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.
4.1.1. 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.
4.2.1. 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 firstname.lastname@example.org.
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 email@example.com
. 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.
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.
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 firstname.lastname@example.org.
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.
4.8.1. 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)