Sponsorship Terms & Conditions
1. Where appropriate, Goods & Services Tax (GST) is applicable to all goods and services offered by the Exhibition Managers and all prices in this document are inclusive of the GST. GST is calculated at the date of publication of this document. The Exhibition Managers reserve the right to vary the quoted prices in accordance with any movements in the legislated rate of the GST.
2. Sponsorship will be allocated only on receipt of a signed Booking Form and Booking Terms & Conditions. A letter of confirmation will be provided to confirm the booking, together with a tax invoice for the required 50% deposit. The deposit is payable 30 days from the date of the tax invoice. The balance is due and payable by 15 June 2021. Applications received after 15 June 2021 must include full payment. Payments for sponsorship of $5,000 and under will be required to be paid by credit card and will be charged the full amount.
3. All monies are payable in Australian dollars.
4. All monies due and payable must be received by the Exhibition Managers prior to the event. No organisation will be listed as a sponsor in any official Conference material until full payment and a booking form have been received by the Exhibition Managers.
5. If sponsorship payment is not received by 15 June 2021 you will receive an email notifying you that the authorised credit card supplied on the booking form will be charged for the remaining unpaid amount.
6. CANCELLATION POLICY:
Postponement
a) In the event of postponement by the Australian Institute of Geoscientists, Australian Society of Exploration Geophysicists, Petroleum Exploration Society of Australia, Arinex or the Brisbane Convention & Exhibition Centre, all Sponsorship & Exhibition bookings will be carried over to the revised Conference Dates.
Cancellation by Organisers
b) In the event of cancellation by the Australian Institute of Geoscientists, Australian Society of Exploration Geophysicists, Petroleum Exploration Society of Australia, Arinex or the Brisbane Convention & Exhibition Centre, all Sponsorship & Exhibition payments will be fully refunded.
COVID-19 implications
c) Should a Sponsor and/or Exhibitor’s attendance to the Conference be impacted by any restrictions enforced by COVID-19 government regulations, the Organising Committee will discuss the available options on a case by case basis and come to a mutual agreement with the Sponsor and/or Exhibitor.
Cancellation by Sponsor or Exhibitor:
d) In the event of cancellation by the Sponsor or Exhibitor (other than as a consequence of any restrictions enforced by COVID-19 government regulations), the following cancellation fees will apply:
(i) More than 91 days prior to the Conference (16 June 2021) 50% of the total payment due will be applicable
(ii) Between 90 and 31 days prior to the Conference (17 June 2021 and 15 August 2021) 70% of the total payment due will be applicable
(iii) From 30 days prior to the Conference (16 August 2021): 100% of the total payment due will be applicable
7. No sponsor shall assign, sublet or apportion the whole or any part of their sponsorship package except upon prior written consent of the Exhibition Managers.
8. Sponsorship monies will facilitate towards the successful planning and promotion of the Conference in addition to subsidising the cost of management, communication, invited speakers, program and publications. Sponsorship monies are not expended on any entertainment incurred which is incidental to the activities of the Conference.
9. Sponsorship entitlements including organisation logo on the Conference website and other marketing material will be delivered only after receipt of the required deposit or full payment.
10. Nomination of speakers will be subject to written approval by the speaker and the Program Committee. Furthermore, at the sole discretion of the program committee, sponsored speakers may be asked to speak at additional keynote and/or concurrent sessions.
11. The speaker’s contract will specify that speakers must present leading edge, non-commercial papers with no obvious product endorsement and specify that speakers must act ethically, not commenting on other speakers their presentations or sponsors’ products.
12. Following approval from the Program Committee, sponsors will be expected to negotiate directly with their nominated speaker and cover all costs relating to their attendance at the Conference.
13. Sponsors may have the sponsored speaker present at breakfasts, optional workshops and/or commercial sessions within the Conference but at no other public, external or by invitation appearances pre or post the Conference for a period of 30 days.
14. After the sponsor has agreed with the speaker to commit to the program and associated costs have been negotiated, the Exhibition Managers will then conduct the speaker liaison in relation to obtaining abstracts, papers, copyright waiver and speaker a/v requirements.
15. Sponsors whose agreed entitlements include the right to host an endorsed private function, will do so at their own expense and at a time and date approved by the Exhibition Managers and AEGC 2021.
16. Hosting of private functions in conjunction with the Conference is limited to those Sponsors who have obtained such a right within their Sponsorship entitlements. The purpose of this condition is to avoid conflict between official Conference functions and private functions.
17. The Delegate List may be used by the Sponsor (if entitled) for the purpose of contacting AEGC 2021 Conference delegates only. The list must not be used for the purpose related to future Conferences and shall not be transferred in whole or in part to any third party. The Delegate List may be used for up to a twelve-month period from the start date of the Conference. The inclusion of email addresses is at the discretion of the Conference Managers.
18. You will exercise due care in and around the Conference venue and in all matters related to your sponsorship of the Conference so that no harm is caused.
19. You agree that no promise, warranty or representation has been made to you by the Exhibition Managers regarding any benefit expected or other expectation you may have regarding entry in this Agreement and that you alone bear full responsibility for the sponsorship package chosen by or allocated to you.
20. The Exhibition Managers will have no liability to you of any kind if anything not of their doing happens that you may consider causes you loss or damage of any kind. In the event of cancellation or interruption of the Conference, the Exhibition Managers will have no liability to you other than any refund to which you may be entitled from the Conference venue.
21. Force Majeure Event
(a) Subject to the following provisions of this clause, if a Party is or will be affected by Force Majeure:
(i) such Party will immediately notify the other Party of the Force Majeure event and its anticipated impact on the performance of this Agreement.
(ii) such Party will not be liable for any delay or failure to perform its obligations pursuant to this Agreement caused by such Force Majeure.
(iii) if a delay or failure by such Party to perform its obligations is caused or anticipated due to a Force Majeure, the performance of such obligations will be suspended.
(iv) if a delay or failure by a Party to perform its obligations due to such Force Majeure exceeds thirty (30) days, the other Party may immediately terminate this Agreement by providing notice in writing to the other Party.
(b) If the Conference is delayed, postponed, altered, or cancelled by a Force Majeure:
(i) neither Party will exercise a right or remedy under this clause unless and until the Parties have endeavoured to agree upon amendments to this Agreement for the delay, postponement, alteration or cancellation of the Conference.
(ii) Arinex will not be obliged to refund to the sponsor any part of payments already made under the Agreement.
(c) It is the intention of the Parties that this clause will supplant the common law doctrine of frustration and the operation of the Frustrated Contracts Act 1978 (NSW) and equivalent legislation in other jurisdictions, to the extent applicable.
Exhibition Terms & Conditions
1. Where appropriate, Goods & Services Tax (GST) is applicable to all goods and services offered by the Exhibition Managers and all prices in this document are inclusive of the GST. GST is calculated at the date of publication of this document. The Exhibition Managers reserve the right to vary the quoted prices in accordance with any movements in the legislated rate of the GST.
2. Exhibition space/booths will be allocated only on receipt of the signed Booking Form and Booking Terms & Conditions. Preferred booth allocation is subject to availability and change. A letter of confirmation will be provided to confirm the booking, together with a tax invoice for the required 50% deposit. The deposit is payable 30 days from the date of the tax invoice. The balance is due and payable by 15 June 2021. Applications received after 15 June 2021, must include full payment. Payments for exhibition of $2,500 and under will be required to be paid by credit card and will be charged the full amount.
3. All monies are payable in Australian dollars.
4. All monies due and payable must be received by the Exhibition Managers prior to the event. No exhibitor will be allowed to commence move-in operations or be listed as an exhibitor in the on-site publications until full payment and a signed booking form have been received by the Exhibition Managers.
5. If exhibition payment is not received by 15 June 2021, you will receive an email notifying you that the authorised credit card supplied on the booking form will be charged the remaining unpaid amount.
6. Public and Product Liability insurance to a minimum of A$20 million must be taken out by each exhibitor at their own expense. A copy of the organisation’s public and product liability certificate must be submitted to the Exhibition Managers at the time of submitting the booking form or by no later than 15 June 2021.
7. CANCELLATION POLICY:
Postponement
a) In the event of postponement by the Australian Institute of Geoscientists, Australian Society of Exploration Geophysicists, Petroleum Exploration Society of Australia, Arinex or the Brisbane Convention & Exhibition Centre, all Sponsorship & Exhibition bookings will be carried over to the revised Conference Dates.
Cancellation by Organisers
b) In the event of cancellation by the Australian Institute of Geoscientists, Australian Society of Exploration Geophysicists, Petroleum Exploration Society of Australia, Arinex or the Brisbane Convention & Exhibition Centre, all Sponsorship & Exhibition payments will be fully refunded.
COVID-19 implications
c) Should a Sponsor and/or Exhibitor’s attendance to the Conference be impacted by any restrictions enforced by COVID-19 government regulations, the Organising Committee will discuss the available options on a case by case basis and come to a mutual agreement with the Sponsor and/or Exhibitor.
Cancellation by Sponsor or Exhibitor:
d) In the event of cancellation by the Sponsor or Exhibitor (other than as a consequence of any restrictions enforced by COVID-19 government regulations), the following cancellation fees will apply:
(i) More than 91 days prior to the Conference (16 June 2021) 50% of the total payment due will be applicable
(ii) Between 90 and 31 days prior to the Conference (17 June 2021 and 15 August 2021) 70% of the total payment due will be applicable
(iii) From 30 days prior to the Conference (16 August 2021): 100% of the total payment due will be applicable
8. The Exhibition Managers reserve the right to rearrange the floor plan and / or relocate any exhibit without notice. The Exhibition Managers will not discount or refund for any facilities not used or required.
9. If the exhibitor intends to install a custom-built stand, the Exhibition Managers must be advised, and such advice must include full details and stand dimensions. This information must be received no later than 1 June 2021. All display construction requires the approval of the Exhibition Managers and venue management. A pro rata fee will apply if any construction occupies space outside the specified space as indicated on the floor plan.
10. In the use of the exhibition space/booth/display table allocated to you, and at all times in and around the Conference premises, you must:
(a) exercise due care for the persons, property and premises of others and will be solely liable for any harm to any person, or loss of or damage to property or premises you or your personnel cause by any act or omission, whether or not found negligent; (b) not engage in any allegedly unlawful conduct; and (c) not use or display any material that is alleged to infringe the intellectual property (including any moral rights) of any other person. The Exhibition Managers reserve the right to terminate your use of the exhibition space/booth allocated to you, without liability to you, and you will be liable for any loss or damage suffered by the Exhibition Managers, if any of these things occur or are threatened by you.
11. No exhibitor shall assign, sublet or apportion the whole or any part of their booked space except upon prior written consent of the Exhibition Managers.
12. The Delegate List may be used by the Exhibitor for the purpose of contacting AEGC 2021 Conference delegates only. The list must not be used for the purpose related to future conferences and shall not be transferred in whole or in part to any third party. The delegate list may be used for up to a twelve-month period from the start date of the Conference.
13. In entering into this agreement, you acknowledge that no promise, warranty or representation has been made to you by the Exhibition Managers other than as contained in this document.
14. You will exercise due care in and around the Conference venue and in all matters related to your sponsorship of the Conference so that no harm is caused.
15. You agree that no promise, warranty or representation has been made to you by the Exhibition Managers regarding any benefit expected or other expectation you may have regarding entry in this Agreement and that you alone bear full responsibility for the space/booth package chosen by or allocated to you.
16. The Exhibition Managers will have no liability to you of any kind if anything not of their doing happens that you may consider causes you loss or damage of any kind. In the event of cancellation or interruption of the Conference, the Exhibition Managers will have no liability to you other than any refund to which you may be entitled from the Conference venue.
17. Force Majeure Event
(d) Subject to the following provisions of this clause, if a Party is or will be affected by Force Majeure:
(iii) such Party will immediately notify the other Party of the Force Majeure event and its anticipated impact on the performance of this Agreement.
(iv) such Party will not be liable for any delay or failure to perform its obligations pursuant to this Agreement caused by such Force Majeure.
(v) if a delay or failure by such Party to perform its obligations is caused or anticipated due to a Force Majeure, the performance of such obligations will be suspended.
(vi) if a delay or failure by a Party to perform its obligations due to such Force Majeure exceeds thirty (30) days, the other Party may immediately terminate this Agreement by providing notice in writing to the other Party.
(e) If the Conference is delayed, postponed, altered, or cancelled by a Force Majeure:
(vii) neither Party will exercise a right or remedy under this clause unless and until the Parties have endeavoured to agree upon amendments to this Agreement for the delay, postponement, alteration or cancellation of the Conference.
(viii) Arinex will not be obliged to refund to the exhibitor any part of payments already made under the Agreement.
(f) It is the intention of the Parties that this clause will supplant the common law doctrine of frustration and the operation of the Frustrated Contracts Act 1978 (NSW) and equivalent legislation in other jurisdictions, to the extent applicable.