Sponsorship & Exhibiting Terms & Conditions

The Organisations

These terms and conditions are made between The Mental Health Services Learning Network (hereby referred to as TheMHS) and the organisation purchasing either sponsorship or exhibitor privileges (the Organisation). The following are 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 sponsor/exhibitor explicitly accepts the following terms and conditions for participation. TheMHS will exercise 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.
• The sponsor/exhibitor agrees that TheMHS and other authorised stakeholders may use your contact information for relevant purposes such as administration and advising of future events.

Financial facts

• Entitlement is reserved upon submission of the booking form; deliverables are provided upon payment being made.
• A tax invoice is payable within 30 days or prior to the forum (whichever date comes first). A remittance advice must be emailed to conference@themhs.org.
• All sponsorship and exhibition prices are in AUD.
• All prices include 10% GST.
• The sponsor/exhibitor will not receive any sponsorship or exhibition entitlements until all payments are made.
• No exhibitor shall occupy allocated space until all payments have been made.

Public liability

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

Cancellation

• Cancellation must be notified to TheMHS in writing. TheMHS reserves the right to re-sell the cancelled opportunity.
• Exhibitor fees will be refunded 100% (less a $AU210 administration fee) only if TheMHS is notified in writing six (6) weeks before the forum dates – that is 20 March 2026.
• 50% of fee (less a $AU210 administration fee) will be refunded if written notification is received in writing four (4) weeks before the forum dates – that is 3 April 2026.
• No refund will apply after these dates, except at the discretion of TheMHS. Late applications will be assessed on a case-by-case basis, with TheMHS’ decision being final.
• Your non-payment does not cancel your contractual obligations to us.
• In the unlikely case that the event is cancelled TheMHS will refund your full financial investment minus any expenses incurred by TheMHS up to the date of cancellation (including set up and promotional exposure already delivered).
• If the event or other activity is cancelled or abandoned, the limit of any claim for damages and/or compensation by the Exhibitor, Advertiser or Sponsor shall be limited only to the amount of money paid to TheMHS for that event or activity.

Privacy

• TheMHS respects privacy and is committed to protecting customer information from misuse.
• Your name and contact information (including electronic address) may be used by parties directly related to the event (including organisers and approved stakeholders) for relevant purposes such as promotion, networking, and administration of this and future events. Please advise in writing if you do not consent to info@themhs.org

Representative & staff

• Each sponsor/exhibitor must nominate at least one person to be 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 and/or purchased additional exhibitor registrations).
• All personnel are required to display proper name badges throughout bump-in, forum hours, and bump-out.
• Personnel may not initiate sales or marketing activities while in the room where a meeting session is taking place.

Advertising entitlements

• All signage within the exhibition booth should be pull-up banners unless purchasing additional sponsorship advertising.
• Logos and printed material may, at TheMHS’ sole discretion, be reproduced in colour (where possible), spot colour/s, or mono depending on method of production.
• The sponsor must provide suitable material to meet publication requirements and deadlines.
• All advertisements and marketing material are to be supplied by the sponsor/exhibitor.
• Print or web recognition will be given when payment terms have been met.
• By forwarding promotional material to TheMHS, the Organisation agrees TheMHS may use the supplied information within event promotion, advertisements and online.
• When providing promotional material, the Organisation warrants it owns the material or has the rights to use it, and that it does not breach the law or others’ rights.
• TheMHS may edit or refuse a listing within event publications for the event, without notice, to ensure fit and format.
• If promotional material does not meet requirements, the Organisation must re-supply in the required form or accept production costs required to make it acceptable.

Sponsor/Exhibitor responsibilities

• The commitment to exhibit space and full payment together constitute a contract for the right to use the space.
• No sponsor/exhibitor may assign, sublet, or grant licences for the whole or part of the booth without TheMHS’ prior approval. Email conference@themhs.org.
• The exhibit area is intended to supplement the professional meetings by providing delegates with products, services, and information. The venue and TheMHS reserve the right to require removal of inappropriate items.
• Exhibitors must maintain activity only from within the confines of the booth. AV or music is permitted if kept to a conversational level and not objectionable to neighbouring exhibitors.
• Exhibitors are responsible for reasonable costs of repairing the booth or premises should they paint, mark or damage fixtures/fabric.
• Food, beverage or prohibited items are not permitted unless prior arrangements are made with the venue and TheMHS.
• External suppliers must conform to venue WHS/OH&S, insurance, and other regulations. Exhibitors must follow directions of staff and comply with laws and venue guidelines.
• Electrical items must have valid electrical certification tags (including extension leads and power boards).
• No individual generators may be used without written permission of both TheMHS and the venue.
• Exhibits must be arranged so as not to obstruct general view or hide exhibits of others.
• Sponsors/exhibitors are responsible for the security of their equipment and materials. All rubbish must be removed and the site returned to original condition; cleaning/reinstatement fees may apply.
• TheMHS will take reasonable precautions; however, TheMHS is not liable for loss/damage beyond its reasonable control. Organisations are advised to insure themselves.
• The Organisation indemnifies TheMHS against negligence of the Organisation in connection with its conduct at the event.

TheMHS rights and responsibilities

• TheMHS will organise and conduct the event in accordance with general event information.
• TheMHS will make reasonable efforts to offer site space, advertising or sponsorship as requested.
• TheMHS does not guarantee visitor numbers or level of commercial activity.
• TheMHS may move, delete or add exhibitor spaces and makes final determination on all assignments.
• TheMHS does not guarantee exclusivity of products/services or that similar products/services will not be nearby.
• TheMHS may alter traffic flow or access arrangements to and from the event site.
• TheMHS may alter access-pass requirements and may request additional identification or confiscate passes used improperly.

Release of TheMHS

To the extent permitted by law, the Exhibitor or Sponsor releases TheMHS from any claim or liability arising (directly or indirectly) from but not limited to: movements or changes to exhibitor spaces, traffic/access changes, non-fulfilment where TheMHS has used best endeavours, advertising errors/omissions, force majeure, or damage/loss/injury/death to persons or property on or near the event, except to the extent caused by TheMHS’ negligence.

Indemnity by Exhibitor or Sponsor

The Exhibitor or Sponsor indemnifies TheMHS against any claim and liability arising (directly or indirectly) from but not limited to:

• damage, loss, injury or death to persons or property caused or contributed to by the Exhibitor or Sponsor;
• damage, loss, injury or death caused by force majeure;
• errors or omissions in advertising material for the event supplied by the Exhibitor or Sponsor;
• the Exhibitor or Sponsor’s use of services at the event;
• the Exhibitor or Sponsor’s occupation of sites at the event;
• overflow/leakage/escape of water, gas, fire or any substance into or from the Exhibitor or Sponsor site; and
• failure of the Exhibitor or Sponsor to notify TheMHS of any defect in services.

Contact

For sponsorship and exhibition enquiries, please email conference@themhs.org.