Acceptance of terms & conditions
Conference Design Pty Ltd, members of the organising committee and the host organisation are collectively referred to as the Organisers.
The Organisation listed on the sponsorship and exhibition application will be referred to as your Organisation or collectively as sponsors and exhibitors.
By submitting a sponsorship and/or exhibition application you are accepting these terms and conditions.
Acceptance of bookings
Conference Design will issue a tax invoice once a sponsorship and exhibition application has been submitted and approved.
Any advertising is not an offer of acceptance. The Organisers reserve the right to decline any sponsorship and exhibition application.
Goods and Services Tax (GST) & currency
All costs are inclusive of 10% Australian Goods and Services Tax (GST) and listed in Australian Dollars (AUD)
Payment is required within 14-days of Conference Design issuing your tax invoice.
Sponsorship and exhibition entitlements, including the allocation of exhibition space, do not commence until payment has been received.
Cancellation of your sponsorship &/or exhibition booking
Once a sponsorship and exhibition application has been accepted all payments are non-refundable. If you are no longer able to attend the conference please contact Conference Design to discuss your participation.
Cancellation or postponement of the conference
The Organisers do not accept any liability for losses incurred if the conference is cancelled or postponed due to an event that renders proceedings with the meeting inadvisable, illegal, impracticable or impossible.
If the conference is cancelled or postponed refunds will not be issued but available funds will be credited towards the rescheduled or future RACMA conference.
An unforeseen event could include, but is not limited to, an infectious disease outbreak; industrial disruptions; service provider failures; governmental restrictions or regulations; war or apparent act of war; terrorism or apparent act of terrorism; disaster; civil disorder, disturbance, and/or riots; curtailment, suspension or restriction on transportation; or any other emergency.
Change of Format
Should circumstances beyond our control necessitate a change of format (ie moving to online or hybrid rather than in-person), the sponsorship packages will be refined to incorporate and reflect the online benefits detailed.
Disclaimer and charges
Every effort has been made to present all the information accurately, however, no liability is accepted for any inaccuracy and the Organisers reserve the right to change any published information.
The Organisers reserve the right to amend, update or delete sponsorship and exhibition packages and the exhibition floor plan.
Exhibition floor plan
The exhibition floor plan is subject to change without notice. The floor plan is not to an exact scale, but accurately represents the position and sizes of exhibition spaces at physical conferences.
When booking please appoint a single point of contact within your Organisation. All bookings will be recorded under this one name and all correspondence will be sent to this person.
Allocation of exhibition space
Conference Design will allocate exhibition spaces after taking into account each organisation’s sponsorship, the date of application, preferences, proximity to competitors and any other matters deemed relevant.
Public and Product Liability Insurance
RACMA requires all sponsors and exhibitors to have adequate Public and Product Liability Insurance cover based on a limit of indemnity to the value of $20,000,000 or above. This refers to damage or injury caused to a third party/visitor on or in the vicinity of an exhibition stand. Sponsors and exhibitors are required to submit their Public Liability Insurance Certiﬁcate when booking.
Your Organisation shall indemnify and hold harmless the Organisers for any loss, damage to property or injury to persons suffered as a result of your participation in the conference, except where the Organisers are found to be negligent.
Supply of goods and services
The supply of any goods, services, samples or advice is entirely at your Organisation’s own risk.
Valuable items should NOT be left unattended at your exhibition space at any time and especially not overnight. No responsibility is accepted for any loss or damage to equipment and display materials.
Anyone from your Organisation attending the conference or guests you wish to invite to the conference must register with Conference Design before the conference. An official name badge will be required to access the meeting and exhibition areas.
All custom stands must fit within the purchased exhibition space. Custom stands must not exceed 3.0 metres high. If you have any questions please email us a floor plan and elevations of your proposed stand.
The delegate list will be supplied on the Conference App at the time of the conference and will include name, organisation and state. The list provided will exclude names that have not provided their consent.
Whilst we encourage you to develop entertaining and interactive displays to attract delegates, please be mindful not to disturb other exhibitors or delegates.
Signage at the venue
Your signage should be free-standing to allow for easy placement and should be contained with your exhibition space.
Due to safety requirements, you will not be able to dismantle your display before the published closing time.
Damage to the venue
Your Organisation shall indemnify the Organisers from all liability for damage to the venue deemed to have been caused by your staff, contractors, agents or guests. The cost of repairs will be the sole responsibility of your Organisation.