SPONSORSHIP Terms and Conditions

Sponsor/Exhibitor Agreement

Completion of the sponsor agreement form does not confirm acceptance of offer. 23AWC Committee reserves the right to determine which applications are accepted. All sponsorships will be confirmed in writing by Conference Organisers, Iceberg Events. 23AWC Conference Manager (Iceberg Events)and Invasive Species Queensland (ISQ) conference organising committee reserve the right to amend the sponsorship program or tailor sponsorship packages to benefit the sponsor and/or the conference. Every effort will be made to maximise sponsor benefits as well as the delegates’ experience.

Payment

All payments must be received by the due date. Failure to comply with payment terms may result in the sponsor not receiving full benefits as outlined in the package. All sponsors’ benefits are conditional on receiving payment, and receiving artwork, goods, etcetera in a timely manner and are subject to meeting publication deadlines. Should a sponsorship benefit precede payment that benefit will no longer be available to the sponsor.

All prices are inclusive of GST

Cancellation

Notification of cancellation must be submitted in writing to the Conference Organisers prior to 22 July 2024 (50% of total sponsorship will apply as a cancellation fee). Cancellations made after 22 July 2024 will receive no refund. The sponsor and/or exhibitor shall not be entitled to any refund in the event of cancellation of the sponsorship because of industrial action, blackouts or any cause outside the control of the Conference Organisers.

Exhibition Trade Display Allocation

All exhibition trade displays will be allocated by level of investment and then on a “first come, first served” basis. 23AWC Committee has the exclusive right to allocate exhibition trade displays available to the exhibitor and may alter the exhibition, should it prove necessary. The exhibitor’s wishes will be considered as far as possible. The final exhibition floor plan may vary resulting in trade display position changes from the original floor plan due to updated trade floor plans.

Exhibitors

Must have current public liability insurance cover for their trade displays. Are wholly responsible for the security and safekeeping of items and staff at their trade displays. Will be responsible for any damage to the walls, or the floor of the building occupied by the trade display. Will be responsible for any loss or damage to the trade display, partitions, electrical fittings, and lights provided for the exhibitor. The offering and distribution of promotional materials may only take place within the immediate vicinity of trade display, except where expressly permitted. Participation is entirely at the exhibitors’ risk. The exhibitor guarantees the Conference Organisers against all claims by third parties in consequence of damage caused by the exhibitor during the exhibition.

Conference Organisers

May postpone or amend the time the exhibition will be held to a more suitable time. Shall not be held liable for any losses, damage, or injuries caused except in cases of demonstrated negligence.

Liability Waiver

In the event of industrial disruptions and any other circumstances that occur that mean the 23rd Australasian Conference cannot take place, the organisers accept no responsibility for losses incurred by conference participants, sponsors and exhibitors. Participation in the exhibition does not imply any endorsement or approval by the host organisations or event partner, and takes no responsibility in relation to the displays, products representations or promotional material of the participants. The host organisations and event partner has not assessed, endorsed or approved any display, product representation or promotional material.