Exhibit or Sponsorship terms

Exhibit or Sponsorship Terms including Terms for Sponsorship and Exhibit Space Applications

The Organizer refers to " SDA Conferences and Events" ABN 84123926956

Exhibitors Sponsors should note that they are responsible for all costs associated with their travel and accommodation etc, and are not the responsibility of SDA CONFERENCES AND EVENTS.

Payment for the exhibit space is confirmation that the exhibitor agrees to these terms and conditions

1. Obligations and Rights of the Exhibitor
Exhibition booths may only be used for exhibiting and advertising the Exhibitor's own products, materials or services as described in the application form. Advertising materials may be distributed only within the confines of the booth. Any promotion outside the respective exhibition space is forbidden (such as distributing flyers etc.). The partial or complete subleasing or otherwise relinquishing of a booth to a third party, as well as private agreements for switching booths or floor space between two exhibitors is prohibited. SDA CONFERENCES AND EVENTS reserves the right to enter any booth at any time. Booths need to be occupied during exhibition hours. The exhibition space is to be used only during regular opening hours. It is strictly forbidden for companies, which are not exhibitors, to advertise in any way in the exhibition hall or in the entrances to the exhibition hall.

2. Liability Insurance
The Organiser provides third party insurance at the site. Equipment and all related display materials installed by exhibitors are not insured by SDA CONFERENCES AND EVENTS or the venue and they will under no circumstances be liable for any loss, damage or destruction caused to equipment, goods or property belonging to exhibitors. The Exhibitor agrees to be responsible for their property and personnel, and for the property and personnel and for any third party who may visit his space to be covered by full and comprehensive insurance, SDA CONFERENCES AND EVENTS will not be liable for any injuries to the personnel of sponsors/exhibitors attending the meeting..
3. Set-up of exhibition booths
To ensure the smooth running of the congress, Sponsors/Exhibitors must obey all directives and instructions of SDA CONFERENCES AND EVENTS regarding the use of booths, their decoration, the use of self-designed and self-constructed booths, and the fitting and furnishings of the booths. Before setting up their booths I displays / installations, Exhibitors must first contact SDA CONFERENCES AND EVENTS and reconfirm placement of the booth as well as inform themselves of any special regulations relating to their booth. Standard side and back walls of booths are to be 2.5 (2 and a half) metres high. For any variation from this norm, specific permission must be obtained in advance from SDA CONFERENCES AND EVENTS. Written permission also needs to be obtained for any changes in the size or structure of the floor space, or for any changes to any additional rented objects/facilities.
Booths must be set up and completed during the timeframe designated. An Exhibitor or advertising company contracted by the Exhibitor who wishes to set up a booth or exhibit of their own design and construction must first submit sketches and plans with a statement of colour schemes of such a booth or exhibit to SDA CONFERENCES AND EVENTS.
SDA CONFERENCES AND EVENTS reserves the right to demand changes in such booths or exhibits should safety regulations, technical requirements, or the responsibility of preserving or obtaining the best possible overall image for the exhibition, as judged by SDA CONFERENCES AND EVENTS, so require. The side and back walls of all stands should be finished on the outside as well as the inside. Exhibitors must avoid obstructing the view of or access to neighbouring booths. Special care must be taken to avoid the use of lights or spotlights that may annoy visitors or neighbouring booths. Should an exhibitor not follow the directives of SDA CONFERENCES AND EVENTS or not carry out such directives within a reasonable time, SDA CONFERENCES AND EVENTS reserves the right to take the necessary steps at the cost of the Exhibitor. SDA CONFERENCES AND EVENTS reserves the right to close or obstruct unused entrances or exits to the exhibition rooms and the right to direct the Exhibitor to another space in the exhibition hall if necessary even if this directive conflicts with previous written agreements. SDA CONFERENCES AND EVENTS also reserves the right to rent floor space of a booth not finished on time to another applicant. In such a case, the Exhibitor is responsible for all costs arising from the cancellation.

4. Maintenance of booths and exhibition area
Exhibitors are responsible for the proper care of the floors, walls, staircases and storage rooms as well as the hired booths and furnishings. Hired booths and furnishings must be returned in an acceptable condition and in an orderly way. To avoid scratches and furrows on floors as the result of sliding heavy packing cases, exhibitors are required to use protective coverings. Exhibitors and their shipping agents, on specific orders from the exhibitor, must take special care when transporting heavy packing cases and heavy loads. Exhibitors who wish to display extra heavy exhibits demanding special supports or foundations must request prior permission specifically in this matter from SDA CONFERENCES AND EVENTS, It is not permitted to drive nails or hooks into the walls of the exhibition hall, to install electric wiring or to cut or drill holes in the walls of the rented booths. Empty containers and packing materials must be disposed of at the exhibitor's expense before the start of the exhibition; cleaning the booth is the Exhibitor's responsibility.

No part of an exhibition booth may be suspended from the ceiling. No part of an exhibit or of the booth's structure may protrude beyond the allotted area on any side. No signboards may protrude beyond the booth's walls. Decorating materials and wallpaper used by the exhibitor must be fire- proof. Prior to use, written proof of this fact must be presented to SDA CONFERENCES AND EVENTS. Police regulations, fire regulations and other official regulations must be observed at all times, including during the construction and dismantling of the exhibits.
5. Electrical installations/power consumption
SDA CONFERENCES AND EVENTS is not responsible for any loss or damage, which may occur from interruptions or defects in the electric power supply.
6. Dismantling of booths
The Exhibitor must dismantle the booth within the allotted time and return hired furnishings on time. Upon leaving, the Exhibitor must clear the booth area and clean the floor. Stored materials, empty containers and packing materials must be disposed of. Items for which the Exhibitor has made no arrangements regarding removal and storage at his/her cost and which are left behind become the property of SDA CONFERENCES AND EVENTS, and no reimbursement will be made for such items, SDA CONFERENCES AND EVENTS can demand that Exhibitors restore the exhibition area to the original condition at the Exhibitor's expense. If the Exhibitor does not dismantle and
clear away their exhibit in a timely manner, these items will be removed by SDA CONFERENCES AND EVENTS at the Exhibitor's cost. The Exhibitor is liable for the actual cost incurred by SDA CONFERENCES AND EVENTS for such removals of abandoned exhibits. Rented items, which were originally accepted as satisfactory for rental by the exhibitor, are to be returned undamaged and in a satisfactory condition. All rented items are considered to be in satisfactory condition unless a written notation signed by SDA CONFERENCES AND EVENTS is made at the time of rental. Exhibitors must bear the costs of repairs to damaged exhibition areas and of repairs of or necessary cleaning of rented items.
7. Payments - breach of contract:
There are no refunds except where the Organizer cancels the event .

The dimensions of floor space, booth measurements and rented items given are approximate. SDA CONFERENCES AND EVENTS reserves the right to change these dimensions in order to most efficiently use the available exhibition area and to adjust the booths to the blueprints of the exhibition halls. Prices charged are however based on the actual dimensions; if more floor space is later allotted and actually used than was originally ordered, the additional fee for it is to be paid immediately.

Special requests regarding placement of the booths will be considered.

However, such requests do not constitute a condition of registration on the part of the Exhibitor. Furthermore, SDA CONFERENCES AND EVENTS reserves the right to reduce the amount of floor space initially requested. Failure to comply with local authorities and international regulations may not be used as a ground to declare the contract void. Failure to comply with the Rules and Regulations will not expose SDA CONFERENCES AND EVENTS to any suits or demands by the Exhibitor and/or any third party.

Exhibitors must bear the cost of any special installations.

There are no refunds for change of mind once an exhibit space, sponsorship or speaking space has been approved. In the event of the organizer cancelling the event, then a full refund is payable.

8. Refusal of application to Sponsor, Speak or Exhibit

We the organizer, have the right to refuse a Sponsorship or Exhibit space application on the following grounds:

Misalignment with Event Objectives or Theme
SDA Conferences and Events may reject an application if the applicant’s business, products, or services are deemed irrelevant to the mission, focus, or values of the event. This includes, but is not limited to, promoting products or services that are not aligned with disability, mental health, aged care, or housing sectors. Additionally, if the applicant’s participation undermines the purpose of the event or contradicts the event's goals (e.g., promoting products or services that are not compliant with NDIS standards or anti-discrimination laws), the application may be rejected.

Ethical or Reputational Concerns
SDA Conferences and Events may reject an application if the applicant's history, reputation, or affiliations could damage the event's credibility or public perception. This includes involvement in unethical business practices, regulatory violations, or criminal activities. The Organizers also reserve the right to refuse applicants whose participation conflicts with the event’s values of inclusivity, diversity, and sustainability.

Safety and Security Risks
SDA Conferences and Events may reject an application if the applicant or their proposed activities pose a safety risk to event attendees, exhibitors, or staff. This includes failure to meet the required occupational health and safety standards for exhibits. Applications may also be rejected if there is a credible concern regarding security risks, such as disruptive behaviour at previous events.

Non-Compliance with Laws and Regulations
SDA Conferences and Events may reject an application if the applicant fails to provide evidence of compliance with all relevant laws, regulations, and permits, including but not limited to licensing requirements, NDIS provider registration, and insurance coverage.

The Organizers may also refuse applications where the products, services, or marketing materials breach Australian consumer protection laws, anti-discrimination laws, or other applicable regulations.

Space Limitations
SDA Conferences and Events may reject an application if the event has reached its maximum capacity for exhibitors or sponsors and the application was submitted after space allocations have been finalized on a first-come, first-served basis.

Conflict of Interest
SDA Conferences and Events may reject an application if accepting the applicant would create a conflict of interest or unfair competition with other sponsors, exhibitors, or event partners, or if the conflict of interest is direct with SDA Conferences and Events.

Failure to Meet Payment Requirements
SDA Conferences and Events may reject an application if the applicant fails to provide full payment by the deadline specified in the terms and conditions.

Prior Misconduct
SDA Conferences and Events may reject an application if the applicant or their representatives have previously been involved in inappropriate behaviour, violations of event rules, or disputes at previous events or expo's

False or Misleading Information
SDA Conferences and Events may reject an application if the applicant provides false, misleading, or incomplete information during the application process.

Refunds

A full refund will be provided within 14 days should an application to exhibit, sponsor or speak be refused at the time of application