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Sponsor & Exhibitor Terms & Conditions

Booking and Payment
All prices are quoted in Australian dollars. Goods and Services tax (GST) is required to be paid on all packages purchased by Australian residents, where costs state including GST this is quoted at the current rate at 10%. Any change to the Australian GST price will alter the GST inclusive price. GST is required to be applied to all packages at the rate prevailing at the date of invoicing or payment, whichever is earlier (currently 10%).

Sponsorship packages and exhibition space will be allocated only upon receipt of the online booking form or a signed hard copy booking form (i.e. a first come, first served basis).

Confirmation will be sent together with a tax invoice for the required 50% deposit. The deposit is payable within 20 days of date of tax invoice. If the deposit is not received within this timeframe, you relinquish your right to the requested sponsorship package and exhibition space.

The balance will be invoiced on 1 March 2024, to be paid by 20 March 2024. Applications made after 1 March 2024 must include full payment. 

All payments should be made in Australian Dollars by bank transfer or credit card (Please note there is a credit card fee of 2.6%). All payments due must be received by the Meeting Managers prior to the Meeting. No sponsor will be allowed to set up their exhibition stand at the Meeting until full payment has been received.

Sponsors may not assign or sublet any part of their exhibition space. The Organising Committee may need to make changes to the floor plan; however, changes will not be undertaken without prior discussion with the companies affected. Sponsors consent to their contact details being shared with Meeting suppliers and contractors.

Cancellation Policy
If notification of cancellation of sponsorship is received in writing:
•    Prior to 7 April 2024, you are liable for 50% of the package selected
•    From 7 April 2024, you are liable for 100% of the package selected.

The Organising Committee reserves the right to cancel the Meeting in case of circumstances beyond its control. In such a case, all monies paid to date will be refunded in full less any expenses incurred. The liability of the organisers will be limited to that amount.

Insurance & Security
All property, display materials and vehicles under the control and custody of the Exhibitor are understood to remain under the control and custody of the Exhibitor and therefore the total responsibility of the Exhibitor in relation to insurance protection and coverage in transit to, within the confines of the exhibition boundaries and in transit to and from the confines of the exhibition venue and its boundaries and for the total duration of an Event from the commencement of the set up through until an Event site is vacated. The Organiser provides 24 hour monitoring of the site by event staff and overnight security by accredited security services from the official start of set up (the official set up times may vary and will be advised in event publications and upon checking at an Event) through until 8am on the day after the last day of an Event. The Organiser is not responsible for any damage to or loss of goods of the Exhibitor or its servants, staff, agents or contractors due to any reason whatsoever. 

The Organiser recognises that Exhibitors and Sponsors securing site space at a number of Events will only need to provide Certificates of Currency of Insurance once yearly valid for the period of all Events to which the Exhibitor and/or Sponsor are attending. 

Exhibitors and others are not permitted to connect or otherwise interfere with the electrical, gas, water or other fittings within a venue or at the grounds where an Event is located. Any such connections or alterations need to be approved by the Organiser and the host venue and would then be carried out at the expense of the Exhibitor. All electrical items brought to an Event MUST HAVE valid electrical certification tags on them, including extension leads and power boards. Exhibitors who have ordered power and require more than one power outlet, must bring their own additional power leads and power boards. It is an inherent obligation of the Exhibitor and Sponsor to provide proof of currency of public liability insurance in accordance with the date set out in the Event Information – Public Liability Certificate of Currency Due Date set out in an Event specific terms and conditions. The Exhibitor and/or Sponsor will ensure that such public liability insurance is to the value of $20 million prior to allowing access to an Event.

Health & Safety 
The Exhibitor and Sponsor acknowledge that Event sites can be hazardous. Exhibitors and Sponsors are required to take due care and attention in order to prevent injury and property damage. The Organiser cannot be held responsible nor liable for damage caused by the act or omission of an Exhibitor or Sponsor. The Exhibitor, its servants, agents, licensees, contractors or subcontractors will be responsible for complying with workplace health and safety standards at all times. 

Exhibitors, contractors, delivery drivers, etc. MUST wear high visibility vests and closed in shoes during the set up and bump out hours of an Event. Children are not permitted on site at a venue during set up and bump out times.

Code of Conduct
Sponsors & Exhibitors must comply with the guidelines in the ‘Educational and Promotional Material Directed at healthcare professionals’ outlined in the most recent edition of Medicines Australia Code of Conduct.

All displays must be directed to health professionals and product information for all promoted products must be available from the stand. 

Sponsors & Exhibitors shall not solicit business in front of displays not their own. They shall not interrupt or entice prospective clients away when engaged with another supplier. They shall train their personnel in the purpose of the sponsorship opportunity and shall teach business etiquette to staff members.

Sponsors & Exhibitors shall not discriminate against or harass any conference attendee, staff member or exhibitor because of race, religion, sex, national origin, age, disability, or sexual orientation.

Sponsors & Exhibitors shall not disassemble their displays before appointed time unless special circumstances require, and then only with approval of the Organisers. 

Sponsors & Exhibitors shall not have loud music, distracting noises, etc. emanating from their display areas that will interfere with other suppliers.

All meeting speakers (including International Speakers) may not be approached to participate in any presentations scheduled from 21st - 30 October without specific approval from the Organisers to ensure no conflict of interest or duplication in presentation topics.

Stand Selection
Stand space is allocated to companies in order of level of sponsorship based on the date the signed application is received. A final floorplan will be forwarded to your company representative in 2024 to select from available spaces.