Sponsor and Exhibitor Terms & Conditions
These terms and conditions govern the participation of sponsors and exhibitors in any Conference Design managed event; meeting; webinar; summit; convention, congress; or conference (‘the Event’), on behalf of the Event Host (‘the Host’).
By submitting a sponsorship and/or exhibition booking for the Event, you are accepting these terms and conditions.
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.
Currency and GST
All prices are quoted in Australian Dollars (AUD$) and include GST, unless otherwise stated.
Confirmation of Bookings and Tax Invoice
Once you have completed your sponsorship and/or exhibition booking, you will be sent a confirmation email with a PDF Tax Invoice. Please ensure that your valid email is entered correctly on the booking form and check your junk mail folder in case your confirmation email(s) are caught by spam filters.
Any advertising is not an offer of confirmation. The Host reserve the right to decline any sponsorship and exhibition application.
Information for sponsors and exhibitors will be sent electronically to the email address that is provided at the time of booking.
Please include the EFT Reference shown on your Tax Invoice when submitting an EFT and email Conference Design the details including date, amount and your bank’s reference.
BSB: 017 010
Account #: 1085 82575
Account Name: Conference Design Pty Ltd
Bank: ANZ Bank, 61 Liverpool Street, Hobart 7000
Swift Code: ANZBAU3M
Credit Card Payments
Credit card charges appear as Conference Design Pty Ltd on your card statement. When using the online payment system credit card transactions will be processed directly by ANZ eGate and Conference Design does not store or transmit your credit card details. ANZ eGate is a secure and PCI compliant platform.
Refer to the conference sponsor and exhibitor prospectus for inclusions relevant to your package. All other costs associated with your participation in the event shall be borne solely by the sponsor/exhibitor, and the Event shall have no liability for such costs.
Cancellation of your sponsorship &/or exhibition booking
Once a sponsorship and/or 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 an in-person conference
The Host and Conference Design do not accept any liability for losses incurred (such as travel costs, hotel costs or any other costs or expenses) if the in-person Event is cancelled or postponed due to an unforeseen occurrence or any other occurrence that renders performance of the Event inadvisable, illegal, impracticable, or impossible. 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.
If the conference is cancelled or postponed refunds will not be issued but available funds will be credited towards the rescheduled conference.
Moving to an entirely online event
Should the Host believe, at their sole discretion, that a hybrid or in-person event needs to be held entirely online, all sponsor and exhibitor bookings will be transferred to the online event. Fees will be revised to reflect an online format and sponsors and exhibitors will be refunded any difference between the in-person and online fee. Full refunds of sponsor and exhibitor bookings will not be issued due to an event moving entirely online.
Disclaimer and changes
Every effort has been made to present all the information accurately, however no liability is accepted for any inaccuracy and the Host and Conference Design reserve the right to change any published information.
The Host and Conference Design reserve the right to change any and all aspects of the Event, including but not limited to, the Event name, themes, content, program, speakers, format, performers, hosts, moderators, venues, and times.
The Host and Conference Design reserve the right to amend, update or delete sponsorship and exhibition packages and the exhibition floor plan.
Code of Conduct and Disruptive Behaviour
In booking a sponsorship or exhibition package for the conference, you agree your representatives will abide by the Conference Code of Conduct which is available at (website link)
Revocation of Sponsorship
The Host may revoke a sponsorship agreement with any organisation where, in the opinion of the Host, the sponsor or exhibitor has been guilty of conduct unbecoming of a OCIS Sponsor, or is prejudicial to the interests and objectives of OCIS.
Product or Service Endorsement
Sponsorship of any OCIS activity does not indicate product or service endorsement. Acceptance of all sponsor and exhibitor applications are subject to approval of the Host.
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 in-person conferences.
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.
All sponsors and exhibitors must have adequate insurance for the period of the conference, including public and products liability cover and professional indemnity insurance. The Host and/or Conference Design may request a certificate of currency.
Your Organisation shall indemnify and hold harmless the Host and Conference Design for any loss, damage to property or injury to persons suffered as a result of your participation in the conference, except where the Host or Conference Design 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 in-person 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.
Opt-in delegate list
The opt-in delegate list will be supplied to eligible sponsors and exhibitors prior to the conference and will include name, organisation, state and email address. The list provided will exclude the names of delegates who 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 Host and Conference Design 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.