Important Participant Guidelines for the Disability Expo
Only those participants who have received booking acceptance from the organisers (Let’s Talk Events - Regional Disability Expo) and have paid in full by the invoice due date are permitted to exhibit at the Disability Expo.
Participants are required to adhere to all applicable Work Health and Safety legislation related to their involvement in the Expo.
At the time of finalising their booking, participants must provide the organiser with up-to-date certificates for the necessary insurances specified in this agreement. The organiser reserves the right to reject any insurance that does not meet the outlined obligations or if the insurer is deemed unacceptable.
Participants must maintain current public liability insurance, and if applicable, product liability insurance coverage, with a minimum limit of ten million dollars on the day of the event.
Site Allocation i. The organisers reserve the right to accept or decline any application and to exclude or remove any exhibit that they deem unsuitable, unacceptable, or misaligned with the exhibition's purpose. ii. The organisers' decisions regarding exhibit eligibility will be final and binding. iii. The organisers may modify the floor plan and/or assign alternative sites to exhibitors without assuming liability for these actions. iv. Site fees include the following furniture items: a. 1 x table b. 1 x chair (additional items can be rented for an extra fee and must be reserved in advance) c. Power access
Displays, Fittings, and Exhibits i. Exhibitors are responsible for any loss or damage to their designated site. ii. Aisleways must always remain clear for easy passage. All display materials must be set up within the assigned site area. Exhibitors and their staff are permitted to operate solely from their designated site. iii. Exhibitors must keep their stand free of rubbish at all times. They are responsible for maintaining cleanliness, and all sites must be cleaned and cleared of debris 30 minutes before the exhibition opens each day. Rubbish must be removed at the end of each trading day. iv. Exhibitors are liable for any damage to lights, walls, floors, and other structures within the venue and will reimburse the organisers accordingly. All exhibitors must adhere to the rules and regulations set forth by the building owners. v. If fire extinguishers or hose reels are present within the site, access to this equipment must always be maintained, ensuring it is visible to the public or marked with appropriate signage. Guidance from Centre Management must be followed. vi. All exhibitor property must be removed from the building by the specified date and time in the exhibitor update, unless prior arrangements have been made with the organisers. Failure to comply will result in the exhibitor being responsible for any costs incurred by the organisers. vii. It is the responsibility of each exhibitor to obtain any licenses and permits required by authorities for the operation of their display. These licenses must be available for inspection by organizers or visitors at the stand.
Conduct of Exhibitors i. Every exhibitor must conduct themselves in a manner that is not objectionable to the owners, organisers, sponsors, or other exhibitors and visitors. ii. Exhibitors and their staff may only conduct business from their designated stand, and each exhibitor is responsible for ensuring that only authorised staff and agents are permitted to conduct business at their stand. iii. Sound from stands must be maintained at a level that allows comfortable conversation or business interactions among all exhibitors and visitors. The organisers reserve the right to take appropriate action to address any objectionable noise coming from any stand. iv. The organisers reserve the right to remove exhibitors if, in their opinion, they behave in a manner contrary to the spirit of the exhibition or in a way that could harm the reputation of the organisers or the event. v. To comply with the Work, Health, and Safety Act, participants are responsible for creating and maintaining a safe environment for their workers and visitors. This includes following proper lifting procedures during booth setup and safely using mechanical items, products, and electrical equipment, such as extension leads and power boards. vi. Exhibitors are not permitted to share or cohabitate their allocated site with another organisation, company, or entity without the organisers' permission. vii. Exhibitors are not allowed to promote their products and services outside their assigned exhibit space. This includes distributing flyers, generating excessive noise from AV equipment, and giving out product samples unless previously approved by the event organiser.
Risk i. All exhibits and items brought in by exhibitors or their contractors are entirely at the exhibitor's risk. The organisers accept no responsibility for any loss or damage caused by fire, flood, theft, accidents, staff negligence, or delays in removal, regardless of circumstances beyond the organisers' control. ii. Exhibitors will not receive fee refunds if the exhibition is postponed, cancelled, interrupted, shortened, scaled down, or relocated due to events such as natural disasters, unrest, terrorism, war, disputes, or building unavailability for any reason beyond the organisers' control. iii. The organisers are not liable for losses resulting from failures in lighting or utilities, nor for any direct or indirect damages caused by factors beyond their control, whether inside or outside the exhibition. iv. Additionally, the organisers bear no responsibility for the actions or omissions of contractors, other exhibitors, their staff, agents, or members of the public, nor for breaches arising from amendments made under these terms.
Indemnity i. The exhibitor hereby indemnifies and will keep indemnified the organisers against any liability, action, claim, demand, costs, charges, or expenses arising from any act, omission, negligence, or action taken by the exhibitor or any servant, representative, agent, invitee, licensee, or any other person under their direction. The exhibitor is required to ensure their legal liability for negligence and shall, if requested by the organisers, submit the policy for inspection.
Electrical Requirements and Other Services i. All electrical equipment must be tagged and tested according to current Queensland Workplace Health and Safety Regulations. A licensed electrician must perform all electrical work at the exhibitor's expense. Exhibitors are not permitted to connect to or interfere with utilities and/or telecommunications systems. ii. All extension leads and power boards must be safety tagged and secured where practical.
Payment Terms and Refund Policies i. A deposit of 25% of the total exhibit fees is due within 14 days of the invoice. All deposits are non-refundable, and it is agreed that the deposit will be forfeited if the balance of payment is not made in accordance with the registration booking form and invoice due date. ii. If a payment remittance is not issued via email within 48 hours of an overdue notice sent by the organisers (Let’s Talk Events), your booth will be cancelled and assigned to the next organisation on the waiting list. iii. If an exhibitor submits a written cancellation request for the site booking two months or more before the event date, a 50% refund of fees may be granted at the organiser’s sole discretion. If a written cancellation request is received less than two months before the event date, no refund will be considered. Cancellations will incur an administration fee of $150.00.
Terms i. Upon acceptance of the officially signed booking registration form by the exhibitor and confirmation of site allocation by the organisers, a contract will arise between the organisers and the exhibitor, incorporating these Terms and Conditions of exhibiting, subject to variations as mentioned. A licensor-licensee relationship will exist between the exhibitor from the date of signing and submitting the official booking registration form and the organiser from the written acknowledgment of space allocation. ii. In the event of cancellation or postponement of the exhibition due to any clauses mentioned in these conditions, fees previously paid shall not be refundable once space has been allocated to the exhibitor, and the organisers will be entitled to recover any sums owed at that time. All cancellations must be submitted formally via email. If cancellations are made more than 8 weeks before the expo date, the organisers reserve the right to charge a cancellation fee of 50% of the total cost of the refund. If an immediate replacement can be confirmed by the organisers (Let’s iii. Talk Events), an admin fee of $150.00 + GST will be deducted from the refund. In the event of cancellation less than 7 days before the expo date, no refund applies, and 100% of the registration fee will be forfeited. iv. In the case of a natural disaster or major health event, such as a pandemic (like COVID-19), all events and sites will be postponed until further notice from the event organiser (Let’s Talk Events). Postponement dates will be confirmed according to Australian Government health guidelines and policies. NO REFUNDS will be issued. v. The organisers reserve the right to refuse admission to any person without providing any reason. vi. The organisers shall not be responsible for any loss or damage experienced by the exhibitor due to delays in the opening of the exhibition or any interruptions.
Alterations and Interpretation i. To ensure the best possible arrangements for the exhibition under all circumstances and for the benefit of all involved, the organisers reserve the right to waive, add to, or amend these conditions in specific cases. Should any question arise, whether addressed in these conditions or not, the organiser's decision shall be final. No alteration, addition, amendment, exchange, or waiver of these conditions shall relieve any exhibitor from their contract.
Legal Requirements i. Regardless of any provisions within these Terms and Conditions of exhibiting, it is the responsibility of each exhibitor to ensure their exhibit complies with all legal requirements set forth by the relevant authorities and enforceable at the time of the exhibition.
Vacation of Building i. All exhibitors, along with their employees, agents, and individuals they are responsible for, must vacate the exhibition premises immediately upon the closure of the exhibition at the end of each session. Move-out time is from 3 PM to 6 PM on the day of the event.
Management i. The organisers will be the sole judges of whether these Terms and Conditions of exhibiting have been properly adhered to. The decisions of the organisers shall be final and binding in all respects.
