Terms and conditions

This page was last updated on 1 July 2020.

IDP Education Ltd (ACN 117 676 463) ("IDP") is the owner of the Australian International Education Conference ("AIEC" or “Conference”).

Think Business Events (ABN 66 121 965 428) ("TBE") is contracted by IDP to manage AIEC 2021 registration, accommodation and sponsorship/exhibition bookings, and are the appointed data custodian for all personal data collected by IDP or Think Business Events for the purposes of promoting the AIEC 2021 or AIEC Connect events.

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Definitions

Registration terms

Accommodation terms

Speaker terms

Sponsorship and exhibition terms

Enquiries and changes to terms

All enquiries in regards to AIEC 2021 should be directed to Think Business Events at aiec@thinkbusinessevents.com.au.

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

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.

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. The term ‘Conference Organiser’ or the ‘Conference Office’ refers to Think Business Events Pty Ltd (ABN 66 121 965 428) and includes associations, corporate and government bodies that have engaged Think Business Events as their representative.

1.2. Registration

1.2.1. The term ‘Participant’, ‘Attendee’ or ‘Delegate’ or ‘Registrant’ refers to any person who registers and attends or is invited to attend the AIEC conference, including but not limited to speakers, sponsors, exhibitors, media representatives and contractors.

1.3. Speakers, program and call for proposals

1.3.1. The term ‘Speaker’ or ‘Presenter’ refers to any presenter or co-presenter, poster presenter, lightning session presenters, café session facilitator, session chair, panelist or co-panelist, session moderator, session discussant, pre-conference sessions facilitator or moderator who is participating at an AIEC.

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.

1.4.3. The term ‘Primary Contact’, in the context of the program or call for proposals, refers to the person who submits a new proposal.

2. Registration terms and conditions

All attendees of AIEC 2021, (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 the 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.

2.2. Eligibility for discounted registrations

2.2.1. Early bird: To qualify for early bird registration, registration fees must be received by [date]. Registration fees are based on the date of payment receipt, not the date of receipt of the registration form.

2.2.2. 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.

2.2.3. 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.

2.2.4. Speaker: Applies to presenters and co-presenters, café session facilitators, session chairs, panellists or co-panelists, panel moderators and/or session discussants. Speakers must be confirmed speakers and must have received written confirmation of their invitation to speak at the conference, chair a session or moderate a panel.

2.2.5. Student: Applies to full-time domestic or international students and must provide their student card as proof of student status when collecting their registration.

2.2.6. 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.

2.3. Purchasing additional social events tickets

2.3.1. Delegates who only attend the pre-conference sessions on Tuesday can only purchase one social function for each of the evening events (Welcome Reception, Happy Hour and Conference Dinner).

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

2.4. Late registration

2.4.1. The conference organisers cannot guarantee the availability of social function/s ticket/s such as First-timers Orientation, Welcome Reception, Happy Hour and/or Conference Dinner to delegates who register late (inside 6 weeks before the Conference start as there is a risk that social program functions may be fully subscribed). These tickets will be forfeited, and no partial refund will apply to these registration fees.

2.5. Transfer of registration

2.5.1. All fully paid registrations are transferable to other persons from the same organisation.

2.5.2. Transfers can be made by the registered person in writing to Think Business Events at aiec@thinkbusinessevents.com.au no later than [date]. 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 event tickets (including additional purchases), pre-conference session tickets and accommodation bookings.

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.

2.5.4. Transfers notified after [date] or at the time of registration at the conference will incur a $25 name badge re-printing fee.

2.5.5. Delegates who have purchased a ticket to pre-conference sessions 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. The new attendee can register separately to attend the pre-conference workshop.

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, masterclasses or IEAA Research Summit) or social events.

2.7. Cancellation of the registration (by the delegate)

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

2.7.2. Full conference or day cancellations: If you have registered for the main conference as a full or a day delegate, cancellations received on or before [date] will incur a $165 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.

2.7.3. Pre-conference session cancellations: If you have registered for a pre-conference session (workshop, masterclass or the IEAA Research Summit) as a standalone registration (i.e. you will not be attending the main conference), cancellations received in writing at the Conference Office on or before Wednesday 9 September 2020, will incur a $65 administrative fee.

2.7.4. Part cancellation: If you would like to cancel part of your registration package (e.g. cancel a workshop, non-inclusive social event or the Research Summit), we are able to refund you the difference minus a $25 administration fee, if requested in writing on or before [date].

2.7.5. Final date to claim a refund: To claim applicable refunds for cancellations or alterations, please email aiec@thinkbusinessevents.com.au on or before [date]. No refunds (in part or in full) will be accepted after this date, but you may choose to transfer your registration to another person within your organisation.

2.7.6. Processing time for refunds: Refunds (less applicable administrative fees) will be processed no later than 30 days of the conclusion of the conference.

2.8. Cancellation of the conference (by IDP or Think Business Events)

2.8.1. 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.

2.8.2. In the event of cancellation or postponement of the conference, 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.

2.8.3. In the event of cancellation or postponement of the conference 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, 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 the event being postponed or cancelled.

2.8.4. 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.

2.9. Insurance

2.9.1. 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.

2.10. Liability

2.10.1. Registrants attend the conference at their own risk.

2.10.2. 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, cancellation of the conference, failure of the conference to achieve your expectations, or for any error or omission by IDP or Think Business Events.

2.10.3. 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.

2.11. Privacy

2.11.1. 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.

2.11.2. AIEC is governed by the IDP Group Privacy Policy.  To read IDP’s detailed privacy and information handling practices, please refer to IDP Group Privacy Policy

2.11.3. For details regarding AIEC-specific privacy practices, for example, related how we collect, store and disclose information on delegate lists, what personal information we disclose to sponsors and hotels and how we manage video and photography at AIEC, please read the AIEC Privacy Policy.

2.12. Code of conduct

2.12.1. We expect participants, including speakers, sponsors, exhibitors and vendors. to abide by the code of conduct at all conference activities, whether online or in a physical space, including related social events, online communications such as emails, social media and app communications and participation.

2.12.2. AIEC’s code of conduct can be found here.

3. Accommodation terms and conditions

Attendees who book accommodation via the online registration form for themselves, colleagues or accompanying persons, must read and be aware of the AIEC accommodation terms of conditions, as well as booking and cancellation policies specific to the hotel of their choice.

3.1. How to book accommodation

3.1.1. Rooms are being held by Think Business Events on behalf of the delegates until [date].

3.1.2. To book accommodation, please complete the accommodation section on the online registration form. Rooms will be held by Think Business Events on behalf of the delegates until [date]. After this date, hotel bookings must be made directly with hotels.

3.1.3. Credit card details are needed to secure accommodation. Think Business Events will securely forward your contact details including your email, reservation details, any special requests and credit card details to the hotels. The hotels may charge the one night deposit 30 days prior to the conference start or at check-in.

3.2. Payment

3.2.1. The rates per room per night are inclusive of goods and services tax (GST), which is charged by the hotel on check-in or check out. The hotels may charge you a surcharge for credit card transaction fees.

3.2.2. The hotel may charge the one night's deposit on or after [date]. Delegates must settle the balance of their account and any incidentals upon check out. The credit card details will also be used to pay for all room nights if you cancel within 30 days of your arrival date or do not show up.

3.3. Accommodation cancellation policy

3.3.1. The hotels enforce strict cancellation policies.

3.3.2. If the reservation is cancelled on or after [date] all nights/rooms cancelled will incur a 100% cancellation fee. This includes any reductions to total nights booked.

3.3.3. No shows will be charged at the full accommodation rate for the duration of the booking. That is, all nights for all rooms booked will be charged directly by the hotel to the credit card provided at the full accommodation rate.

3.3.4. Cancellation policies listed on individual hotel websites do not apply, as the above rates are contracted at a group rate.

3.4. Early/late arrival

3.4.1. Most hotels allow you to check-in from 2pm. If you wish to check-in earlier, additional charges will apply. If you will be arriving after 6 pm, please notify the conference organiser at aiec@thinkbusinessevents.com.au. Failure to advise late arrival may result in your room being released.

3.4.2. Change of booking

3.4.3. Changes to bookings must be forwarded in writing to the conference organiser by [date] at aiec@thinkbusinessevents.com.au. After this date, any changes cannot be guaranteed and cancellation policies may apply. 

3.5. Privacy

3.5.1. 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.

3.5.2. AIEC is governed by the IDP Group Privacy Policy.  To read IDP’s detailed privacy and information handling practices, please refer to IDP Group Policy.

3.5.3. For details regarding AIEC-specific privacy practices, for example, related how we collect, store and disclose information on delegate lists, what personal information we disclose to sponsors and hotels and how we manage video and photography at AIEC, please read the AIEC Privacy Policy.

3.6. Code of conduct

3.6.1. We expect participants to abide by the code of conduct at all conference activities, whether online or in a physical space, including related social events, online communications such as emails, social media and app communications and participation.

3.6.2.AIEC’s code of conduct can be found here.

4. 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 program terms and conditions.

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.

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 on [date].

4.1.5. Primary Contacts agree to advise the committee in writing 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 aiec.program@idp.com by the person who originally submitted the proposal (‘Primary Contact’). In doing so, the committee 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. 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.

4.3.2. All speakers agree to register for the conference by [date] and are subject to the Registration Terms and Conditions listed above.

4.3.3. All speakers agree to pay the speaker registration fee.

4.3.4. All speakers agree to be available to present on any of the main three days of the conference.

4.3.5. Speakers who fail to notify the committee and/or who do not pay and register to attend by [date] may be withdrawn from the program at the discretion of the committee.

4.3.6. If none of the speakers of an accepted proposal have registered by [date], the presentation may be completely withdrawn from the program at the discretion of the committee.

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 and made available on the AIEC website after the conference either as PDF documents or in SlideShare.

4.6.2. Opting out: Speakers who do not want their presentations to be shared must inform the conference organisers during the conference or provide an updated/revised version for publication within one week of the conference finish.

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 the 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 sublicenses. The speaker must notify the AIEC Program 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 audio-visual 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. Disclaimer: Any speaker material distributed by IDP will contain the following disclaimer:

“All rights reserved. Subject to copyright, no part of this paper may be reproduced, stored in a retrieval system or transmitted in any form or by any means electronic, mechanical, photocopying, recording or otherwise, without the permission of the author. All inquiries seeking permission to reproduce any part of this paper should be addressed to the author. In the first instance, it is suggested that this be done via IDP. Conference proposals and other speaker materials express the views of the relevant 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.”

4.7.6. Video and photography at AIEC conferences: 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. Privacy

4.8.1. 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.

4.8.2. AIEC is governed by the IDP Group Privacy Policy.  To read IDP’s detailed privacy and information handling practices, please refer to IDP Group Privacy Policy.

4.8.3. For details regarding AIEC-specific privacy practices, for example, related how we collect, store and disclose information on delegate lists, what personal information we disclose to sponsors and how we manage video and photography at AIEC, please click here.

4.9. Code of conduct

4.9.1. We expect participants, including speakers. to abide by the code of conduct at all conference activities, whether online or in a physical space, including related social events, online communications such as emails, social media and app communications and participation.

4.9.2. Speakers are responsible for the content of their presentations, but IDP requests that speakers be cognizant of potentially offensive actions, language, or imagery and that they consider whether it is necessary to convey their message. If you do decide to include it, we ask that you warn the audience, at the beginning of the talk, and provide them with the opportunity to leave the room to avoid seeing or hearing the material.

4.9.3. AIEC’s code of conduct can be found here.

5. Sponsor/exhibitor terms and conditions

All sponsors and exhibitors, including organisations that submit an application to sponsor or exhibit at AIEC, must be aware of, and agree with, the AIEC sponsorship 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 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 does not have to accompany the application form.

5.2.2. Applications will be reviewed by the organising committee, and official confirmation of the sponsorship or exhibition will be emailed once the application has been approved.

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

5.2.4. Selected booths in prime location are reserved for major sponsors (refer to floor plan) until [date].

5.2.5. A standard furniture package consisting of two (2) chairs and one (1) trestle table is included in the exhibition booth package for all bookings confirmed by [date]. After this date, furniture is not included in the package and must be ordered directly with the exhibition company. Inclusive furniture is not transferrable to other items. Colours and furniture type will be determined by the organisers and does not guarantee your preferred colour.

5.2.6. Major sponsors are required to choose options within two weeks of receiving the proposal or all options will be open to other sponsors/exhibitors.

5.2.7. Acceptance of sponsorship, exhibition and advertising offers is at the discretion of IDP. AIEC is owned by IDP, a world leader in student placement services, in association with the International Education Association of Australia (IEAA). The decision to approve a sponsorship, exhibition or advertising request is made solely by IDP. Please note that the acceptance of your sponsorship/exhibition application is not to be considered an endorsement of products or services that may be displayed.

5.3. Payment

5.3.1. Once the application has been approved, the conference organiser will confirm entitlements in writing and forward an acknowledgment 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. After this time, space or package will be available for sale to another company.

5.3.3. The balance of the full amount will be due by [date]. No exhibitor shall occupy 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. Cheque/direct deposits must be made payable [insert name] and forwarded to the address below. Credit card payments will incur a 3% service fee.

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

5.3.6. The conference organiser agrees to promote the exhibition to maximise participation.

5.4. Cancellation (by the sponsor)

5.4.1. In the event of a cancellation by the sponsor/exhibitor, the sponsor/exhibitor must submit the request in writing to the conference organiser.

5.4.2. A fee of 50% of total fees applies for cancellations prior to [date]. No refunds will be made for cancellations after this date.

5.4.3. After applications have been confirmed and accepted, a reduction of the sponsorship package or exhibition space is considered a cancellation.

5.5. Cancellation (by IDP or Think Business Events)

5.5.1. In the event of cancellation or postponement of the conference 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, 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 the event being postponed or cancelled.

5.5.2. In the event of cancellation of the conference 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.

5.5.3. In the event of postponement of the conference, if the sponsor/exhibitor is willing to commit to exhibiting/sponsoring at the rescheduled event, we will guarantee the same exhibition/sponsorship items and entitlements at the rescheduled event.

5.6. Insurance

5.6.1. The purchasing 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.

5.7. Liability

5.7.1.Sponsors and exhibitors attend the conference at their own risk.

5.7.2. Sponsors and exhibitors agree not to hold IDP or Think Business Events liable for any losses, damages, expenses, costs, claims or liabilities suffered or incurred by registered staff including consequential or indirect losses or loss of profit through registering for the conference, attending the conference, cancellation of the conference, failure of the conference to achieve your expectations, or for any error or omission by IDP or Think Business Events.

5.7.3. 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.

5.8. Additional events and subleasing

5.8.1. 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.

5.8.2. Sponsors and exhibitors of AIEC must seek approval from the organiser to host an event or activity that fully or partly overlaps with the official AIEC program of sessions, exhibition hours or inclusive social events. Approval to host the event will not be unreasonably withheld.

5.9. Exhibition

5.9.1. All exhibitors must produce a valid insurance certificate of currency for the period of the exhibition and this must be submitted to the conference organiser by Wednesday 9 September 2020

5.9.2.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.

5.9.3. The conference organiser reserves the right to change the exhibition floor layout if necessary.

5.9.4. The conference organiser may shorten or lengthen the duration of the exhibition and alter the hours during which the exhibition is open.

5.9.5. The conference organiser agrees to provide the exhibitor with an Exhibitor Manual before the exhibition for the purpose of communicating required actions on the part of the exhibitor.

5.9.6. The conference organiser reserves the right to refuse any person including exhibitor staff, representatives, visitors, contractors and/or agents entry to the exhibition if they do not hold a conference name badge.

5.9.7. The conference organiser will specify conditions relating to the movement of goods and displays before, during and after the exhibition.

5.9.8. The conference organiser will arrange security onsite during the period of the exhibition but will accept no liability for loss or damage.

5.9.9. The conference organiser will not be liable and makes no guarantee of the number of visitors to the exhibition. Equally, the conference organiser will not be accountable for the level of commercial activity generated.

5.9.10. The exhibitor must comply with all the directions/ requests issued by the conference organiser including those outlined in the exhibition manual.

5.9.11. The exhibitor will not display an exhibit in such a manner as to obstruct or affect neighbouring exhibitors. This includes blocking or projecting light, impeding or projecting into aisles or neighbouring exhibition spaces.

5.9.12. The exhibitor agrees to adhere to all Gold Coast Convention and Exhibition Centre venue rules and regulations.

5.9.13. 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.

5.9.14. Official contractors will be appointed by the conference organiser to undertake stand construction and freight forwarding plus supply furniture, electrics and IT equipment. This is for insurance and security reasons.

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

5.9.16. The exhibitor will submit plans and visuals of custom-designed exhibits to the conference organiser by no later than [date]. Exhibitors failing to do so may be denied access to the exhibition to build or maybe requested to cease building.

5.10. Branding and advertising

5.10.1. Sponsors/exhibitors/advertisers will submit all artwork, branded materials and videos for advertising, either purchased or forming part of their package entitlements, to the conference organisers by the due date set in the Exhibitor Manual for approval. Failing to do so may result in items being withdrawn.

5.10.2. Placement of sponsor logo on branded items is at the discretion of IDP (if applicable).

5.10.3. Placement of sponsor advertisements on the conference website or phone app is at the discretion of IDP (if applicable).

5.10.4. Choice of the lanyard is at the discretion of IDP.

5.11. Sponsor/exhibitor registration

5.11.1. Sponsors and exhibitors are subject to the Registration Terms and Conditions listed above.

5.11.2. Sponsors are limited to purchasing three (3) additional discounted conference registrations. Exhibitors are limited to purchasing one (1) additional discounted registration.

5.11.3. The conference organisers cannot guarantee the availability of social function/s ticket/s such as Welcome Reception, Happy Hour and Conference Dinner to late registering sponsors or exhibitors.

5.11.4. Within 6 weeks before Conference there is a risk that social program functions may be fully subscribed. If the social program functions are fully subscribed the sponsor or exhibitor will forfeit any social tickets as per their entitlements.

5.12. Privacy

5.12.1. 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.

5.12.2. AIEC is governed by the IDP Group Privacy Policy.  To read IDP’s detailed privacy and information handling practices, please refer to IDP Group Privacy Policy.

5.12.3. For details regarding AIEC-specific privacy practices, for example, related how we collect, store and disclose information on delegate lists, what personal information we disclose to sponsors and how we manage video and photography at AIEC, please click here.

5.12.4. 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 and for the information distribution in respect to other related events organised by Think Business Events Pty Ltd. If you object to your details being shared, please inform the conference organiser in writing at aiec@thinkbusinessevents.com.au.

5.13. Code of conduct

5.13.1. We expect participants, including sponsors and exhibitors. to abide by the code of conduct at all conference activities, whether online or in a physical space, including related social events, online communications such as emails, social media and app communications and participation.

5.13.2. AIEC’s code of conduct can be found here.