- To Exhibit
- Exhibitor Terms and Conditions 2025
Exhibitor Terms and Conditions 2025
HSC AND CAREERS EXPO 2025 - Winx Stand, Royal Randwick Racecourse
EXPO DATES and TIMES:
Thursday 29 May, Friday 30 May and Saturday 31 May 2025, 9am-3pm – Event days
Wednesday 28 May 2025 – Bump In Day
These terms and conditions constitute a legal agreement between RESOURCES FOR COURSES P/L ABN 58 058 570 700 ("Organiser") and the person or organisation agreeing to exhibit ("Exhibitor") at the Expo. By making a booking to exhibit at the Expo, the Exhibitor agrees to the following terms and conditions.
DEFINITIONS
1. In these terms:
“Booking” means a booking to exhibit at the Expo.
“Bump In Day” means the day that Exhibitors set up their stands at the Expo, being Wednesday 28 May 2025, and is considered part of the Expo period.
“Custom Stand” means a stand customised to the specifications requested by the Exhibitor.
“Custom Stand Request Date” means Monday 28 October 2024.
“Custom Stand Builder” means a contractor engaged directly by the Exhibitor to erect a Custom Stand (which may be the same as the contracted stand builder engaged by the Organiser).
“EventsAIR” means the lead management portal included in your stand package.
“Exhibitor” includes the Exhibitor’s employees, agents and contractors.
“Expo” means HSC and Careers Expo 2025.
“Fee” means the fee payable by the Exhibitor to the Organiser to exhibit at the Expo.
“Fee Inclusions” means what is included in your stand package.
"Final Booking Date” means Thursday 8 May 2025 (21 days before the 1st day of the Expo).
“Final Cancellation Date” means Friday 28 February 2025 (90 days before 1st day of the Expo).
“Force Majeure Event” means anything affecting a party outside of that party’s reasonable control, including but not limited to fire, storm or other extreme weather event, flood, earthquake, epidemic, COVID-19, war, invasion, terrorism, civil commotion, blockade or embargo, labour dispute, labour shortage, failure or delay in transportation or supply, or any law, order, proclamation, regulation, ordinance, demand, requisition or requirement or any other act of any government authority.
"Information" means the visitor information provided to the Exhibitor via EventsAIR, including, where applicable, a visitor’s name, school information, year level and email address.
"Official Stand Contractor" means Harry the Hirer, the contractor engaged by Resources for Courses to build standard stands at the Expo.
“Organiser” includes the Organiser’s employees, agents and contractors.
PARTICIPATION AND BOOKINGS
2. Participation in the Expo by the Exhibitor is subject to:
a. the acceptance of the Exhibitor by the Organiser at its complete discretion;
b. the Exhibitor completing the booking and registration process; and
c. the acceptance by the Exhibitor of the Terms and Conditions current at the time of its Booking to exhibit.
Acceptance will be expressly confirmed in writing by the Organiser upon receipt of the fully completed booking form. The Exhibitor will receive a copy of this confirmation via email which will include the Terms and Conditions applicable to the Booking.
3. Bookings will close on the Final Booking Date unless sold out prior.
4. An Exhibitor’s Booking cannot be transferred, shared with or on-sold to another organisation.
5. The Exhibitor agrees to staff and continuously keep the Exhibitor’s stand open throughout the course of the Expo.
PAYMENT OF FEES
6. On confirmation of the Booking, the Organiser will issue an invoice to the Exhibitor for the Fee. If the Exhibitor fails to make full payment of the Fee by the due date on the invoice, the Organiser reserves the right to make the stand space available to other exhibitors. The Exhibitor must not occupy stand space at the Expo until all Fees owing to the Organiser have been fully paid.
7. Following acceptance of the Booking and receipt of the Fee, the Organiser will issue the Exhibitor an allocated area to set up its stand at the Expo. The location of the stand will be at the Organiser's sole discretion, and the Exhibitor will be notified of this location 8 weeks prior to the Expo in the exhibitor manual.
8. The Exhibitor acknowledges that Fee Inclusions will be as set out in the booking form for the Exhibitor’s Booking.
EVENTSAIR
9. EventsAIR is included in the Exhibitor’s stand package as its lead management tool.
10. The Exhibitor acknowledges that EventsAIR is a third party product and agrees to comply with all terms and conditions of EventsAIR in using EventsAIR. The Exhibitor further acknowledges that the Organiser makes no warranty as to:
a. the accuracy, truthfulness or completeness of the Information; or
b. the reliability or security of the Information transmitted.
11. The Exhibitor warrants to the Organiser that it will:
a. keep its login and password information for EventsAIR and the Information secure and confidential;
b. take reasonable steps to ensure that no unauthorised person has access to its login and password information for EventsAIR or the Information; and
c. will only use and disclose the Information in accordance with the Exhibitor’s own privacy policy and in compliance with the Privacy Act 1988 (Cth).
12. If the Exhibitor is unable to access or deletes its copy of the Information, the Organiser will provide the Exhibitor with a copy of the Information upon request, provided the request is made in writing within 28 days of the last day of the Expo. All attendee Information is permanently deleted from EventsAIR 28 days after the last day of the Expo and cannot be retrieved.
CANCELLATION BY EXHIBITOR
13. An Exhibitor may cancel its Booking and receive a refund of 30% of the Fee paid, subject to providing written notice of the cancellation to the Organiser by no later than the Final Cancellation Date. No refunds will be provided for cancellations made by an Exhibitor after the Final Cancellation Date for any reason. If the Exhibitor qualifies for a refund and the Fee was paid via our secure credit card portal, Stripe, the processing and tax fee charged by Stripe will be deducted from the refund.
CANCELLATION BY ORGANISER
14. Exhibitors acknowledge and agree that a large percentage of the costs of the Expo have been paid by the Organiser at least 90 days before the commencement of the Expo and may not be recoverable by or creditable to the Organiser in the event of cancellation of the Expo for any unforeseen reason including a Force Majeure Event. For the avoidance of doubt, all of the Organiser’s costs in relation to the Expo have been paid by Bump In Day of the Expo.
15. In the event of the cancellation of the Expo by the Organiser for any reason including a Force Majeure Event, the Organiser will provide:
a. 90 days (from Friday 28 February 2025) or less out from the Expo, a percentage (%) credit to the Exhibitor equal to the percentage (%) amount the Organiser is credited by the Expo venue and the Organiser’s service providers;
b. between 120 days to 91 days (Wednesday 29 January 2025 to Thursday 27 February 2025) out from the Expo, the Exhibitor may select either:
i. a percentage (%) credit to the Exhibitor equal to the percentage (%) amount the Organiser is credited by the Expo venue and the Organiser’s service providers; or
ii. a 30% refund of the amount paid by the Exhibitor;
c. between 240 and 121 days (Tuesday 1 October 2024 to Tuesday 28 January 2025) out from the Expo, a 70% refund of the amount paid by the Exhibitor;
d. prior to 241 days (earlier than Monday 30 September 2024) out from the Expo, a 100% refund of the amount paid by the Exhibitor.
16. In the event of cancellation of the Expo for any reason including a Force Majeure Event, the Exhibitor acknowledges and agrees that there is no possibility of postponement or holding the Expo at any other time in that calendar year.
YOUR STAND
17. The Exhibitor agrees to the Organiser sharing its submitted contact details with the Official Stand Contractor for the purposes of confirming the erection/signage and other requirements for their standard stand at the Expo.
CUSTOM STANDS TO BE BUILT BY A CONTRACTOR OTHER THAN THE OFFICAL STAND CONTRACTOR
18. Any plans or request by the Exhibitor to erect a Custom Stand in the space allocated to it must be submitted in writing to the Organiser for approval by the Custom Stand Request Date. A proposed plan of the Custom Stand must accompany this request. No Custom Stands will be considered after this date.
19. The Exhibitor must ensure that the Custom Stand or altered standard stand erected by the Exhibitor or Custom Stand Builder at the venue (upon approval by the Organiser):
a. is erected/altered at the time allocated by the Organiser;
b. complies with all reasonable directions and requirements of the Organiser at all times; and
c. abides by the specific Terms and Conditions relating to Custom Stands, provided by the Organiser to the Exhibitor on application for a Custom Stand. It is the Exhibitor's responsibility to share these specific Custom Stand Terms and Conditions with their Custom Stand Builder and to ensure Custom Stand Builder compliance.
20. If an Exhibitor requests a Custom Stand to be built by the Official Stand Contractor, the above clauses 18 and 19 do not apply.
EXHIBITOR OBLIGATIONS AND CONDUCT DURING EXPO
21. The Exhibitor must not cause any obstruction to other exhibitors or public space at the venue, or modify their stand and/or floor, or set up machinery or structures on their stand without prior consultation with and approval from the Organiser. This includes, but is not limited to, the installation of coffee machines, popcorn machines or other food preparation devices.
22. Exhibitors wishing to distribute any type of food or beverage item from their stand must seek approval from the Organiser and the venue at least 8 weeks prior to the Expo. Costs will apply. The Organiser takes no responsibility for allergic reactions, sickness, injury or death resulting from any food or beverages distributed by Exhibitors to attendees.
23. Exhibitors must not bring into or use in the Expo venue any flame, explosive, fuel, ammunition, firearm, chemical, acetylene gas, pressure tanks, volatile, explosive or dangerous oils, compounds, liquids or substances, inflatable items (including balloons, helium or otherwise), stickers of any kind, aerosol cans or any items deemed hazardous by the Organiser. This includes, but is not limited to, electric drills or cutting tools, knives or any other sharp implements. The Organiser reserves the right to take the appropriate action if any of these items are brought to or used in the Expo venue including, but not limited to, the removal or destruction of the items. It is the Exhibitor’s responsibility to ensure that any items it brings into the Expo are not hazardous and should consult the Organiser if there is any doubt.
24. The Exhibitor must ensure that its activities, furniture, promotional material and signage do not interfere with the good order and safety of the Expo or with any other exhibitor. Furniture and promotional material must be contained within the space allocated to the Exhibitor. Aisles and public spaces must be kept clear. The Organiser reserves the right to take the appropriate action to enforce this requirement including, but not limited to, the removal of any signage, furniture or promotional materials.
25. The Exhibitor is responsible for the safety and security of its products and stand. Material on its stand must not be left unattended at any time during the Expo or during bump in or bump out. Goods are left on the Exhibitor's stand and/or Exhibitor storage area at the Exhibitor's own risk.
26. The Exhibitor must confine its activities to the space allotted to it by the Organiser. The Exhibitor is not permitted to distribute promotional material or promote its organisation anywhere other than from its own stand. This includes venue aisles and external areas of the Expo venue. The Organiser reserves the right to take the appropriate action to enforce this requirement.
27. No photography is permitted within the Expo venue at any time without prior written approval from the Organiser.
28. The Exhibitor must not pack up its stand partially or totally before closing time on the last day of the Expo. The Exhibitor must not leave any goods or promotional material on its stand after 5pm on the last day of the Expo.
29. No stand sharing, sub-letting or co-branding of stands is permitted.
30. The Exhibitor is only permitted to exhibit its own products or services at the Expo.
31. Trolleys are not permitted in the venue while the Expo is open to the public. Goods must be hand carried to the Exhibitor's stand while the Expo is open to the public. Restocking of goods using trolleys must be done before the Expo opens each day or after closing.
32. At bump in and bump out times advised by the Organiser, all Exhibitors must supply and wear high visibility safety vests and wear closed-toe footwear.
33. It is the responsibility of the Exhibitor to leave the stand space clean and tidy during the Expo and on bumping out. The Organiser reserves the right to charge an additional fee to the Exhibitor for the reasonable costs of any cleaning or removal of items left by the Exhibitor.
34. The Exhibitor must comply with all relevant occupational health and safety requirements and venue guidelines affecting its participation in the Expo.
35. The Organiser reserves the right to refuse admission or eject the Exhibitor or its representatives from the Expo due (but not limited) to:
a. failure to comply with these terms and conditions; or
b. representing a security risk, nuisance or in any way interfering with the operation or integrity of the Expo.
36. Children under 15 are not permitted on site during bump in or bump out or on the loading dock at any time.
37. Exhibitors shall comply with all State and Commonwealth legal requirements as well as any rules of the venue.
SEMINARS
38. The Exhibitor may request that the Organiser allocate a seminar at a particular time during the Expo. The Exhibitor accepts that seminars are at all times subject to availability and will be allocated at the Organiser's discretion.
INSURANCE
39. The Exhibitor shall affect public liability insurance of at least $10 million for the Exhibitor's stand covering loss from public risk, fire and theft with the Organiser’s interest under this clause noted on the policy, and the Exhibitor will produce the certificate of currency and the policy relating thereto on demand by the Organiser.
CHANGES TO EXPO
40. The Organiser reserves the right to change the venue for the Expo, to close the Expo or vary its hours, or to vary or add to the format of the Expo (including holding an online event) as is necessary or required by law, and to the extent permitted by law will not be liable for any loss to the Exhibitor arising from such a change.
41. The Organiser reserves the right to determine, amend or alter the location of the Exhibitor’s stand and the Exhibitor undertakes to agree to such.
LIMITATION OF LIABILITY AND INDEMNITY
42. To the maximum extent permitted by law, but subject to any negligent act or omission of the Organiser, the Exhibitor releases the Organiser from any claim or liability arising (whether directly or indirectly) out of or in connection with;
a. any loss or damage (including any consequential loss) to the Exhibitor arising out of the Exhibitor’s participation in the Expo;
b. the Exhibitor’s use of EventsAIR and/or the Information;
c. any unauthorised use or access to EventsAIR and/or the Information, including but not limited to any hacking or security breach; or
d. a Force Majeure Event.
43. Subject to any negligent act or omission of the Organiser, the Exhibitor indemnifies and holds harmless the Organiser from any claim, cost, demand, liability or damage (including legal costs, professional costs and other expenses on an indemnity basis) incurred by the Organiser arising out of or in connection with (but not limited to):
a. any breach of these terms and conditions by the Exhibitor;
b. the Exhibitor’s attendance at the Expo;
c. the Exhibitor’s use of EventsAIR;
d. the Exhibitor’s use of the Information;
e. any unauthorised use or access to EventsAIR and/or the Information, including but not limited to any hacking or security
breach;
f. any loss or damage the Organiser suffers due to any act or omission of the Exhibitor in using EventsAIR and/or the
Information;
g. any damage, loss, injury or death to or of a person or property due to any negligent act or omission of the Exhibitor;
h. any damage to the Expo venue; or
i. any loss or damage the Organiser suffers due to any negligent act or omission of the Exhibitor.
44. In the event that any additional provisions are implied into these terms and conditions by the Competition and Consumer Act 2010 or any other law or regulation in force throughout Australia from time to time, to the extent permitted by law, the Organiser’s liability will be limited to the remedies required of the Organiser under the applicable law or regulation.
CHANGES TO TERMS AND CONDITIONS
45. The Organiser reserves the right to amend the terms and conditions from time to time but will not amend the terms and conditions that were signed by the Exhibitor at the time of their Booking unless agreed in writing by both parties.
46. If a provision (or part of it) of these terms and conditions is held to be unenforceable or invalid, then to the extent possible the provision will be severed from the remaining terms, which will continue to be valid to the fullest extent permitted by the applicable law.
GOVERNING LAW
47. These terms and conditions are governed by the laws of Victoria, Australia. The parties hereby submit to the non-exclusive
jurisdiction of the Courts of the state of Victoria, Australia.