GENERAL TERMS & CONDITIONS FOR EVENT SPONSORSHIP AND EXHIBITION
GENERAL TERMS & CONDITIONS FOR EVENT SPONSORSHIP AND EXHIBITION
The following terms and conditions apply to your application to sponsor and/or exhibit at, and to your sponsorship of and/ or exhibition at, the Event.
THINGS YOU NEED TO KNOW
• You as the Sponsor/Exhibitor accept these terms and conditions when completing and submitting the online Sponsorship and Exhibition Booking Form.
• We reserve the right to make subsequent changes to the sponsorship prospectus as required.
• Event details may change without notice. Please refer to the Event website for the latest information.
• Sponsorship of speakers is subject to separate negotiations.
FINANCIAL MATTERS
• Phone or unpaid bookings will not be accepted.
• The Event Organiser will issue a tax invoice which is payable within 14 days of the invoice date. If you miss the payment date, any time dependent discounts will be forfeited i.e. you will be billed at the next highest level (Early rate to Standard, etc).
• You will not receive any sponsorship or exhibition entitlements, including allocation of Booth location until all monies have been paid.
• All prices are quoted in Australian dollars and include GST.
• If you pay by electronic funds transfer or an international cheque you agree to pay any bank charges and must include these in the amount you transfer.
IF YOU NEED TO CANCEL
• You must notify the Event Organiser in writing if you need to cancel, even if you have not paid all (or any) monies towards your booking.
• Cancellations prior to 31 July 2025 will be refunded less 50% of the purchase price;
• Cancellations on or after 31 July 2025 will incur a 100% cancellation fee; all cancellations must be made in writing to the Organisers.
• Even if you have not paid all (or any) monies towards your booking, if you cancel you will still be liable for the cancellation fees described above. Non-payment of cancellation fees may result in us, in our sole discretion, refusing to allow you to sponsor or exhibit at future events.
IF THE EVENT IS CANCELLED
• Whether, and the extent to which, refunds will be given if the Event is cancelled will be a matter for us to decide.
• We have the right to change the format and method of delivery of the Event, such as changing from in-person to virtual in the event of pandemic or similar circumstances. Whether, and the extent to which, refunds or adjustments to sponsorship fees may be offered in the event of change to format or delivery method will be a matter for us to decide.
YOU AND YOUR PERSONNEL – ON SITE
• Your application to sponsor or exhibit (and its acceptance) does not constitute or confer attendee registration for any of your Personnel.
• All Exhibitor Personnel must be registered either as a complimentary Exhibitor Personnel or by purchasing additional Exhibitor Personnel registrations.
PRINT ENTITLEMENTS
• Logos and/or company names will be reproduced in the Event colour(s), full colour, or mono, at USANZ’s discretion.
• All logos must be supplied as 300 DPI at 100% in EPS (preferred for print) and JPEG (preferred for website) format.
• No print or web recognition will be given unless payment terms have been met.
SPONSOR TERMS – GENERAL
• Eligibility to sponsor the Event is at our sole discretion. We reserve the right to determine the suitability and eligibility of any business that submits an online Sponsorship and Exhibition Booking Form to be a Sponsor.
• Subject to payment of all fees and our acceptance of your eligibility, you will be entitled to the sponsorship benefits described in the Sponsorship and Exhibition Prospectus and the Sponsorship and Exhibition Booking Form commensurate with the sponsorship option (if any) which you select as part of your application, including any exhibition entitlements.
• You acknowledge and agree that the sponsorship arrangements under the Agreement are non-exclusive and that we may have other sponsors for the Event.
• You may refer to USANZ, the Event and your sponsorship of the Event in your advertising, promotional, reporting or other activities, including to refer to, advertise and promote yourself as a sponsor and supporter of USANZ and the Event.
• We may refer to you and the sponsorship you are providing under the Agreement in the course of promoting, managing and conducting the Event and in our other advertising, promotional, reporting or other activities, including to refer to, advertise and promote you as a sponsor and supporter of USANZ and the Event. You grant to USANZ a limited, non-exclusive, non-transferable licence to use your trade marks for the foregoing purposes, subject to us complying with any reasonable directions or guidelines for, or restrictions on, the use of such trade marks which may be notified to us or the Event Organiser from time to time.
SPONSOR HOSTED FUNCTIONS
• All Sponsor-organised functions during the Event require prior approval by the Organising Committee.
• Sponsors who are approved to host their own function do so at their own expense and at a time/date approved by the Organising Committee.
EXHIBITOR TERMS
• Subject to payment of all fees, you will be entitled to the exhibition benefits described in the Sponsorship and Exhibition Prospectus and the Sponsorship and Exhibition Booking portal commensurate with the exhibition option (if any) which you select as part of your application• You may not assign, share, sub-let, or grant licences for the use of the whole or part of your Booth without our prior approval.
• Eligibility to exhibit is at our sole discretion and is generally restricted to businesses directly related to the urological/ medical field. We reserve the right to determine the suitability and eligibility of any business that submits an online Sponsorship and Exhibition Booking Form.
• We reserve the right to require you to remove any display items we deem as unacceptable or inappropriate, and you must do so where directed.
• You must conduct business only from within the confines of your Booth. You may not tout, or place any material, outside your Booth causing obstruction of the aisles.
• You will be responsible for any reasonable costs of repairing the Booth or premises should you paint, mark or damage any flooring, partitions, fixtures or fabric.
• Food, beverages and any other illegal or prohibited items are not permitted at the Event unless you have obtained our prior written approval.
• You and your Personnel, and any supplier and their Personnel who you use on site, must conform to the venue’s OH&S, insurance and other regulations.
• You are solely responsible for any physical loss or damage to your and your Personnel’s own property. Do not leave valuable property, equipment or personal effects unattended at any time.
• You must hold a current broadform liability insurance policy for a minimum of $20,000,000 in the aggregate and for any one event. Please forward your public liability certificate to us at least four weeks prior to the Event. Entry to the venue will be denied if you have not provided this information.
• If you are unable to organise insurance cover as required, please contact the Event Organiser to discuss options.
LIABILITY AND INSURANCE
Subject to the ‘NON-EXCLUDABLE TERMS’ clause below:
• You and your Personnel occupy and use the Booth allotted to you under the Agreement, enter and move about the Venue and otherwise act under or pursuant to the Agreement entirely at your own risk.
• Without limiting the foregoing, the Organising Parties will not in any circumstances be liable for any loss, damage or injury which may occur to you or your Personnel, or for any loss or damage to your or your Personnel’s property, including exhibits, equipment, display material or other property, or for any loss of profits which you or they may suffer, as a result of or in the course of your or their exhibition, participation or attendance at the Event, however caused (including by fire, theft or accident). You must maintain adequate insurance to cover any injury, loss or damage you or your Personnel suffer in relation to your or their equipment, exhibits or display material or other property used in connection with your or their exhibition, participation or attendance at the Event.
• You and your Personnel hereby release the Organising Parties from all actions, suits, costs, claims and demands which you or your Personnel may otherwise have in respect of any damage or loss caused to or suffered by you or them as a result of or in the course of your or their exhibition, participation or attendance at or travel to or from the Venue.
NON-EXCLUDABLE TERMS
Goods or services we supply to you under the Agreement may come with certain guarantees under the Australian Consumer Law that cannot be excluded. If so, you are entitled to compensation for any reasonably foreseeable loss or damage you suffer as a result of failure of those goods or services to comply with one or more of those guarantees. However, in that event, or in the event that any other statute implies into the Agreement or imposes any other term, condition or warranty which cannot be lawfully excluded, the Organising Parties’ liability for breach of that guarantee or implied term will be limited, at our option, to any one or more of the following:
• the replacement of the goods or re-supply of the services to which the breach relates, or the supply of equivalent goods or services;
• the repair of the goods;
• the payment of the cost of replacing the goods or of acquiring equivalent goods or equivalent services; or • the payment of the cost of having the goods repaired.
CONSEQUENTIAL DAMAGE
Subject to the ‘NON-EXCLUDABLE TERMS’ clause above, the Organising Parties will not be liable for any indirect or consequential loss or damage suffered by you or your Personnel in connection with the Agreement.
INDEMNITY
You indemnify the Organising Parties against any claim, liability, damages, losses, judgement and expense (including reasonable legal fees and court costs) suffered by or brought against them, arising out of or resulting from any negligence or wrongful act or omission by you or your Personnel or affiliates in connection with your sponsorship and/or exhibition, participation or attendance at the Event.
SECURITY
• You must comply with all instructions relating to the security of the Venue issued by the Venue Manager.
• You may, with our and Venue Manager’s prior written approval (not to be unreasonably withheld), engage your own security Personnel or supplier at your own cost.
ADDITIONAL CONDITIONS AND REGULATIONS
• You must observe our conditions, rules, regulations and procedures in relation to the Event and the Venue, which are available for inspection on request.
• To the extent to which they may apply to you and us in respect of your sponsorship of or exhibition at the Event, you agree that you will abide by, and reasonably cooperate with us to enable us to comply with, the relevant provisions of the Medicines Australia Code of Conduct and the Medical Technology Association of Australia Code of Practice.
• This Agreement contains the entire agreement between you and us, and supersedes all previous understandings and agreements between you and us.
VARIATIONS
We, in our complete discretion, may vary the Booth/floor plan or allocation and you must accept that re-allocation without any claim for a reduction in charges or otherwise.
HOURS
We will determine the hours during which the Event will be conducted and the times you will be able to access the Venue for the purposes of your sponsorship of, and/or exhibition, participation and/or attendance at, the Event.
PRIVACY STATEMENT
• You acknowledge and agree that the Organising Parties may collect the personal information of you and your Personnel for the purposes of the Agreement.
• The Organising Parties will handle your personal information in accordance with their respective general privacy policies. USANZ Privacy policy can be viewed here https://usanz.org.au/society/policies/policy-framework/privacy-policy. Please contact individual Event Organisers for their respective privacy policies.
• You and your Personnel’s names and contact information, including electronic addresses, may be used by parties directly related to the Event such as the Organising Parties, Venue Manager and approved stakeholders, for relevant purposes such as promotion, networking, and administration of this Event and future events of this type. If you do not consent, please advise the Event Organiser.
• In addition, you and your Personnel’s names and organisations may be published on the delegate list which is provided to delegates, exhibitors and sponsors electronically. If you do not wish your details to be included in this list, please contact us.
TERMINATION
• Either party may terminate the Agreement with immediate effect in the event that the other party:
o commits a material breach of the Agreement and, where the breach is capable of remedy, fails to remedy the breach within reasonable written notice from the non- breaching party requiring it to do so;
o commits a material breach of the Agreement that is not capable of remedy; or
o becomes or is declared insolvent, makes an arrangement with or for the benefit of its creditors, goes into compulsory or voluntary liquidation; has a receiver, liquidator, administrator or other similar official appointed over its assets; is subject to an administration or similar order; or ceases trading.
• We may terminate the Agreement with immediate effect if, in our sole discretion, we determine that your sponsorship of or exhibition at the Event may adversely affect our reputation or the reputation or success of the Event.
• In the Event that we terminate the Agreement, your sponsorship and/or exhibition entitlements are immediately terminated and you must, at our reasonable direction, cease your sponsorship and exhibition and, if applicable, vacate the Venue.
DEFINITIONS
Agreement means these terms and conditions together with the Sponsorship and Exhibition Prospectus and any Sponsorship and Exhibition Booking Form. In the event of any inconsistency between these documents, these terms and conditions prevail.
Booth means a booth or stand space allocated to you for the purpose of you exhibiting your business to Event attendees.
Event means the USANZ 2025 Section Meetings you are sponsoring.
Event Organiser means Professional Conference Organisers managing section meetings you are sponsoring/or exhibiting at.
Exhibitor (‘you’) means the entity which has applied for, and has been accepted by us to act as an exhibitor at the Event and to receive exhibitor benefits, and that entity’s Personnel.
Fees means the fees payable by you as set out in the Sponsorship and Exhibition Prospectus or in subsequent correspondence.
Organising Committee means the organising committee for the section meeting you are sponsoring/or exhibiting at.
Organising Parties means us and our Personnel and the Event Organiser and its Personnel.
Personnel of a person means the person’s directors, officers, employees, contractors and agents.
USANZ (‘us’) means the Urological Society of Australia and New Zealand (ACN 000 069 376) of Suite 512 Eastpoint, 180 Ocean Street, Edgecliff NSW 2027, Australia, and, where applicable, USANZ’s Personnel, including the Event Organiser.
Venue means the premises at which the Event is being held