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Terms and Conditions of Exhibiting at RDE

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  1. Only participants who have received an acceptance of their booking from the organisers (Let’s Talk Events - Regional Disability Expo) and have paid in full by the invoice due date may exhibit at Disability Expo.
  2. The participant shall comply with all relevant Work Health and Safety legislation affecting your participation at the Expo.
  3. The participant is required to provide the organiser with current certificates for the required insurances listed in this agreement at the time they finalise their booking. The organiser has the right to reject the insurance on the grounds it does not meet the obligations contained herein or because the insurer is not acceptable to the organiser.
  4. The Participant must have current public and product (if applicable) liability insurance cover with a limit of liability of no less than ten million dollars on the day of the event.
  5. Site Allocation - The organisers reserve the right to accept or reject any application and to exclude and/or remove, any exhibit, which in their opinion, is not suitable, acceptable or in accordance with the purpose of the exhibition.
  6. The decision of the organisers as to the eligibility of exhibits will be final and binding.
  7. The organisers reserve the right to make changes to the floor plan and/or allocate alternative sites to exhibitors without the acceptance of liability for such actions.
  8. Site fees include the following furniture items. single site example - 1 x trestle table; 2 x chairs; power. (Additional items can be hired at an additional cost to the exhibitor)
  9. Displays, Fittings and Exhibits - Exhibitors are responsible for any loss or damage to the site.
  10. Aisle ways must, at all times, be left clear and free for passage. All display and other materials must be set up and contained within the allocated site area. Exhibitors and their staff can only operate from within the site allocated.
  11. Exhibitors shall ensure their stand is free of rubbish at all times. Exhibitors are responsible for the cleanliness of their stand and all sites must be cleaned and clear of all rubbish 30 minutes prior to the time of opening on each day of the exhibition. Rubbish must be removed at the end of each exhibition day.
  12. Exhibitors are responsible for any damage to lights, walls, floors and/or structures in the building and will reimburse the organisers accordingly. All exhibitors must adhere to the rules and regulations set out by the owners of the building.
  13. Where fire extinguishers or hose reels are located within the area of the site access must be available at all times to the equipment, which must either be visible to the public or provided with an adequate sign. Guidance by the Centre Management must be adhered to.
  14. All exhibits and property belonging to exhibitors must be removed from the building by the due date and time set out in the exhibitor update (unless prior arrangements are made with the organisers). Failure to comply with this rule will render an exhibitor responsible for all resulting expenses incurred by the organisers.
  15. Each exhibitor is responsible for acquiring the necessary licenses and permits from the authorities for their display. These licenses must be accessible at the stand for the organisers or visitors to view.
  16. Conduct of Exhibitors - Every exhibitor must conduct themselves in a manner that is not objectionable to the owners, organisers, sponsors, exhibitors or visitors.
  17. Exhibitors and their staff may conduct their business only from the stand allocated to them and each exhibitor is responsible for ensuring that only bona fide staff and agents are permitted to conduct business on their stand.
  18. Sound emanating from stands must be kept at a level compatible with conversation or business conducted between all exhibitors and visitors. The organisers reserve the right to take appropriate steps to terminate any objectionable sound generated on any stand.
  19. The organisers reserve the right to remove exhibitors, if in their opinion, exhibitors are conducting themselves in a manner that is contrary to the nature of the exhibition and/or acting in a manner that could bring the organisers or the event into disrepute.
  20. To comply with the Work, Health and Safety Act the participant is responsible for the creation and maintenance of a safe environment for both their workers and visitors including the use of only safe and correct lifting procedures during booth setup, the safe and correct use of mechanical items or products and electrical equipment such extension leads and power boards.
  21. Exhibitors are not permitted to share or cohabit their allocated site with another organisation/company and/or entity without permission of the organisers.
  22. Exhibitors are not permitted to promote their products and services outside of allocated exhibit space. This includes distribution of flyers, excessive noise from AV equipment and product samples unless approved by the event organiser in advance.
  23. Risk - Exhibits, stands, fittings, tools and all goods or other articles brought onto the premises by the exhibitor or their contractors will be at the sole risk of the exhibitor. The organisers will not be responsible for their loss or damage in any circumstances whatsoever, including and not exclusively by fire, floods, theft, accidents, water, negligence of their staff, employees or agents or any other causes, and in the event of same not being removed from the exhibition premises by the specified date, due to strike, lock-out, trade dispute, or without being restricted as aforesaid through any cause outside the direct control of the organisers, the organisers will not be responsible to exhibitors or their contractors for any loss incurred thereby.
  24. Exhibitors are not entitled to any refund of fees in the event of the exhibition being postponed abandoned, interrupted, prematurely concluded, held on a reduced scale by reason of fire, storm, floods, acts of God, tempest, riots, acts of terrorism, war, strike, lock-out, trade dispute or without being restricted as aforesaid, through any other cause outside the direct control of the organisers or in the event of the exhibition building being destroyed, damaged or not available for holding the exhibition at the advertised time, or if through any unforeseen circumstances, prior right of user, or process of law, the organisers are unable to gain possession of the exhibition building.
  25. The organisers are not responsible for any loss caused by failure of lighting and other essential supplies, whether publicly provided or otherwise or for loss or damage arising directly or indirectly through war, acts of God, acts of terrorism, strike, lock-out, riots, circumstances or commotions or other causes beyond the control of the exhibition organisers within or outside of the exhibition.
  26. The organisers will not be responsible to an exhibitor for the acts or conduct of any contractor, any other exhibitor, or their servants or agents or any member of the public, not for the consequence of any breach by any amendments made in accordance with the same.
  27. Indemnity - The exhibitor hereby indemnifies and will keep indemnified, the organisers against any liability, action, claim, demand, costs, charges or expenses, arising as a result of any act, omission, negligence or thing done or omitted by such exhibitor or any servant, representative, agent, invitee, licensee of their or any other person or persons under their direction. The exhibitor is required to ensure their legal liability for negligence and shall, if required by the organisers, submit the policy to them for inspection. Electrical Requirements and Other Services
  28. All electrical equipment needs to be tagged and tested according to current Queensland Workplace, Health and Safety Regulations. A licenced electrician must carry out all electrical work at the expense of the exhibitor. Exhibitors are not permitted to connect to or interfere with utilities and/or telecommunications systems.
  29. All extension leads and power boards must be safety tagged and tapped down where practical.
  30. Payment Terms and Refund Policies - All invoices issued must be settled by the specified due date.
  31. If a payment remittance is not issued via email within 48 hours of an overdue notice sent out by the organisers (Let’s Talk Events) your site will be cancelled and assigned to the next organisation on the waiting list.
  32. Terms - Upon the exhibitor's submission of the electronic booking registration and confirmation of site allocation by the organiser, a contract will be established, incorporating the Terms and conditions of exhibiting. This contract will be subject to modifications as specified. the exhibitor and organiser will then enter into an licensor-licensee relationship for the allocated site.
  33. Cancellation of the exhibition will result in non-refundable fees once space has been assigned, with the organisers authorised to recover any outstanding sums. Cancellation must be formally communicated via email. If cancelled before 8 weeks prior to the expo, a 50% cancellation fee may apply. Immediate replacement, if arranged by the organisers, will incur an admin fee of $150 + GST. No refunds will be issued for cancellations within 4 weeks of the expo.
  34. In the event of a natural disaster or major health event such as a pandemic (like COVID19) events will be postponed based on government guidelines with no refunds (a credit note will be issued).
  35. The organisers hold the right to deny admission without providing a reason.
  36. The organisers will not be liable for any losses due to exhibition delays or interruptions.
  37. Alterations and Interpretation In order to ensure the best possible arrangements for the exhibition in all circumstances and in the interests of all concerned, the organisers reserve the right to waive, add to or amend these conditions or any of them in any particular case or cases. Should any question arise, whether provided for in these conditions or not, the decision of the organiser shall be final. No alteration, addition, amendment, exchange, or waiver of these conditions shall operate to release any exhibitor from their contract.
  38. Legal Requirements - Nevertheless, anything contained in any part of these Terms and Conditions of exhibiting, it will be the responsibility of each exhibitor to ensure that their exhibit complies in all aspects with such legal requirements as may be made by the responsible authorities and are in force at the time of the exhibition.
  39. Vacation of Building - All exhibitors and their employees, agents, and persons for whom they are responsible must leave the exhibition premises immediately upon closure of the exhibition at the end of each session. Move out time is 3pm to 6pm, on the day of the event.
  40. Management -The organisers shall be the sole judge of whether of following Terms and Conditions of exhibiting have been adhered to in a proper manner. The decisions of the organisers shall be, in all respects, final and binding.
  41. Upon acceptance by the organisers of the officially signed booking registration form by the exhibitor, and confirmation of allocation of a site by the organisers, a contract shall arise between the organisers and the exhibitor, and such contract shall incorporate these Terms and Conditions of exhibiting subject to variation as hereinafter mentioned. To any site allocated, the relation of licensor and licensee shall arise and continue between the exhibitor from the date of signing and submitting the official booking registration form and the organiser from written acknowledgement of space allocation.
  42. Alterations and Interpretation -In order to ensure the best possible arrangements for the exhibition in all circumstances and in the interests of all concerned, the organisers reserve the right to waive, add to or amend these conditions or any of them in any particular case or cases. Should any question arise, whether provided for in these conditions or not, the decision of the organiser shall be final. No alteration, addition, amendment, exchange, or waiver of these conditions shall operate to release any exhibitor from their contract.
  43. Legal Requirements -Nevertheless, anything contained in any part of these Terms and Conditions of exhibiting, it will be the responsibility of each exhibitor to ensure that their exhibit complies in all aspects with such legal requirements as may be made by the responsible authorities and are in force at the time of the exhibition.
  44. Vacation of Building - All exhibitors and their employees, agents, and persons for whom they are responsible must leave the exhibition premises immediately upon closure of the exhibition at the end of each session. Move out time is 3pm to 6pm, on the day of the event.
  45. Management - The organisers shall be the sole judge of whether of following Terms and Conditions of exhibiting have been adhered to in a proper manner. The decisions of the organisers shall be, in all respects, final and binding.

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Contact

Regional Disability Expos are organised by:
Sharon Fulwood. Let’s Talk Events
0402 836 213
sharon@disabilityexposc.com.au

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