Sponsor and Exhibitor Terms & Conditions

The organisations

These terms and conditions are made between The Mental Health Services Learning Network (referred to as TheMHS) and the organisation purchasing either sponsorship or exhibitor privileges (the Organisation).

The following form part of the contract between the sponsor/exhibitor and TheMHS. Sponsors/exhibitors must observe these rules. Any areas not covered are subject to TheMHS’ final decision.

Things you need to know

• The following terms and conditions apply to your participation as a sponsor and/or exhibitor.
• By signing up through the exhibitor portal, the sponsor/exhibitor explicitly accepts these terms and conditions and the general event terms and conditions.
• TheMHS will take all diligent care to fulfil listed sponsorship commitments.
• TheMHS reserves the right to amend or add sponsorship packages and accept any sponsorship offer (listed or unlisted) at any time and without notice.
• TheMHS reserves the right to alter the program if required.
• TheMHS reserves the right to update the Terms and Conditions without notice.
• The sponsor/exhibitor agrees authorised stakeholders may use contact information for relevant purposes such as administration or advising of future events.

Financial facts

• TheMHS will not be liable for any loss or damage of goods or equipment at the conference, including during bump in/out.
• Entitlement is reserved upon submission of booking form; deliverables are provided upon payment made.
• A tax invoice is payable within 30 days or prior to the conference (whichever date comes first). Remittance advice must be emailed to conference@themhs.org.
• Sponsors/exhibitors will not receive entitlements until all payments are made.
• All sponsorship and exhibition prices are in AUD.
• All prices include 10% GST.

Exclusivity and term

• This agreement commences on the date TheMHS accepts you as a Sponsor and continues until completion of the event, unless stated otherwise.
• Unless stated otherwise, the Sponsor/Exhibitor will not be the exclusive Sponsor/Exhibitor at an event.
• All Sponsor/Exhibitor benefits are provided on a non-exclusive basis.

Public liability

All exhibitors must have current public liability insurance to a minimum of AUD 10 million covering the period of the event and provide proof of currency to TheMHS prior to commencement of the event (or by the date stipulated in event guidelines).

Cancellation

Cancellation must be notified to TheMHS in writing. TheMHS reserves the right to re-sell the cancelled opportunity.

• No refund will apply after these dates, except at the discretion of TheMHS.
• Late applications will be assessed case-by-case by management and the decision will be final.
• Your non-payment does not cancel your contractual obligations.
• If the event is cancelled, TheMHS will refund your full financial investment minus any expenses incurred up to the date of cancellation (including set up and promotional exposure to that time).
• If the event or activity is cancelled or abandoned, the limit of claim for damages/compensation is limited only to the amount paid to TheMHS for that event/activity.
• No exhibitor shall occupy allocated space until all payments have been made.

Privacy statement

TheMHS recognises the importance of privacy and is committed to ensuring customer information is protected from misuse.

Your name and contact information (including electronic address) may be used by parties directly related to the event such as organisers and approved stakeholders for relevant purposes including promotion, networking, and administration of this and future events.

Please advise in writing if you do not consent.

Representative & staff

• Each exhibitor/sponsor must name one person as the official Representative in Charge and responsible party.
• The Representative in Charge will receive relevant materials relating to the event.
• All exhibition staff must be fully registered (complimentary exhibitor registration or purchased additional exhibitor registrations).
• All personnel are required to display proper name badges throughout move-in, conference hours, and move-out.
• Personnel may not initiate sales or marketing activities in rooms where educational/meeting sessions take place unless approved by TheMHS.

Advertising entitlements

• All signage within the exhibition booth should be pull-up banners unless purchasing additional sponsorship advertising.
• Logos and printed material may be reproduced in colour, spot colour(s), or mono (at TheMHS’ discretion based on production method).
• The sponsor must provide suitable material to meet publication requirements and deadlines.
• All advertisements and marketing material are to be supplied by the sponsor.
• Print or web recognition will be given when payment terms have been met.
• Promotional material supplied may be used by TheMHS for event promotion, advertisements, commercials and online.

The Organisation acknowledges TheMHS may edit or refuse a listing within event publications without notice to achieve a better fit/format. If material does not meet requirements, the Organisation must re-supply it or accept production costs required to make it acceptable.

Satchel insert guidelines

• An insert will consist of no more than one A4 page.
• Other promotional items (caps, key rings, mouse pads, gifts etc.) constitute one insert; only one of each item is accepted on a first come, first served basis.
• All inserts must be approved by TheMHS before inclusion.
• Production and delivery of inserts is the responsibility of the applying organisation.

Sponsor/Exhibitor responsibilities

• Commitment to exhibit space and full payment together constitute a contract for a right to use the space.
• No assignment, subletting, or licensing of booth space (whole or part) without prior TheMHS approval. Email conference@themhs.org for information.
• Obtain approvals, permits, or licences required under applicable laws; competitions/prizes require written permission from TheMHS.
• Maintain activity within the confines of the booth; sound/visual presentations must be at conversational level and not objectionable.
• Responsible for costs to repair booth/premises if fixtures/fabric are marked or damaged.
• Food/beverage or prohibited items are not permitted unless arranged with venue and TheMHS.
• External suppliers must conform to venue OH&S, insurance and other regulations; comply with directions from TheMHS and venue guidelines.
• All electrical items must have valid electrical certification tags (including extension leads and power boards).
• No individual generators without express written permission of TheMHS and the venue.
• Exhibits must not obstruct general view or hide exhibits of others.
• Security of equipment/material is the exhibitor’s responsibility; all materials must be removed at completion and space returned to original condition (cleaning/reinstatement fees may apply).
• TheMHS will take reasonable precautions, but is not liable for loss/damage from theft, fire, accident, or other causes beyond its control; organisations should insure themselves at their own expense.
• Additional/custom booth items require TheMHS approval and are arranged/paid directly with the supplier.
• The Organisation indemnifies TheMHS for negligence of the Organisation in connection with conduct at the exhibition.
• Provide full and timely cooperation, content, accurate information, and comply with applicable laws and reasonable directions/guidelines from TheMHS.

TheMHS rights and responsibilities

• TheMHS will organise and conduct the event/activity in accordance with general event information.
• TheMHS will make reasonable efforts to offer site space/advertising/sponsorship as requested.
• TheMHS does not guarantee visitor numbers or level of commercial activity.
• TheMHS may cancel an event at any time and for any reason and be released from obligations in accordance with these terms.
• Space assignments will be made where possible in keeping with preferences; TheMHS may move/delete/add spaces and make final determinations without consultation.
• No guarantee of product/service exclusivity; similar exhibitors may be nearby.
• TheMHS may alter traffic flow/access arrangements; changes may affect vehicle/foot traffic.
• TheMHS may alter exhibitor access pass style/type; may request ID, confiscate passes and refuse entry where misuse is suspected.

Release of TheMHS

To the extent permitted by law, the Exhibitor/Sponsor releases TheMHS from any claim or liability arising (directly or indirectly) from, or incurred in connection with, including but not limited to:

• Movement, deletion or adding of exhibitor spaces or sponsorship opportunities.
• Alteration or change in traffic flow of patrons and vehicles.
• Changes in patron and exhibitor/sponsor access passes.
• Non-fulfilment of sponsors’ contracts where TheMHS has used best endeavours to fulfil.
• Errors or omissions in advertising material.
• Force majeure.
• Damage, loss, injury or death to any person or property on or near the event.
• Damage or loss in connection with the event or occupancy/use of sites.
• Services not being available or not working properly at the event, except to the extent caused by TheMHS negligence.

Indemnity by Exhibitor or Sponsor

The Exhibitor/Sponsor indemnifies TheMHS against any claim and liability arising (directly or indirectly) from:

• Damage, loss, injury or death caused or contributed to by the Exhibitor/Sponsor.
• Damage, loss, injury or death caused by force majeure.
• Errors or omissions in advertising material.
• Use of services at the event.
• Occupation of sites at the event.
• Overflow/leakage/escape of water, gas, fire or other substances into/from services and other exhibitors/sponsors.
• Failure to notify TheMHS of any defect in the services.

Questions

If you have questions about sponsorship or exhibiting terms, contact conference@themhs.org.