mobile app is at the discretion of The Client and BCC (if applicable)

The Client is the organisation or party that has engaged BCC Management as a Professional Conference Organiser for the administration of the Conference.