AIEC 2024 Terms and Conditions

This page was last updated on 20 March 2024.

Please read these Terms and Conditions carefully as they apply to your participation at AIEC 2024 and other related AIEC events such as webinars and networking events.

The AIEC 2024 in Melbourne is planned as an in-person only event.

By attending, speaking, exhibiting or sponsoring at AIEC 2024 or an AIEC related event, you agree to be bound by the Terms and Conditions set out below, which form a legally binding agreement between you and IDP. 

As a condition of attendance, in-person attendees must agree to adhere to all Covid-safe measures put in place by AIEC 2024, the venue and/or state of Victoria, and acknowledge that requirements and procedures may be changed at any time in accordance with the latest health advice from the Australian and/or Victorian governments.

Please also note that by participating in AIEC, you acknowledge that you have read and understood the terms and Privacy Policy and the Code of Conduct. 

IDP and Think Business Events reserve the right to publish changes to these Terms and Conditions at any time without prior notice.

Click on shortcut links below to scroll down to the relevant sections:

1. Definitions

2. Registration

3. Accommodation

4. Speakers and Call for Proposals

5. Sponsors and Exhibitors

Governing law

These Terms and Conditions will be governed by and construed in accordance with the laws of the state of Victoria, Australia, and the parties submit to the jurisdiction of the courts of that state.

Enquiries

All enquiries about AIEC 2024 should be directed first to:

Think Business Events
Email: aiec@thinkbusinessevents.com.au
Phone: +61 (3) 9417 1350

1. Definitions

1.1. General

1.1.1. The term ‘AIEC’, or the ‘Conference’ means the annual ‘Australian International Education Conference’ of IDP Education Ltd (ABN 59 117676 463) (‘IDP’).

1.1.2. ‘IDP’ refers to IDP Education Ltd (ACN 117 676 463) (‘IDP’), the owner of the Australian International Education Conference.

1.1.3. The term ‘Conference Organiser’ or the ‘Conference Office’ refers to Think Business Events Pty Ltd (ABN 66 121 965 428) and representatives of Think Business Events (‘TBE’) is contracted by IDP to manage AIEC 2024 logistics, including registration, accommodation and sponsorship/exhibition bookings, and is the appointed data custodian for all personal data collected by IDP or Think Business Events for the purposes of promoting the AIEC related events.

1.1.4. The term ‘Intellectual Property Rights’ includes all copyright and industrial and intellectual property rights of whatever nature, including without limitation all rights in relation to inventions, registered and unregistered trade marks (including service marks), registered designs, confidential information and circuit layouts, and all other rights resulting from intellectual activity in the industrial, scientific, literary or artistic fields including as defined in Article 2 of the Convention Establishing the World Intellectual Property Organisation of July 1967.

1.2. Registration

1.2.1. The terms ‘Participant’, ‘Attendee’, ‘Delegate’ or ‘Registrant’ refer to any person who registers and/or attends or is invited to attend the Conference – whether in-person or virtually – including but not limited to Speakers, Sponsors, Exhibitors, Vendors, Media Representatives and Contractors.

1.2.2. The term ‘In-person Delegate’ refers to any delegate who physically attends the Conference in Melbourne.

1.2.3. The term ‘Virtual Delegate’ refers to any delegate who only attends the Conference online.

1.3. Speakers, program and Call for Proposals

1.3.1. The term ‘Speaker’ or ‘Presenter’ refers to any presenter or co-presenter, café session facilitator, session chair, panellist or co-panellist, session moderator, session discussant, session facilitator or moderator who is participating at an AIEC session, whether in person or virtually.

1.3.2. The term ‘Primary Contact’ or ‘Submitter’, in the context of the program or Call for Proposals, refers to the person who submits a new proposal.

1.4. Sponsorship and exhibition

1.4.1. The term ‘Sponsor’ includes any person, firm, company or corporation and its employees and agents identified in the booking form or other written request for a sponsorship item.

1.4.2. The term ‘Exhibitor’ includes any person, firm, company or corporation and its employees and agents identified on the application form or other written request for exhibition space.

2. Registration Terms and Conditions

All Attendees of AIEC 2024 (including all Delegates, Speakers, Exhibitors, Sponsors or Vendors) must be aware of, and agree to, the AIEC Registration Terms and Conditions.

2.1. Payment of registration

2.1.1. The payment of an individual registration is by credit card at the time of registration.

2.1.2. A registration is considered complete when full payment is received by the Conference Organiser.

2.1.3. The Australian goods and services tax (GST) at 10% is applicable to all goods and services offered by the Conference. All registration fees listed include GST.

2.1.4. An invoice will be issued for group registrations and payment accepted either by credit card or by direct deposit.

2.2. Eligibility for discounted registrations

2.2.1. Super early bird: To qualify for the super early bird registration rate, registration fees must be received by 31 July 2024 (being the date of receipt of payment, not the date of receipt of the registration form).

2.2.2. Early bird: To qualify for the early bird registration rate, registration fees must be received by 13 September 2024 (being the date of receipt of payment, not the date of receipt of the registration form).

2.2.3. IDP client: Applies to full or part-time employees of an organisation that is an IDP or IDP Connect client or IDP Student Essentials partner at the time of registration and for the duration of the Conference, who must register with their work email. Your client or partner status will be verified with the IDP Connect or IDP Student Essentials teams.

2.2.4. IEAA member: Applies to members of IEAA at the time of registration and for the duration of the Conference. If your membership application is in progress, please ensure that you become a full member before you register at this rate. Your membership status will be verified by IEAA.

2.2.5. Speaker: Applies to presenters and co-presenters, session facilitators, chairs, panellists or co-panellists, moderators and/or session discussants. Speakers must be confirmed Speakers and must have received written confirmation of their invitation to speak or chair/moderate/facilitate/moderate a session at the Conference.

2.2.6. Student: Applies to full-time domestic or international students. Students may be asked to provide proof of student status via email or upon arrival at the Conference venue.

2.2.7. School staff: Applies to full-time staff at a primary or secondary Australian school and must use their work email address when registering as proof of school staff status.

2.2.8. Sponsor/exhibitor: Applies to a staff member of an organisation that is sponsoring and/or exhibiting at AIEC.

2.2.9. Group registration: Applies to a group of employees, staff or members of an organisation that has purchased a group of individual registrations as a package. Only sponsors/exhibitors can purchase a group registration for AIEC 2024.

2.3. Purchasing additional function tickets

2.3.1. Delegates who only attend the pre-Conference sessions on Tuesday can only purchase one ticket for the Welcome Reception.

2.3.2. Delegates attending the full Conference can only purchase one additional ticket for each of the evening social functions (Welcome Reception, Happy Hour and Conference Dinner).

2.4. Late registration

2.4.1. The Conference Organiser cannot guarantee the availability of social function/s ticket/s such as the Welcome Reception, Happy Hour, Conference Dinner or any other inclusive function, to Delegates who register late as there is a risk that social functions may be fully subscribed. These tickets will be forfeited, and the Conference registration fees will not be discounted.

2.4.2. Delegates who register after the closing date will be required to pay a late registration fee.

2.5. Transfer of registration

2.5.1. All fully paid registrations are transferable to other persons from the same organisation until Monday 21 October 2024. No transfers will be allowed once the Conference has started.

2.5.2. Transfer requests must be made by the registered person in writing to Think Business Events at aiec@thinkbusinessevents.com.au.  Details must include the full name of the replacement person, their title, contact phone number and email address. All other registration details will be carried over to the new person unless otherwise specified. Transfer of registrations to another person will include the registration, all associated social function tickets (including additional purchases), and pre-Conference session tickets.

2.5.3. Should the new Delegate not require an item previously booked by the original Delegate, the cancellation and refund policy for the item cancelled will apply.

2.5.5. Delegates who have purchased a ticket to a pre-Conference session and can no longer attend the pre-Conference session cannot transfer the workshop ticket to a different person. In this case, the pre-Conference workshop will be cancelled on the original Attendee’s booking and refunds may apply as per clause 2.9.4. The new Attendee can register separately to attend the pre-Conference session, subject to availability.

2.6. Non-attendance/no-shows

2.6.1. No refund will be made for non-attendance at the Conference, pre-Conference sessions (e.g. workshops or masterclasses) or social functions.

2.6.2. No refund will be made for unused registrations in a group registration package.

2.7. Change of the in-person registration to a virtual-only registration

There are no plans to offer a virtual registration option in 2024.

2.8. Change of the virtual registration to an in-person registration

There are no plans to offer a virtual registration option in 2024.

2.9. Cancellation of the registration by the Delegate

2.9.1. All cancellations must be made in writing to Think Business Events at aiec@thinkbusinessevents.com.au.

2.9.2. Full Conference or one-day-only cancellations

If you have registered for the main Conference as an individual Delegate (not part of a group):

2.9.2.1. You are entitled to a refund if the cancellation is received on or before Friday 20 September 2024. However, you will incur a $170 administrative fee. This fee also covers cancellation of any other pre-Conference events or non-inclusive social event tickets that are also cancelled at this time.

2.9.2.2. You are not entitled to a refund of the registration fees if the cancellation is received after Friday 20 September 2024.

2.9.3. Group registration cancellation

If you have registered as part of a group registration package, you are not entitled to a refund. You may transfer the registration to another person within your organisation.

2.9.4. Pre-Conference session cancellations 

If you have registered for a pre-Conference session on Tuesday as a standalone registration (i.e. you will not be attending the main Conference):

2.9.4.1. You are entitled to a refund of the pre-Conference session fee for cancellations received on or before Friday 20 September 2024. However, you will incur a $70 administrative fee.

2.9.4.2. You are not entitled to any refund of the pre-Conference session fee for cancellations received after Friday 20 September 2024.

2.9.5. Part cancellation

If you would like to cancel part of your registration package (e.g. cancel a workshop or non-inclusive social event):

2.9.5.1. You are entitled to be refunded the fee that is applicable to the cancelled part of the package, if the cancellation is received on or before Friday 20 September 2024. However, you will incur a $25 administration fee.

2.9.5.2. You are not entitled to any refund of the registration fee if the cancellation is received after Friday 20 September 2024.

2.9.6. Final date to claim a refund

To claim applicable refunds for cancellations or alterations, please email aiec@thinkbusinessevents.com.au on or before Friday 20 September 2024. No refunds (in part or in full) will be accepted after this date.

2.9.7. Processing time for refunds

Refunds (less applicable administrative fees) will be processed no later than Friday 22 November 2024 or 30 days from the date the refund was requested (whichever date is the latter).

2.10. Change of the in-person Conference to a virtual-only Conference by IDP or Think Business Events

2.10.1. In the event the in-person Conference cannot go ahead due government restrictions on travel or gatherings, the Conference will be delivered fully online via a virtual platform.

2.10.2. A fully virtual Conference means the Conference will not be broadcast from Melbourne and all Delegates will be attending the Conference virtually.

2.10.3. All in-person registrations will be converted to virtual registrations.

2.10.4. In the above scenario, the difference in the fees for an in-person registration and a virtual-only registration will be refunded. 

2.10.5. Processing time for partial refunds

Refunds will be processed after the Conference. The Delegate accepts that the processing time for the refund may be delayed if many registrations need to be processed. 

2.11. Cancellation, postponement or change of registration of the Conference by IDP or Think Business Events

2.11.1. It may be necessary for reasons beyond the control of IDP or Think Business Events to alter the times, dates, itineraries or Speakers of the Conference by notice to you at any time.

2.11.2. In the event of cancellation or postponement of the Conference, or if the registration is converted from an in-person registration to a virtual-only registration, the maximum liability of IDP or Think Business Events is limited to a refund of the Conference registration fee with no additional liability for travel costs, hotel costs, or any other costs or expenses whatsoever.

2.11.3. In the event of cancellation or postponement of the Conference, or if the registration is converted from an in-person registration to a virtual-only registration, due to circumstances beyond IDP or Think Business Events’ reasonable control including but not limited to acts of terrorism, war, acts of God, natural disaster or global health crises (including any government restrictions on travel or gatherings), IDP or Think Business Events cannot be held responsible for any cost, damage or expense which may be incurred by Registrants as a consequence of such cancellation, postpone or change.

2.11.4. In the event of postponement of the Conference, if the Registrant is willing to attend the rescheduled event, we will transfer the registration and guarantee the same conditions and registration entitlements at the rescheduled event.

2.12. Intellectual Property Rights

2.12.1. All rights in all presentations, documentation and materials published or otherwise made available as part of the Conference are owned by the Speaker or are included with the permission of the owner of the rights. All such material is protected by the Copyright Act 1968 (Cth) and other international copyright and intellectual property laws.

2.12.2. Registrants may only use the materials and content for his or her own private non-commercial use. No part of the materials and content should be copied, reproduced, modified, distributed, stored in a retrieval system or transmitted in any form or by any means electronic, mechanical, photocopying, recording or otherwise, or republished in any form or by any means without the express written permission of the Speaker.

2.12.3. Without limiting any of the above, all trademarks that are included in all presentations, documentation and materials published or otherwise made available as part of the Conference are the property of their respective owners and are protected by relevant laws in Australia and other countries. You must not use any of these trademarks (including the reproduction, modification, distribution, repudiation, display or communication of these trademarks) except by saving or printing out a copy of the materials for personal non-commercial use, unless expressly authorised by IDP or the owner of the relevant trademark in writing.

2.13. Insurance

2.13.1. Registration fees do not include insurance of any kind. It is strongly recommended that Registrants take out insurance at the time of registration to include any eventuality including but not limited to loss of fees through cancellation of Registrant’s participation in the Conference or through cancellation of the Conference, loss of airfares through cancellation for any reason including airline or related services, strikes, loss or damages to personal property, force majeure or any other reason.

2.14. Liability

2.14.1. Registrants attend the Conference at their own risk.

2.14.2. Registrants agree not to hold IDP or Think Business Events liable for any losses, damages, expenses, costs, claims or liabilities suffered or incurred by Registrants including consequential or indirect losses or loss of profit through registering for the Conference, attending the Conference (whether in-person or virtually), cancellation or postponement of the Conference, failure of the Conference to achieve your expectations, or for any error or omission by IDP or Think Business Events.

2.14.3. Registrants agree not to hold IDP or Think Business Events liable or responsible for any personal injury (i.e. physical, psychological or emotional stress) or any loss or damage to personal property.

2.14.4. Registrants acknowledge that Conference proposals and other Speaker materials express the views of the relevant Speaker(s) or author(s) alone. They do not necessarily represent the views of members of IDP, AIEC or its committees. Conference materials should not be construed as a legal opinion or professional advice. IDP does not accept liability for advice given, or views expressed, by any Speaker at the Conference or in any material provided to the Participants.

2.14.5. Delegates are responsible for any technical requirements to enable them to use the AIEC virtual platforms or apps provided by IDP or Think Business Events and to participate in the Conference via the virtual platforms or apps.

2.15. Privacy

2.15.1. IDP understands that your privacy is important to you, and we are committed to complying with the Privacy Act 1988 (Cth) and the Australian Privacy Principles in relation to all Personal and Sensitive Information that we collect from you.

2.15.2. By registering or attending AIEC, you acknowledge that you have read and understood the Privacy Policy.

2.16. Code of Conduct

2.16.1. We expect all Registrants to abide by the Code of Conduct. By registering for AIEC, you acknowledge that you have read and understood the Code of Conduct.

3. Accommodation Terms and Conditions

3.1. Ozaccom+ is the official accommodation booking service provider for AIEC 2024.

3.2. To book accommodation, delegates will need to complete the booking information directly on the Ozaccom+ portal.

3.3. The ‘Event Rate’ negotiated for AIEC delegates which will be applicable until 22 September; and the hotel ‘Online rate’ from the hotel applicable right up to the start of the conference. Both rates are subject to availability.

3.4. Information on room types, inclusions and cancellation policies will vary from room to room and hotel to hotel, so please ensure you read everything carefully before booking.

3.5. Please refer to the cancellation policy by clicking on the cancellation policy for each room type.

3.6. All accommodation rates are listed in your destination currency and are valid only if booked through Ozaccom+.

3.7. Rates include GST and are quoted on a per room per night basis.

3.8. Rates and all information are subject to change without prior notification.

3.9. Delegates who choose to book through a different portal and/or using their Hotel Loyalty Membership may receive a different rate with different conditions.

3.10. To secure and confirm your accommodation, credit card details are required as a guarantee. These details are collected by Ozaccom+ and will be passed on to the hotel, and it is at the hotel's discretion as to whether a deposit will be charged prior to arrival. An imprint will be required upon check-in, and your full account is to be settled with the hotel upon departure.

3.11. No monies will be debited from your credit card by Ozaccom+ for accommodation. Accommodation tax Invoices will be issued by your chosen hotel.

3.12. Questions or changes to your booking must be directed to Ozaccom+.

4. AIEC Speaker Terms and Conditions

All Speakers, whether invited by the Committee or accepted via the Call for Proposals, and all persons submitting or coordinating a proposal on behalf of a Speaker, must be aware of, and agree with, the AIEC Speaker Terms and Conditions below.

4.1. Submitting a proposal

4.1.1. All persons who submit a proposal (‘Primary Contacts’) agree to receive consent from their co-Speakers to submit their personal details such as name, organisation and contact details via the X-CD online submission form and to have their details stored in the X-CD database.

4.1.2. Primary Contacts agree to ensure that all their co-Speakers are aware of the AIEC Terms and Conditions, including the applicable Speaker registration fees, should their proposal be accepted into the program. Primary Contacts also agree to ensure any speakers who are confirmed/added after the Call for Proposals has closed (e.g. replacements) at any time in the lead-up to the Conference, are also aware of the Terms and Conditions, including the applicable Speaker fees.

4.1.3. Primary Contacts agree to be the main point of contact in the pre-planning of the Conference program if their proposal is accepted and inform all Speakers of any communications and information regarding the Conference.

4.1.4. Primary Contacts agree to participate in an info webinar.

4.1.5. Primary Contacts agree to advise the Program Committee in writing at aiec@idp.com of any changes as soon as they are known.

4.2. Withdrawing a proposal or a session

4.2.1. Withdrawals need to be communicated in writing to the Committee at aiec@idp.com by the person who originally submitted the proposal (‘Primary Contact’). In doing so, IDP assumes that all other co-Speakers have been informed of the withdrawal. 

4.2.2. Once a proposal is withdrawn, it will not be reinstated.

4.3. Speaker registration

4.3.1. All Speakers agree to pay the Speaker registration fee.

4.3.2. All Speakers agree to travel physically to the conference in Melbourne, and understand that, if they are not able to physically travel and cannot provide a suitable Speaker replacement, their presentation/session may be cancelled.

4.3.3. The acceptance of a speaking proposal does not include registration, or any costs associated with attendance at the Conference (such as travel and accommodation), or any other costs associated with the preparation or delivery of the presentation.

4.3.4. All Speakers agree to register for the Conference by 31 August 2024 and are subject to the Registration Terms and Conditions listed above.

4.3.5. All Speakers agree to be available to present on any of the main three days of the Conference.

4.3.6. Speakers who fail to notify the Committee and/or who do not pay and register to attend by 31 August 2024 may be withdrawn from the program at the discretion of the Committee.

4.3.7. If none of the Speakers of an accepted proposal have registered by 31 August 2024, the session may be completely withdrawn from the program at the discretion of the Committee.

4.3.8. In the event that the in-person Conference is converted to a fully virtual event for reasons beyond our control, Speakers agree to present virtually. In this case, Speakers will be requested to submit a pre-recorded presentation.

4.4. Speaker profiles

4.4.1. All Speakers are responsible for ensuring the information contained in their Speaker profile is correct and up to date.

4.5. Non-commercial policy

4.5.1. All persons who submit a new proposal (‘Primary Contacts’) and all Speakers understand and agree that AIEC is a forum for learning and networking and as such is non-commercial. Under no circumstances should a programmed session be used for direct promotion of a presenter’s product, service or other self-interest.

4.6. Conference proceedings

4.6.1. PowerPoint or Prezi presentations and videos will be collected for the purposes of running the sessions.

4.6.2. Video recordings of some sessions (including audio and video of presentations), and pre-recorded videos will be available on demand after the Conference and can be viewed by registered Delegates with login access.

4.6.3. Presentations (PowerPoint or Prezi), handouts or any other media files related to the Speakers’ presentation will be available after the Conference, unless the Speaker has opted out in advance.

4.7. Intellectual property use

4.7.1. Intellectual Property Rights: IDP agrees that the Intellectual Property Rights in the material presented by the Speaker at AIEC in conjunction with the Conference presentation (including slides, handouts and other such aids) are owned by the Speaker, and nothing in this agreement transfers or confers any Intellectual Property Rights in the material to IDP.

4.7.2. Licence of material: In consideration of Conference-related benefits to the Speaker (for example complimentary or discounted registration), the Speaker grants to IDP a non-exclusive, perpetual, worldwide, royalty-free, irrevocable licence to use the material for any purpose, including the right to grant sublicences. The Speaker must notify the AIEC Committee if the presentation contains any sensitive or confidential content.

4.7.3. Warranties: The Speaker warrants to IDP that all material provided by the Speaker for the Conference is (i) wholly original to the Speaker, (ii) not subject to any actual or threatened litigation or claims, and (iii) not in violation of the Intellectual Property Rights, privacy rights, common law rights, statutory rights or other rights of any other person(s).

4.7.4. Recording of the presentation: The Speaker authorises IDP to record, duplicate and distribute photographic and/or audiovisual files of the presentation to Conference Delegates and any other persons in the course of AIEC business. The Speaker waives any and all claims resulting from the recording, duplicating and sales of the files including all Intellectual Property Rights in such records or duplications, apart from those rights which may not be waived (such as Moral Rights under the Copyright Act).

4.7.5. Video and photography during the Conference: Sessions will be photographed, filmed and/or webcasted (live or on-demand) at the Conference for publication on the Conference website, social media channels and/or other online or to use to promote future conferences.

4.8. Cancellation or postponement or other change of Conference by IDP or Think Business Events

4.8.1. In the event of cancellation or postponement of the Conference, or a change in the manner in which the Conference is held or attended by the Speaker (e.g. in-person to virtual), due to circumstances beyond the reasonable control of IDP or Think Business Events including but not limited to, acts of terrorism, war, acts of God, natural disaster or global health crises (including government restrictions on travel or gatherings), IDP or Think Business Events cannot be held responsible for any cost, damage or expense which may be incurred by Speakers as a consequence of such cancellation, postponement or change.

4.8.2. In the event of cancellation or postponement of the Conference, or a change in the manner in which the Conference is held (e.g. in-person to virtual), by IDP or Think Business Events, the maximum liability of IDP or Think Business Events is limited to a refund of the Speaker registration fee with no additional liability for travel costs, hotel costs, or any other costs or expenses whatsoever.

4.8.3. In the event of postponement of the Conference, if the Speaker is willing to commit to speaking at the rescheduled event, we will guarantee the same conditions and entitlements at the rescheduled event.

4.9. Insurance

4.9.1. Speaker registration fees do not include insurance of any kind.  It is strongly recommended that Speakers take out insurance at the time of booking to include any eventuality including but not limited to loss of fees through cancellation of the organisation’s participation in the Conference or through cancellation of the Conference, loss of airfares through cancellation for any reason including airline or related services, strikes, loss or damages to personal property, force majeure or any other reason.

4.10. Liability

4.10.1. Speakers attend the Conference at their own risk.

4.10.2. Speakers agree not to hold IDP or Think Business Events liable for any losses, damages, expenses, costs, claims or liabilities suffered or incurred by Speakers, or their employees, representatives, agents, contractors or registered staff, including consequential or indirect losses or loss of profit through registering for the Conference, attending the Conference (whether in person or virtually), cancellation or postponement of the Conference, failure of the Conference to achieve your expectations, or for any error or omission by IDP or Think Business Events.

4.10.3. Speakers agree not to hold IDP or Think Business Events liable or responsible for any personal injury (i.e. physical, psychological or emotional stress) or any loss or damage to personal property.

4.10.4. Speakers are responsible for any technical requirements to enable them to use the link to the platform provided by IDP or Think Business Events and to participate in the Conference via the Platform.

4.11. Privacy

4.11.1. IDP understands that your privacy is important to you, and we are committed to complying with the Privacy Act and the Australian Privacy Principles in relation to all Personal and Sensitive Information that we collect from you.

4.11.2. You acknowledge that you have read and understood the Privacy Policy.

4.12. Code of Conduct

4.12.1. We expect all Speakers to abide by the Code of Conduct. You acknowledge that you have read and understood the Code of Conduct.

5. Sponsor/Exhibitor Terms and Conditions

All Sponsors and/or Exhibitors, including organisations that apply to sponsor or exhibit at AIEC, must be aware of, and agree with, the AIEC Sponsor/Exhibitor Terms and Conditions.

5.1. Prices

5.1.1. The Australian goods and services tax (GST) at 10% is applicable to all goods and services offered by the Conference. All prices of sponsorship and exhibition packages listed include GST.

5.2. Application/booking

5.2.1. An online application form is required to allocate sponsorship and exhibition booth(s). Payment is not required to accompany the application form.

5.2.2. Applications will be reviewed by the Organising Committee. An official confirmation of the sponsorship or exhibition booth will be emailed once the application has been approved.

5.2.3. Space will be allocated on a 'first come' basis as close as possible to the desired location.

5.2.4. Selected booths in prime locations are reserved for major Sponsors (refer to floor plan) until 31 May 2024.

5.2.5. A standard furniture package consisting of two (2) chairs and one (1) table is included in the exhibition booth package for all bookings confirmed by 31 May 2024. After this date, furniture is not included in the package and must be ordered directly with the exhibition company. Inclusive furniture is not transferable to other items. Colours and furniture type will be determined by the Conference Organiser, and they cannot guarantee your preferred colour.

5.2.6. Acceptance of sponsorship, exhibition and advertising offers is at the joint discretion of IDP and IEAA.

5.2.6.1. Recruitment agencies and language testing organisations who apply for a sponsorship and/or exhibition package must be current organisational members of IEAA.

5.2.6.2. The Platinum package is not available to recruitment agencies or language testing organisations.

5.2.6.3. Only Melbourne or Victorian organisations can apply to be a Destination partner or the Welcome Reception sponsor.

5.2.7. Sponsors/Exhibitors acknowledge that the acceptance of a sponsorship/exhibition application is not to be considered an endorsement of products or services that may be displayed.

5.2.8. A group registration is only available if another package is booked and approved. Sponsors/Exhibitors cannot apply for a stand-alone 'group registration package'.

5.3. Payment

5.3.1. Once the application has been approved, the Conference Organiser will confirm entitlements in writing and forward an acknowledgement of receipt, together with a tax invoice for the deposit.

5.3.2. The deposit will be 50% of the full amount and payment is due 14 days from the date of the invoice. If payment is not received by this time, the space or package will be available for sale to another company.

5.3.3. The balance of the full amount on the invoice will be due 6 weeks prior to the conference, by 6 September 2024. No Exhibitor shall occupy its allocated exhibition space until all monies owing to the Conference Organiser are paid in full.

5.3.4. All amounts are payable in Australian dollars. Direct deposits must be made payable to AIEC ATF Think Business Events. Credit card payments will incur a 3% service fee.

5.3.5. All payments must include 10% goods and services tax (which is included in the fees).

5.4. Attendee numbers

5.4.1. The Conference Organiser agrees to promote the exhibition to maximise participation but cannot guarantee a minimum number of Attendees.

5.5. Cancellation of the sponsorship or exhibition package by the Sponsor/Exhibitor

5.5.1. In the event of a cancellation by the Sponsor/Exhibitor, the Sponsor/Exhibitor must submit the request in writing to the Conference Organiser.

5.5.2. The Sponsor/Exhibitor will remain liable for 50% of the total package price for cancellations prior to 6 September 2024. Sponsors/Exhibitors who cancel after this date will remain liable for 100% of the total package price, except in relation to situations referred to in clause 5.5.4.

5.5.3. After applications have been confirmed and accepted, a reduction of the sponsorship package or exhibition space is considered a cancellation except in relation to situations referred to in clause 5.5.4.

5.5.4. In the event an Exhibitor (or for corporate Exhibitors, the Exhibitor's representative) cannot travel to the Conference due to government restrictions on travel as a result of the COVID-19 pandemic, the Exhibitor can transfer their registration to another representative. If the Exhibitor cannot find a suitable replacement, the Exhibitor can request a full refund of the Exhibition Booth Package. All requests for registration transfers or refunds must be submitted in writing.

5.5.5. In the event a Sponsor (or for corporate Sponsors, the Sponsor's representative) cannot travel to the Conference due to government restrictions on travel as a result of the COVID-19 pandemic, registrations can be transferred to another representative if requested in writing. Refunds will not be offered as the sponsorship entitlements are still able to be delivered without attendance by the Sponsor.

5.6. Change of the in-person Conference to a virtual-only Conference by IDP or Think Business Events

5.6.1. In the event the in-person Conference cannot go ahead due government restrictions on travel or gatherings, the Conference will be delivered fully online via the virtual platform.

5.6.2. In this instance, the Conference Organiser will offer Sponsors and Exhibitors a full refund. Virtual packages will be available for purchase.

5.7. Cancellation or postponement or change in Sponsor/Exhibitor packages by IDP or Think Business Events

5.7.1. In the event of cancellation or postponement of the Conference, or changes in the Sponsor/Exhibitor package as a result of the Conference being held virtually rather than in-person, due to circumstances beyond the reasonable control of IDP or Think Business Events including but not limited to, acts of terrorism, war, acts of God, natural disaster or global health crises (including government restrictions on travel or gatherings), IDP or Think Business Events cannot be held responsible for any cost, damage or expense which may be incurred by Sponsors/Exhibitors as a consequence of such cancellation, postponement or change.

5.7.2. In the event of cancellation or postponement of the Conference, or changes in the Sponsor/Exhibitor package as a result of the Conference being held virtually rather than in-person, by IDP or Think Business Events, the maximum liability of IDP or Think Business Events is limited to a refund of the exhibition or sponsorship fee with no additional liability for travel costs, hotel costs, or any other costs or expenses whatsoever.

5.7.3. In the event of postponement of the Conference, if the Sponsor/Exhibitor is willing to commit to exhibiting/sponsoring at the rescheduled event, the Conference Organiser will guarantee the same exhibition/sponsorship items and entitlements at the rescheduled event.

5.8. Insurance

5.8.1. The purchase of a sponsorship or exhibition package does not include insurance of any kind. It is strongly recommended that Sponsors/Exhibitors take out insurance at the time of booking to include any eventuality including but not limited to loss of fees through cancellation of the organisation's participation in the Conference or through cancellation of the Conference, loss of airfares through cancellation for any reason including airline or related services, strikes, loss or damages to personal property, force majeure, or any other reason.

5.9. Liability

5.9.1. Sponsors/Exhibitors attend the Conference at their own risk.

5.9.2. Sponsors/Exhibitors agree not to hold IDP or Think Business Events liable for any losses, damages, expenses, costs, claims or liabilities suffered or incurred by Sponsors or Exhibitors, or their employees, representatives, agents, contractors or registered staff, including consequential or indirect losses or loss of profit through registering for the Conference, attending the Conference (whether in person or virtually), cancellation or postponement of the Conference, failure of the Conference to achieve your expectations, or for any error or omission by IDP or Think Business Events.

5.9.3. Sponsors/Exhibitors agree not to hold IDP or Think Business Events liable or responsible for any personal injury (i.e. physical, psychological or emotional stress) or any loss or damage to personal property.

5.9.4. IDP or Think Business Events cannot be made liable and make no guarantee of the number of visitors to the exhibition. Equally, IDP or Think Business Events will not be accountable for the level of commercial activity generated.

5.10. Additional events and subleasing

5.10.1. Sponsors/Exhibitors are not permitted to assign, sublet or apportion the whole or any part of their package or booked space unless prior consent in writing from the Conference Organiser is provided.

5.10.2. Sponsors/Exhibitors must inform the Conference Organiser if they are planning an event or activity during the conference week whether at the convention centre or at another venue. Events must not overlap or conflict with the official AIEC program. If the exhibitor or sponsor’s event or activity fully or partly overlaps with the official AIEC program of sessions, exhibition hours or inclusive social functions, approval must be requested to host the event. Approval will not be unreasonably withheld.

5.11. Exhibition

5.11.1. All Exhibitors attending the Conference in person must produce a valid insurance certificate of currency for the period of the exhibition and this must be submitted to the Conference Organiser by 13 September 2024.

5.11.2. The Conference Organiser reserves the right in unforeseen circumstances to amend or alter the exact site of the location of the stand and the Exhibitor undertakes to agree to any alteration to the site or the space reallocated by the Conference Organiser.

5.11.3. The Conference Organiser reserves the right to change the exhibition floor layout if necessary.

5.11.4. The Conference Organiser may shorten or lengthen the duration of the exhibition and alter the hours during which the exhibition is open at their sole discretion, acting reasonably.

5.11.5. The Conference Organiser agrees to provide the Exhibitor with all the information reasonably available necessary for planning, including before the Conference for the purpose of communicating required actions on the part of the Exhibitor.

5.11.6. The Conference Organiser reserves the right to refuse any person including Exhibitors' staff, representatives, visitors, contractors and/or agents entry to the exhibition if they do not hold a Conference name badge.

5.11.7. The Conference Organiser will specify conditions relating to the movement of goods and displays before, during and after the exhibition.

5.11.8. The Conference Organiser will arrange security onsite during the period of the exhibition but will accept no liability for loss or damage.

5.11.9. The Conference Organiser and IDP will not be liable and make no guarantee of the number of visitors to the exhibition. Equally, the Conference Organiser and IDP will not be accountable for the level of commercial activity generated.

5.11.10. The Exhibitor must comply with all the directions/requests issued by the Conference Organiser including those outlined in the Exhibitor Portal.

5.11.11. The Exhibitor will not display an exhibit in such a manner as to obstruct or affect neighbouring Exhibitors. This includes, but is not limited to, blocking or projecting light, impeding or projecting into aisles or neighbouring exhibition spaces.

5.11.12. The Exhibitor agrees to adhere to all Melbourne Convention and Exhibition Centre venue rules and regulations.

5.11.13. The Exhibitor acknowledges that the Conference Organiser has a preferred freight forwarder and agrees to comply with all instructions relating to delivery times. If an alternate freight forwarder is engaged, the Exhibitor acknowledges that the Conference Organiser will not be able to provide assistance in tracking lost deliveries. The Exhibitor agrees that the Conference Organiser will not be liable for any goods rejected by the venue, lost or damaged prior to the delivery date specified.

5.11.14. Official contractors will be appointed by the Conference Organiser to undertake stand construction and freight forwarding, in addition to supplying furniture, electrical and IT equipment. This is for insurance and security reasons.

5.11.15. Discounts for any entitlements not used or not required will not be provided.

5.11.16. The Exhibitor will submit plans and visuals of custom-designed exhibits to the Conference Organiser by no later than 11 August 2024. Exhibitors failing to do so may be denied access to the exhibition to build or may be requested to cease building.

5.12. Branding and advertising

5.12.1. Sponsors/Exhibitors/Advertisers will submit all artwork, branded materials and/or videos for advertising, either purchased or forming part of their package entitlements, to the Conference Organiser in the agreed format and by the due date set in the Exhibitor Portal. Failing to do so may result in items being withdrawn.

5.12.2. Placement of the Sponsor logo on the program and on signage at the venue, is at the discretion of the Conference Organiser.

5.12.3. Placement of the Sponsor logo on branded items is at the discretion of the Conference Organiser (if applicable).

5.12.4. Placement of Sponsor advertisements on the Conference website, virtual platform or app is at the discretion of the Conference Organiser (if applicable).

5.12.5. Choice of the lanyard is at the discretion of the Conference Organiser.

5.12.6. Choice of venue, catering, entertainment or other theming elements to social functions is at the discretion of the Conference Organiser.

5.12.7. Location of the sponsored activations (e.g. juice cart, gelato trike, photo studio, ice cream cart, smoothie bikes, etc.) is at the discretion of the Conference Organiser.

5.13. Sponsor/Exhibitor registration

5.13.1. Sponsors/Exhibitors are subject to the Registration Terms and Conditions listed above.

5.13.2. The Conference Organiser cannot guarantee the availability of social function/s ticket/s such as Welcome Reception, Happy Hour and Conference Dinner for Sponsors or Exhibitors who register after 13 September 2024 using the included passes in their package.

5.13.2.1. If the social functions are fully subscribed the Sponsor or Exhibitor will forfeit any social tickets as per their entitlements.

5.13.4. For sponsors and exhibitors who purchase additional tickets at the discounted rate, social function tickets to the networking functions are subject to availability and cannot be guaranteed at any time.

5.14. Privacy

5.14.1. IDP understands that your privacy is important to you, and we are committed to complying with the Privacy Act and the Australian Privacy Principles in relation to all Personal and Sensitive Information that we collect from you.

5.14.2. You acknowledge that you have read and understood the Privacy Policy.

5.14.3. In order to assist with your participation, your organisation and contact details may be shared with suppliers and contractors and be included in participant lists. If you object to your details being shared, please inform the Conference Organiser in writing.

5.14.4. Sponsors and Exhibitors acknowledge that Attendee contact details will not be shared with any Sponsors or Exhibitors.

5.14.4.1. Attendee lists of consenting delegates (excluding contact details) will be shared with major sponsors and partners 6 to 8 weeks prior to the conference, and with all sponsors and exhibitors 4 weeks prior to the conference, in line with our Privacy Policy.

5.14.4.2. Sponsors and exhibitors will have access to the Attendee list on the app two weeks prior to the conference. Please note registered Attendees will be able to change their privacy and visibility preferences when they login to the app.

5.15. Code of Conduct

5.15.1. We expect all Sponsors and Exhibitors to abide by the Code of Conduct. By booking a sponsorship package or exhibition booth, you acknowledge that you have read and understood the AIEC Code of Conduct.

This page was last updated on 15 December 2023.