Terms and Conditions – Sponsors and Exhibitors

Terms and Conditions

The following Terms & Conditions form part of any contract to sponsor or exhibit at the Australian Childcare Alliance Queensland (ACA Qld) National Conference.

Details in the Sponsorship and Exhibition prospectus are correct at the time of printing and are subject to change without notice. Please refer to the conference website for the latest information.

ACA Qld, the Organising Committee, venue and associated staff do not accept responsibility for any errors, omissions or changes.
Entitlements will be allocated in order of sponsor level, receipt of booking and/or payment.

ACA Qld – Australian Childcare Alliance Queensland
Committee – The Management Committee and its Members, of ACA Qld
Sponsor &/or Exhibitor – Organisations &/or persons who have applied to book or have booked Sponsorship &/or Exhibition space
Venue – The Star Gold Coast

Booking Procedure

Please complete and sign the booking form and return to the ACA Qld office via email or fax. A tax invoice will be issued upon acceptance of your booking. Sponsor &/or Exhibitor acceptance is subject to the review and approval of the ACA Qld Management Committee. The Committee reserves the exclusive right to exclude any person or organisation from participation in the conference. In case of refusal, the Committee will not have to justify the decision notified to the Sponsor &/or Exhibitor. In no case whatsoever will the Sponsor &/or Exhibitor have the right to request compensation for refusal on grounds that they were invited to apply by the Committee.

Cancellation Policy

All cancellation requests must be made in writing to the ACA Qld office. For Sponsorship and Exhibition, other than major sponsorship* levels (value >$5,000), cancellation requests received on or before 6 March 2020 will be accepted and refund granted less a 20% administration fee.
Refunds for cancellation of sponsorship or exhibitor booths will not be granted after 6 March 2020. All bookings made on or after 6 March 2020 are non-refundable.
*All major sponsorship levels booked will have a 7 day cooling off period, after which time no refunds will be granted.
For all sponsorship levels that include production of printed &/or manufactured materials, refunds will not be granted before above cut off dates if production has already commenced.

Conditions of Payment

Applications (booking forms) received and invoiced prior to 6 March 2020: 50% deposit is payable within 7 days of invoice date. Final payment is due by 31 March 2020.
Applications (booking forms) received after 6 March 2020: Full payment must be received within 14 days of invoice.
All payments must be made in Australian Dollars.
Unless full payment has been received by the specified dates, all entitlements may be withdrawn and monies paid to date may be considered to be forfeited, including print and website recognition.

Animals

No animals, birds, insects or pets are permitted on site with the exception of seeing eye or companion dogs. Any requests relating to the display of animals for an exhibition will have to be presented in writing for approval by the Venue.

Balloons

Where helium filled balloons are being used as part of a display in the exhibition area, approval must be given by the venue. There will be a charge incurred for the retrieval of loose balloons from the ceiling.

Car Parking

All attendees, staff and participants are responsible for the cost of parking of vehicles for the duration of the conference.

Deliveries/Freight

An event specific delivery label must be affixed to each item sent to the Venue and can be downloaded from our conference website. All boxes must be clearly marked and delivered to the venue no more than 24 hours prior to our event.

For collection of goods post event, booking of courier/freight company is the responsibility of the Sponsor &/or Exhibitor. Please ensure all items are clearly labelled with the name of the company, event name and collection date.

Goods must be collected from the loading dock within 24 hours after the conclusion of our event. Storage charges will apply to the Sponsor &/or Exhibitor for goods remaining after this time. The venue reserves the right to dispose of any remaining goods one (1) week after the conclusion of our event. Disposal of any remaining goods may incur a removal charge which will be charged to the Sponsor &/or Exhibitor.

Conduct of Sponsor &/or Exhibitor

Sponsors &/or Exhibitors shall conduct all Event participation in a professional manner so as not to be objectionable to ACA Qld and/or the Committee, other Sponsors or participants, or the public. ACA Qld and/or the Committee reserves the right to restrict or prohibit exhibits or content which, because of noise, method of operation, content, or any other reason, are objectionable or otherwise detract from or are out of keeping with the character of the Event as a whole. ACA Qld and/or the Committee may prohibit installation or request removal or discontinuance of any exhibit or promotion that, if continued, deviates substantially from the design and description approved in advance by ACA Qld and/or the Committee. ACA Qld and/or the Committee and the Venue reserve the right to close, remove or require changes in any exhibit or to remove any of Sponsor’s personnel, agents, representatives, independent contractors, invitees or guests who are deemed detrimental to ACA Qld and/or the Committee, the Event, other sponsors, the venue, or the public. Sponsors &/or Exhibitors shall not distribute any giveaways, prizes or collateral that would be considered potentially dangerous or destructive.
If Sponsors &/or Exhibitors or their representatives fail to observe the terms and conditions of this Agreement, or, in the opinion of ACA Qld and/or the Committee &/or the Venue, conduct themselves unethically or detrimentally to ACA Qld and/or the Committee, Sponsors &/or Exhibitors may be dismissed from the Event without refund or other appeal.

Electrical Appliances (Equipment)

All electrical appliances must be tested and tagged in accordance with AS/NZS 3760 prior to arriving on-site.

Exhibition

The Committee reserve the right to change the layout and allocation of booths should the need arise. Sponsors &/or Exhibitors will be notified if this becomes necessary. There will be no compensation applicable (monetary or otherwise) in the event of reallocation of booth space. Usual cancellation terms will apply if Sponsors &/or Exhibitors choose not to attend due to reallocation of space.
Promotional activity must not impinge on or directly interfere with any other Sponsors &/or Exhibitors.
Sponsors &/or Exhibitors must ensure the cleanliness and tidiness of their allocated space.
Exhibitor booth walls are velcro compatible material only. Pins may also be used to fix light marketing material e.g posters/flyers. Strictly no blue tac type fixings, staples or screws are to be used by Sponsors &/or Exhibitors. The cost of rectification of any damage to exhibitor booths resulting from use of incorrect fixings is the sole responsibility of the Sponsor &/or Exhibitor.

Fire Proof Materials

Any materials used in stand construction or for display purposes must conform to the following standards: non-combustible and inherently non-flammable material, durable flame-proof fabric, self-extinguishing plastic and flame proof fabric.

The use of the following materials is prohibited unless treated for fire retardation: plywood, hardwood, pulp board or fibreboard; crepe paper; hessian; styrene; leaves; plastic; and loose straw or hay.

Fire Regulations

The storage of any flammable liquids or fuel within the exhibition is not permitted.
Fire extinguishers and fire hose reels must at all times be visible and accessible and must not be removed from their correct locations.

Food and Beverage Sampling

The Venue has exclusive rights to the sale of food and beverage. No organiser, sponsor, exhibitor or person is permitted to bring into a licensed area, distribute or give away any item of food or beverage within the Venue without prior written approval from Venue management.

The Venue may approve the distribution by exhibitors of sealed food or beverage samples used as a means of demonstrating their manufactured product, however the sale of such products is not permitted.

Force Majeure

ACA Qld and/or the Committee shall not be responsible for any loss or damage resulting from failure to perform under this Agreement or to conduct the Event as currently scheduled in whole or part as a result of riot, strike, civil disorder, act of war, failure of facilities, earthquake, storm, fire, flood, or other acts of God, or any reason of any kind what so ever beyond the reasonable control of ACA Qld and/or the Committee. In such event, ACA Qld and/or the Committee will make reasonable efforts to reschedule the Event. Notwithstanding any other terms or conditions of this Agreement, should it ultimately be impossible to hold the Event due to a force majeure event, ACA Qld and/or the Committee may retain or will be due such portion of the Sponsorship Fee as necessary to compensate ACA Qld and/or the Committee for expenses reasonably incurred up to the time the force majeure event occurred.

Goods & Services Tax (GST)

All sponsorship and exhibition items include a 10% goods and services tax.

Insurance

Sponsors &/or Exhibitors must be adequately covered for Public and Product Liability Insurance. It is the responsibility of the Sponsor &/or Exhibitor to arrange appropriate insurance for items within their exhibition. Organisers are not liable for damages or loss to Sponsor &/or Exhibitors’ property.

All attendees, staff and participants shall be regarded in every aspect as carrying their own risk for loss or injury to person or property including baggage, during the conference.
We strongly recommend that at the time of booking your travel you take out a travel insurance policy of your choice. ACA Qld is in no way responsible for any claims concerning insurance.

Internet

The Venue offers free Wi-Fi services. Coverage extends throughout the venue. The complimentary service is suitable for email, social media and basic internet browsing. This is not suitable for streaming video such as Skype.

Maximum bandwidth of 256Kb/s per user. The actual bandwidth will be affected by the number and location of users.

Please note: The Venue does not manage, monitor or support the use of routers, proxy servers, DHCP servers or wireless access points on the high speed internet connection. If these devices pose a security risk to the Venue’s network or create network issues, they will be disconnected, removed or disabled.

If any special service needs to be connected to the Venue’s network, this must be approved by the Venue’s Information Technology department.

Liability Waiver

In the event of industrial disruptions, the Conference, Venue, Committee and organisers accept no responsibility for losses incurred by conference attendees, staff and participants.

Loading Dock Access

To be determined

Logos and Advertisements

All logos must be provided in hi-res .jpg and .eps format by the Sponsor &/or Exhibitor.

All adverts for inclusion in the conference handbook must be provided in hi-res pdf format by the Sponsor &/or Exhibitor.

Logos will be displayed on printed and online material subject to specific sponsorship arrangements.

Hard copies (1500) of all artwork for inclusion in the conference satchel, subject to specific sponsorship arrangements, must be received by the ACA Qld office by COB Friday 24 April 2020.

No compensation will be given for artwork that is not included due to delays in receipt by ACA Qld for whatever reason.

No Endorsement

Sponsors &/or Exhibitors will not state or imply that their products or services are endorsed by ACA Qld or the Committee. Participation in the conference does not imply any endorsement or approval by ACA Qld. ACA Qld takes no responsibility in relation to the displays, products, representations or promotional material of the participants.

Payment Methods

Cheque. Please include a remittance advice and make payable to: Australian Childcare Alliance Queensland, PO Box 137, Springwood Qld 4127
Credit Card. Please complete the credit card section on your invoice (No Diners or AMEX)
EFT/Bank Transfer. Bank transfers must list company name and invoice number
A/c Name: Australian Childcare Alliance Queensland
Bank: CBA
BSB: 064170
Account Number: 10731441

Smoking Policy

The Venue is a non-smoking venue. Smoking is permitted at clearly signed designated areas outside the Venue.

Sponsor and Exhibitor Attendees

Due to security and occupational health & safety requirements, all Sponsor &/or Exhibitor staff attending the conference will need to be registered and wear a name badge to gain access into the conference or exhibition areas.

Unless stated otherwise, full Conference Registrations included in your sponsorship or exhibition package will allow access to the exhibition, day catering on Saturday and Sunday, conference program attendance and social functions on Friday and Saturday evenings.

Separately booked Additional Exhibitor packages only allow access to the exhibition and day catering on booked days. This registration option does not include access to the conference program or social functions.

Storage

As the Venue has limited storage facilities, delivery of items earlier than 24 hours prior to the event will require prior approval.

Additional storage and labour charges may be incurred by the Sponsor &/or Exhibitor for goods stored or relocated by the Venue outside our contracted booking period. Crate or pallet storage is not guaranteed and must be arranged prior to arrival.

Gold Sponsors

Gold Sponsors

Silver Sponsors

Silver Sponsors

Gala Dinner Sponsor

Gala Dinner Sponsor