1) Acceptance of Agreement

The Organiser accepts your offer to exhibit at or sponsor part of the Conference upon:

a) completion of the online booking form; and 
b) the Organiser receiving the Fees payable by you under this Agreement. 
*All applications are subject to approval by the Organising Committee on behalf of FSANZ2021.

2) Fees
To confirm your sponsorship package and/or exhibition space, 50% part payment is required within 14 days of receipt of your confirmation letter and tax invoice. Your booking will only be fully processed and secured with entitlements becoming effective upon receipt of this deposit at the Conference Organiser’s Office. The balance of payment is required by 28 May 2021.

Any booking made after 28 May 2021 will require full payment upon booking or within 14 days of receipt of confirmation and tax invoice.

You must pay the Organiser the Fees upon accepting this Agreement on receipt of a tax invoice.

3) Entitlements
In consideration of payment of the Fees, the Organiser must provide you with the entitlements set out in the published prospectus or in the accompanying correspondence or as otherwise determined by these Terms and Conditions.

4) Liability and Insurance
Subject to clause 5, you and your servant’s agents and contractors occupy and use the Event space/booth allotted under this Agreement and enter the Venue and act under or pursuant to this Agreement at your own risk.

You hereby indemnify and release the Organisers and Venue Managers against all actions, suits, costs, claims and demands brought against the Organisers or Venue Managers by any person, firm or corporation for any damage or loss caused directly or indirectly to or suffered by any person, firm or corporation as a result of your act or default or resulting directly or indirectly from your attendance at the Venue including travel to and from such venues.

Without limiting the foregoing the Organisers or Venue Managers shall not in any circumstances be liable for any loss damage or injury which may occur to you or a third party, or for any damage your property including damage to exhibits, plant, equipment, fixtures, fittings or other property whatsoever or for any loss of profits which they may suffer howsoever caused.

You must maintain adequate insurance to cover the cost of any loss you suffer in relation to your equipment, exhibits or display material or other property used in connection with your attendance at the Event..

5) Implied Warranties
In the event any statute implies any term condition or warranty into this Agreement which cannot be lawfully excluded, such terms will apply to this Agreement, save that the liability of the Organiser for breach of any such implied term will be limited, at the option of the Organiser, to any one or more of the following:

• the replacement of goods or re-supply of services to which the breach relates or the supply of equivalent goods or services; 
• the repair of such 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.

6) Consequential Damage 
The Organisers and Venue Managers will not be liable for any indirect or consequential loss suffered in connection with this Agreement.

7) Security
You must comply with all instructions relating to the security of the Venue issued by the Venue Managers.

The Organisers and Venue Managers take no responsibility for any damage to or for the loss or destruction of an exhibit from fire or theft or accidents or injury resulting from such causes. If the Organiser provides you with written approval, you may engage your own security staff at your own cost.

8) Additional Conditions and Regulations
You must observe the conditions, rules, regulations and procedures of the Organisers and the Venue Managers in relation to the Event and the Venue, which are available for inspection on request.

Code of Conduct: Medicines Australia 
Pharmaceutical companies must adhere to the current Medicines Australia Code of Conduct in relation to display and promotion of company or product names.

Custom built stand design approval
All custom built exhibition booth design plans must be pre-approved by the FSANZ and the venue. Exhibitors with custom built booths are required to submit a comprehensive design plan to the Conference Office no later than 18 June 2021 indicating the dimensions and features of the proposed booth for the FSANZ’s consideration and approval.

Exhibitor Protocol
Each exhibitor must keep their display within the dimensions of their exhibition booth at all times during the Conference and refrain from amplified announcements or music from the exhibition display. All delegate interactions must be kept within the proximity of your booth and delegates are not to be approached outside of these perimeters.

Marketing
Organisations are not permitted to send unsolicited marketing materials to attendees of the FSANZ 2021 Conference before, during or post Conference. All organisations should familiarise themselves with the Australian Privacy Act. Failure to comply may impact on your participation at this and/or future Conferences.

Print and design materials
All packages inclusive of print and design materials must be received by the deadlines provided by the Conference Organiser. If files are not received by the respective date, your company details may not be included in the print and design materials.

9) Variations
The Organiser, in its complete discretion, may vary the booth/floor plan or stand space allocation and you must accept such re-allocation without any claim for a reduction in charges or otherwise.

10) Assignments and Subletting 
You must not assign sublet or share the whole or any part of the stand space allotted without the knowledge and consent of the Organiser.

11) Hours
The Organiser shall determine the hours during which the Event shall be conducted and the times you will be able to access the Venue.

12) Cancellation/Postponement Policy/Conversion to Virtual Conference
All cancellations must be received in writing to the Conference Organiser’s Office.

If you cancel a sponsorship package or exhibition booth/s, unless that particular area of support or exhibition space is resold, the Conference Organiser reserves the right to retain monies received. Any booth or sponsorship package cancelled after 28 May 2021 will incur 100% forfeit. If the balance of payment is not received by the due date, the allocated support or exhibition booth space will be cancelled.

State Border Closure Cancellation
The Government in various States and Territories has imposed at times and may in future impose border closures or border restrictions in its response to the COVID-19 pandemic (COVID-19 Border Closures). The attendees acknowledge that the COVID-19 Border Closures are outside the control of Organising Committee and the Conference Organiser. 
  
Should border closures occur that prevent a sponsor from attending the Conference and the Conference proceeds, the sponsorship entitlements will delivered in line with modified entitlements so no refund will be made. 

Should border closures occur that prevent an exhibitor from attending the Conference and the Conference proceeds, discussion will be held with the Organising Committee and exhibitor to determine how the exhibitor’s stand at the Conference can be facilitated on their behalf. 

Cancellation/Postponement/Conversion to a Virtual Conference
The FSANZ may cancel, postpone or convert to an online virtual event due to circumstances beyond its reasonable control, including but not limited to Acts of God, terrorism, war, strikes or industrial action, fire, explosion, inevitable accident, breakdown of property, changes in law, border closures, pandemics or global health crises.

In the event the Conference is not able to proceed as planned (as a face to face event), and is moved to a fully virtual format on the same dates, your sponsorship and/or exhibition fees will be transferred to the virtual Conference (which would include a virtual exhibition and a full range of sponsor entitlements subject to reasonable modification and availability).

If you choose not to participate in the virtual Conference, the FSANZ will not be required to refund any part of the Conference sponsorship or exhibition fee.

In the event of postponement of the Conference, if, when requested, you advise that you are willing to attend the rescheduled Conference (as either a face to face or virtual event); the FSANZ will transfer the fees and guarantee the same conditions and equivalent entitlements (subject to reasonable modification and availability) at the rescheduled event.

If, at a later date, you then choose not to attend the rescheduled Conference, the FSANZ will not be required to refund any part of the Conference fees.

In the event of a full cancellation of the 2021 Conference by the FSANZ, you will be entitled to a full refund of the fees paid to the Conference for sponsor or exhibition packages.

The maximum liability of the FSANZ under these Terms and Conditions is limited to a refund of the Conference sponsor and exhibition Fees with no additional liability for travel costs, hotel costs, or any other associated costs

The Fertility Society of Australia and New Zealand (FSANZ) values the contributions of its sponsors and exhibitors at the Conference. In the case of extenuating circumstances, a refund outside of these terms and conditions may be considered by and at the discretion of the FSANZ upon application and the Conference office will work with you to achieve a mutually agreed upon outcome.

The Organiser shall determine the hours during which the Event shall be conducted and the times you will be able to access the Venue.

13) COVID Safety Guidelines
At the Conference you will be required to comply with the COVID Safety Guidelines and protocols in place with the venues and the Conference which will be aligned and compliant with the Government Health Department advice at that time.  Details of these protocols and requirements will be communicated closer to the time of the Conference.

14) Definitions
Agreement means these terms and conditions together with the Sponsorship and Exhibition Prospectus and any Online Application Form. 
Event means the FSANZ 2021 
Fees means the Fee payable by you to the FSANZ 2021 Conference as set out in the published prospectus or in subsequent correspondence. 
Organisers means WALDRONSMITH Management (ABN 59 115 015 953) of 119 Buckhurst Street, South Melbourne, Victoria 3205 and Fertility Society of Australia and New Zealand, 119 Buckhurst Street, South Melbourne, Victoria 3205.
Organising Committee means the FSANZ 2021 Organising Committee.
You includes your agents, and contractors. 
Venue means the premises of the Venue Owner at which the Event is being held. 
Venue Managers means each of the Organiser, Equipment Suppliers, Organising Committee and Venue Owner. 
Venue Owner means International Convention Centre Sydney.