Terms & Conditions

Below details the Terms & Conditions for Exhibiting / Sponsoring at the 2023 DAL Expo.
To confirm registration to participate in this event as an Exhibitor / Sponsors – please read the following and complete the Exhibitor details at the end of the document.               

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EXHIBITORS & SPONSORS – TERM & CONDITIONS

2023 DAL Expo

1. Meaning of Terms 
1.1 In this agreement “CF” means the Catalyst Foundation, “Event” means the Disability, Ageing & Lifestyle Expo, “Exhibitor” means all exhibitors and sponsors. Event dates are Thursday 12 October (Bump-in) and Friday 13 and Saturday 14 October 2023 (Event days).

2. Exhibitor bookings :  
2.1    All Exhibitor bookings will be made via the Expo booking office, and subsequent email booth confirmation which will include a link  to the Terms & Conditions & Privacy policy relating to the event.  The Exhibitor is required to read and complete the T&C’s before processing payment for their Expo registration and booth booking. Completing the T&C’s declares that the Exhibitor has read and agrees with the Terms and Conditions of the event.   
2.2   Full payment of all exhibitor purchases of booth/s,  add-ons and sponsorship packages is required to confirm participation at the event.
2.3   Exhibitors are required to confirm that they hold a Certificate of Currency applicable at the time of the event for $20 million public liability insurance, this document must be properly completed and a copy provided in full to CF a minimum of 45 calendar days prior to the event day to confirm an event site is allocated by CF. 
2.4  CF reserves the right to reallocate the event exhibition site if all requirements are not met within the specified timeframe. 
2.5  Exhibitor booth allocations to the Event Floorplan are not confirmed until the final floor plan is officially released prior to the event.
2.6  CF reserves the right to amend the Expo floor plan subject to event requirements, that may include amending the number/size/type and location of booths & amending facilities.

3.   Registration Bookings and Payment Terms
3.1 Exhibitor registration and booth bookings for the event are made by :
3.1.1  viewing the DAL Expo floor plan on the event website to select the type/location of exhibitor booth required. 
3.1.2 Registration/bookings to exhibit at the event are made directly with the CF Expo office. 
3.1.3 On completion of the Exhibitors registration details, an email is sent to the Exhibitor which displays links to the Terms & Conditions to exhibit at the event. 
3.1.4 Registration and booth booking is only confirmed when the Terms & Conditions of the event have been accepted by the Exhibitor via the online form and received by CF, at which time a binding contract arises.   
3.2 Payment Terms are:
3.2.1  Payment may be made by cc at the time of booking, or paid on the invoice issued to the Exhibitor at the time of registration for the event. 
3.2.2 Payment of invoice is to be made in full by 30 days from date of issue.
3.2.3 Acceptance of the Terms and Conditions declares that the Exhibitor has read and agrees with the Terms and Conditions of the event. 
3.2.4 Other invoices issued by CF for additional purchases made directly with CF are required to be paid within 30 days of the date of invoice. If invoices issued by CF for additional purchases are unpaid by 30 days they will incur a 10% administration fee to the total cost of the registration. Payment not received 45 days from the date of invoice will incur a 15% administration fee. 
3.3  CF reserves the right to cancel any purchases that remain unpaid after 60 days from the date of invoice.     
3.4  Payment terms for Exhibitor registration made less than 2 months prior to the event are full payment at time of booking.  
3.5 Payment terms for Sponsorship of the event are 60 days from the date of invoice.   Payment not received 60 days from the date of invoice will incur a 15% administration fee. CF reserves the right to release the event sponsorship should the account be unpaid after 60 days from the date of signing of the sponsorship agreement. 
3.6  Cancellation and Refunds:
Exhibitor bookings : Cancellation of event registration must be in writing.  A Refund for cancellation of event registration more than 60 days before the event will be limited to a full credit of the amount paid to be transferred towards the following year’s DAL Expo event.    No refund or credit will be made for cancellation of event registration less than 60 days prior to the event.   
Sponsorship :   No refund or credit will be provided for the cancellation of the sponsorship agreement after acceptance of the event Terms & Conditions for the event.
3.7 Public Health concerns – Event Cancellation Policy
CF will closely monitor developments regarding public health issues and the impact that may have on the event.  We will continue to take proactive measures to ensure the health and safety of all exhibitors, attendees, volunteers and staff members moving forward. In the event that the SA State Government issues a directive that requires the 2022 DAL Expo is to be cancelled, exhibitors will be offered a full credit of the amount paid to contribute towards the next DAL Expo event.    
3.8 Networking Breakfast
Tickets to the Networking Breakfast are offered on a complimentary basis, the number of tickets offered is in accordance with the level of exhibitor booth/package purchased.   To confirm a ticket/s at the Networking Breakfast, Exhibitors are to notify CF of the name/s of those attending by 30 days prior to the event.   CF will not guarantee the availability of complimentary ticket allocation within 30 days of the event – or on the day of the event if a name/s has not been confirmed by the Exhibitors.   Subject to availability, additional tickets to the Networking Breakfast will be made available to purchase.
3.9  Online Directory
CF offerings in relation to the My Life Choice Online Directory are offered provisionally and are subject to change. The MLC Online Directory will have its own Terms and Conditions that your organisation must agree to prior to creating a listing.

4. Allocation of Sites 
4.1 The allocation of booths and sponsored sites is at the complete discretion of CF. 
4.2 CF reserves the right to amend the event floor plan including the number, size, and location of booths.   CF will communicate any necessary booth location changes with the Exhibitor at the time of these changes.
4.3 If in the opinion of CF, Exhibitors have shown adequate reasons for requiring special sites, CF, in their discretion may allocate such sites.

5. Possession of Site 
5.1 The Exhibitor shall have possession of the event site at the time that is allocated by CF in writing prior to the event.
5.2 All Exhibitor vehicles must be positioned to the allocated site on the Bump In day of Thursday 12th October 2023 at the designated times allocated for vehicle movements.   Vehicle access to the event site will not be permitted outside of the hours designated.
5.3 All goods or other displays shall be on the Exhibitor’s site by 9am on the first day of the event. CF reserves the right to refuse any vehicle, goods or displays after this time.
5.4 No vehicles, goods or other displays shall be removed from the Exhibitors stand before 4:00pm on the final day of the event without the written approval of CF. Failure to do so will incur a cost of 25% of the price of your exhibitor package. This amount shall be due and payable within 7 days of the date of the Expo.
5.5   Exhibitors requiring a forklift vehicle to unload/load booth supplies are to make arrangements for this facility to be available to them for the dedicated times they require, bookings are made directly with Adelaide Showground 30 days before the event to ensure availability at the assigned bump in/out times.
5.6   A tablecloth will be assigned to each trestle able allocated.  The tablecloth is to be collected and signed for at the time of Bump In.  This item/s is returned and signed for at the CF Information booth at the Expo entry at the time of Bump Out.  Any tablecloths not returned at Bump Out will be billed at a cost of $60 per unit.

6. Abandoned Property 
6.1 At the completion of the event, the Exhibitor must remove from the event site all structures, goods, vehicles, equipment, brochure stocks and collateral erected or displayed by the Exhibitor and completely vacate the area by 6:30pm. 
6.2 From the completion of the event, if there is any structure, or part thereof, remaining on the site, then CF shall have the right to remove, dismantle or sell such property which shall be deemed to be abandoned. Any proceeds of sale shall be the property of CF and if CF incurs any cost in removal the Exhibitor shall indemnify CF for any removal and/or distribution and/or other costs and pay all such costs within 7 days of the date of the last day of the event. 
6.3  Any unused brochure stocks and display equipment left at the booth site will be returned to the Exhibitor at the Exhibitors cost and will be invoiced by CF, due and payable within 7 days of the date of the event.    

7. Assignment of Site 
7.1 An Exhibitor shall not assign or sub-let or part with possession of the whole or any part of the site, or purport to do so, without the prior written consent of CF.   One Exhibitor name will be published for each booth location.

8. Condition of Site 
8.1 Exhibitors are responsible for the condition of the site during the currency of the event and upon completion of the event. Exhibitors must ensure that their event site is left in a clean state with all rubbish removed.
9. Loss or Damage 
9.1 CF shall not be liable for loss or damage to the Exhibitor’s property whilst on site.

10. Termination of Agreement 
10.1 The agreement can be terminated by CF by giving notice to the Exhibitor. 
10.2 The circumstances in which CF may terminate this agreement include: 
(i) If CF finds it necessary or expedient to cancel or postpone the event; 
(ii) If in the opinion of CF, these conditions have been breached or the Exhibitor does not occupy the site at the commencement of and during the full period of the event day(s). 
(iii) If CF is of the opinion that the termination of this agreement is in all circumstances justified

11. Effect of Termination 
11.1 On the effective termination of this agreement by CF: 
(i) CF reserves the right to retain all monies paid by the Exhibitor up to, and including, the date of termination and claim all monies due by the Exhibitor as per condition 3.2 Registration Booking & Payment terms.   
(ii) CF shall not be liable to the Exhibitor / Sponsor for any compensation due to loss of money or profits or otherwise in respect of the termination.

12. Fuelling Site 
12.1 CF does not provide a fuelling point on site. 
12.2 Exhibitors must make adequate safety arrangements for fuelling of display vehicles or equipment.
13. Termination by Exhibitor / Sponsor
13.1 Termination of event registration and/or sponsorship must be in writing. Costs relating to appearing on the Online Directory are not refundable under any circumstances. A Refund for cancellation of online event registration more than 60 days before the event will transfer the amount paid to a credit towards the following DAL Expo event.    No refund will be made for cancellation of event registration less than 60 days prior to the event.  No refund will be provided for the cancellation of the sponsorship agreement.
13.2 The Exhibitor and/or Sponsor shall remain liable for all monies owing to CF on termination or cancellation of the agreement. If payment is not made CF reserves the right to seek recompense.

14. Public Liability Insurance 
14.1 Exhibitors are required to hold public liability insurance for all days of the event, including the Bump In/Out days. 
14.2 The minimum amount of cover must be $20 million dollars. 
14.3 The insurance cover must indemnify CF and its authorised agents from all actions, claims, demands, losses, damages, costs, and expenses arising from the Exhibitors use of the site. 
14.4 A certificate of the public liability insurance cover for the period of the event must be submitted to CF no later than 45 days prior to the event. 
14.5 It is the express duty of an Exhibitor to demonstrate an obligation of care for on-site operations including the use of all power cables and equipment.

15. Compliance with Laws 
151 Exhibitors must comply with all laws governing the erection of structures, the display and sale of machinery, and other products or goods.

16. Entry on site 
16.1 CF or any person appointed by CF shall retain the right to enter on to the site at any time. 
16.2 CF or any person appointed by CF shall have the power to remove any sign, picture, poster, or printed matter, which in his or her opinion is either not eligible for display or may be the cause of offence.

17. Advertising 
17.1 CF prohibits the dropping of advertising leaflets or other similar material from any aircraft or in person in or over the event day site by any company or organisation. 
17.2 Clause 17.1 does not apply if CF approval has been previously obtained. 
17.3 Exhibitors may distribute advertising leaflets at the event from their registered event site only. 
 17.5    All marketing collateral that forms part of an Event or Expo Partnership package or upgraded exhibitor options (e.g. editorial content, artwork for ads in the Program Guide, PowerPoint Slides etc) need to be supplied to Catalyst Foundation by your organisation by deadlines contained in the Sponsorship agreement – to confirm use of same.

18. Livestock 
18.1 Except as provided or approved by CF, no livestock shall be brought into the grounds or the event area. 
18.2 Livestock brought onto the grounds, after approval from CF, shall be the responsibility of the person or persons bringing livestock to the grounds.
18.3 Damages involving livestock brought to the grounds are liable to the person or persons who brought the livestock into the grounds or event space.

19. Catering 
19.1 CF has the right to appoint licensed food vendors for the event and the decision shall be final and no correspondence will be entered into. 
19.2 The bringing and consuming of alcoholic beverages on to the site and event is strictly forbidden.
19.3  Exhibitors are not permitted to distribute food / drinks from their booth unless they comply with the terms of the Adelaide Showgrounds Food & Beverage Policy.  Samples of food & beverages may be provided on submission & approval of a Food & Beverage Application to Adelaide Showgrounds.  

20. Loudspeakers 
20.1 The use of loudspeakers or amplifiers by Exhibitors is expressly prohibited unless written approval has been given by CF.

21. Workplace Health and Safety
21.1   The event site of the DAL2022 Expo is considered a workplace and as such all Exhibitors must comply with Workplace Health & Safety laws and regulations in ensuring the safety of their staff, volunteers, contractors and visitors to their exhibit, event space and surrounding area. 
21.2   Hi-Viz vests must be worn at all times during set-up/bump-in/bump out periods.  Exhibitors will need to arrange for and provide their own Vests. 
21.3   To comply with the WH&S regulations of the Adelaide Showground all Exhibitors staff attending the event at any stage of the event, including the bump in/out  are to complete the Adelaide Showground online Induction, an email certificate will be sent to each person on completion of the induction which is to be carried with them at all times at the venue during the event period.

22. Vehicles 
22.1   Exhibitors that book “Vehicle” booth locations, are to advise CF the dimensions of the vehicle at the time of booking.  Location of Exhibitor vehicles will be at the discretion of CF.
22.2   Movement of vehicles (not for display) other than to and from designated parking areas is strictly forbidden during the time of the event. No vehicles, forklifts etc. will be permitted onsite or into any display areas until after the event is closed. 
22.3 Exhibitors booking “Vehicle” booth locations will be given a specific set time to Bump In/Out to the event.  Vehicle Exhibitors will only be able to position vehicles in the booth location allocated at time of booking.  Vehicle is to be available at the Expo site during the set times and required to report to the Expo Vehicle Co-ordinator at the Expo venue – to be escorted / directed to the allocated booth location.   Exhibitors are not to move vehicles at any time over the event without reporting to the Expo Vehicle Coordinator.

23. Indemnity 
23.1 The Exhibitors shall indemnify and hold indemnified CF from and against all actions, claims, demands, losses, damages, costs and expenses which CF may sustain or incur or which CF may become liable whether during or after the term of this Agreement in respect of or arising from any: 
(i) personal injuries sustained by any person in or about the event site occupied by the Exhibitor, howsoever caused; 
(ii) loss or damage or injury from any causes whatsoever to property or person caused by or contributed to by the use of the event site by the Exhibitor or its authorised agent; or 
(iii) loss or damage or injury from any caused whatsoever to property or person caused by, or contributed to by the neglect or default of the Exhibitor or its authorised agent. 
23.2 The Exhibitor is not liable to indemnify CF for injuries arising due to the wilful or negligent act of CF or its servants, agents, sub-licensee, or other person authorised by CF.
23.3 All Exhibitors are solely responsible for any physical loss or damage to their own property.

24. GST
The Australian Goods and Services Tax (GST) at 10% is applicable to all goods and services offered by the Expo and all prices in this document are exclusive of GST. GST is calculated at the date of publication of this document.

25. Subletting Booked Spaces
No Exhibitor shall assign, sublet, or apportion the whole or any part of their booked space, including promotional items, except upon prior written consent of Catalyst Foundation.

26. Event Management
All Exhibitors and Sponsors fully acknowledge and agree that CF holds and reserves all rights associated with the development, organising, running and ongoing management of the event and all associated collateral including the Online Directory and Event.