Terms and Conditions for Forum Delegates, Speakers, Exhibitors, Sponsors and Advertisers

QUT Creative Enterprise Australia is the organiser (the Organiser) of Creative³ international forum (the Forum).

Application for and allocation of exhibition space and sponsorship

1. Persons or businesses applying to exhibit, sponsor or advertise at the Forum must complete the application from in full and submit the form to the Organiser.  Applications made in any other form will not be accepted.
2. Submission of the application form to the Organiser evidences the applicant’s agreement to be bound by these terms and conditions.
3. All exhibition, sponsorship and advertising opportunities including exhibition space, in respect of this Forum will be allocated at the absolute discretion of the Organiser.  The Organiser retains the right to reject any applications without provision of reasons.
4. Allocations of exhibition booths, sponsorship and advertising are not final until the applicant has made payment in full and the allocation has been confirmed in writing by the Organiser.
5. The Organiser reserves the right to re-plan the exhibition space and amend the Forum program at its discretion.

Exhibitors

1. Exhibitors are responsible for the prompt delivery, setup and removal of all exhibit materials.  If an exhibitor fails to occupy their booth by the exhibition opening time, the Organiser is authorised to cause the booth to be occupied in the manner it deems appropriate for the interests of the exhibition and without releasing the exhibitor from any liability whatsoever.
2. Exhibitors must keep and maintain their booth in good order and provide staff for their booth for the duration of the exhibition.  Nametags will be issued to all exhibitors and their staff.  These are not transferable and must be worn at all times during the Conference.
3. Exhibitors must not damage any walls, partitions, floors or ceiling of the venue or the exhibition area in which the exhibitor’s booth is located in any way.
4. Exhibitors must not erect any sign, stand, wall or obstruction which, in the opinion of the Organiser, interferes with an adjoining exhibitor.
5. Booths must not be sublet in any manner.

Sponsors

11. All satchel inserts must be approved by the Organiser prior to use.

12. All banners, signage, gifts, satchel inserts and promotional material must be approved by the Organiser prior to use.

13. Sponsors are responsible for delivery, setup and removal of all sponsorship materials unless otherwise notified by the Organiser.

Advertisers

14. The Organiser reserves the right to reject advertising deemed not to be in keeping with the vision and purpose of the Forum.

15. Inserts must be approved by the Organiser.  Advertisers are not to print their inserts until they receive confirmation that the insert has been approved by the Organiser.

16. Advertisers are required to pay in full for advertisements by the deadline date for material otherwise the advertisement will not appear.

17. When an advertisement is not published through no fault of the advertiser, the advertising fee that has been paid will be refunded.

Costs

18. All costs for standard exhibition booths, identified sponsorship opportunities and advertising will be stated in this document and are inclusive of GST.

19.  Any exhibition booth requirements other than the standard package or  custom sponsorship may incur additional costs.

20. This application form is a tax invoice upon payment.  Please indicate on your application if you prefer a separate tax invoice.

Cancellations

21. The Organiser is not liable in any respect to any key speaker, delegate, exhibitor, sponsor or advertiser in any respect should the Forum be cancelled, rescheduled or relocated for any reason.

22. The Organiser is not liable in any respect to any exhibitor, sponsor or advertiser in any respect should access to the exhibition space be prevented, postponed, delayed or abandoned for any reason.

23. All cancellations or withdrawals of exhibitor bookings, sponsorship or advertising must be in writing.

24. Exhibitors cancelling booth bookings and advertisers cancelling advertising space will incur the following cancellation fees:

1. For cancellations at least two months prior to the opening of the Forum, a fee of 10% of the booth / advertisement price will apply
2. For cancellations less than two months prior to the opening of the Forum:

1. i.      a fee equivalent to 30% of the booth / advertisement price will apply if the Organiser is able to re-let the booth / re-sell the advertisement;
2. ii.      a fee of 100% of the booth price/  advertisement will apply if the Organiser is not able to re-let the booth / re-sell the advertisement.

25. Any sponsorship withdrawn less than three months prior to the event will attract a cancellation fee of 100% of the sponsored amount and the sponsor’s name, mark and details will be removed from all advertising of the Forum occurring after the date of withdrawal.

Storage at the Forum

26. The Organisers will take all precautions they consider necessary for the protection and security of delegates, key speakers, exhibitors, sponsors and advertisers but are not responsible for the safety, loss or damage of any exhibit or personal or other property of any other person under any circumstances whatsoever.

27.  Storage of any products or materials (including packaging) is the responsibility of the exhibitor or sponsor. The Organiser is not responsible for providing storage space at the venue.

28.  Any delegate, key speaker, exhibitor or sponsor or their representative, employee or contractor causing damage to the venue will be liable to pay the costs of making good such damage and must indemnify the Organiser in respect of any claim by the venue or any other person in respect of such damage.

Warranties and indemnities

29.  All delegates, key speakers, exhibitors, sponsors and advertisers will comply with all applicable laws governing the use of patent, copyright or trade secret materials and agree to indemnify and hold blameless the Organiser in respect of any claim for any loss or damage of any kind arising out of breach of such laws during or in conjunction with the Forum.

30. To the fullest extent permitted by law, the Organiser’s liability for breach of any implied warranty or condition in relation to services supplied or offered by the Organiser which cannot be excluded is restricted, at the Organiser’s option, to supply of the services again, or the payment of the cost of supplying the services again.

31. The Organiser will not be liable for the negligence of any key speakers, delegates, exhibitors, sponsors and advertisers prior, during or following the Forum and each delegate, key speaker, exhibitor, sponsor and advertiser agrees to indemnify and hold blameless the Organiser in respect of any claim for loss or damage of any kind arising out of or in conjunction with the Forum.

32. The Organiser, its contractors and suppliers shall not be liable for any claims, losses, damages, injuries, costs and expenses suffered, sustained or incurred (including but not limited to indirect or consequential loss) as a result of, arising out of or in any way connected with the Forum for liability that cannot be excluded by law.

33. The Organiser assumes no responsibility for any error, omission, interruption, deletion, defect, delay in operation or transmission, communications line failure, theft or destruction or unauthorised access to, or alteration of, the Forum. The Organiser is not responsible for any problems or technical malfunction of any telephone, network or lines, computer on-line systems, servers or providers, computer equipment, software, technical problems or traffic congestion on the internet or at any website, or any combination thereof, including any injury or damage to one’s technical or computer equipment related to or resulting from participation in The Forum.

General

34. All exhibitors, sponsors and advertisers or their representative, employee or contractor attending the Forum will comply with these terms and conditions, the rules and regulations stipulated by the Organiser and or the venue and all applicable laws.  The organiser reserves the right to prohibit or reject any exhibitor, sponsor, advertiser or their representative, employee or contractor in the case of failure to comply with this provision.

35. Participation in the forum shall be deemed acceptance of these conditions and is deemed approval to use the delegates, key speakers, exhibitors, advertisers and sponsors’ name (s) and photograph (s) for publicity purposes.