AIEC 2021 Terms and Conditions

This page was last updated on 7 May 2021.

Please read these Terms and Conditions carefully as they apply to your participation at AIEC 2021. 

By attending, speaking, exhibiting or sponsoring at AIEC 2021, you agree to be bound by the Terms and Conditions set out below, which form a legally binding agreement between you and IDP. 

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

For Terms and Conditions specific to an AIEC Connect event, please see AIEC Connect Terms and Conditions.

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 2021 should be directed 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. Think Business Events (ABN 66 121 965 428) (‘TBE’) is contracted by IDP to manage AIEC 2021 registration 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 2021 or AIEC Connect 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.

1.3. Speakers, program and Call for Proposals

1.3.1. The term ‘Speaker’ or ‘Presenter’ refers to any presenter or co-presenter, ‘Ignite’ session 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 2021 (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 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 16 August 2021 (being the date of receipt of payment, 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-panellists, 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. Students may be asked to provide proof of student status via email or upon arrival at the Conference venue.

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 ticket for the Welcome Reception.

2.3.2. Delegates attending the full Conference can only purchase one additional ticket for each of the evening events (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 First-timers Orientation, Welcome Reception, Happy Hour and/or Conference Dinner to Delegates who register late (inside six weeks before the Conference starts) as there is a risk that social program functions may be fully subscribed. These tickets will be forfeited and the Conference registration fees will not be discounted.

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 29 September 2021. 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), 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.

2.5.4. Transfers notified after 29 September 2021 or at the time of registration at the Conference will incur a $25 name badge change 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 and refunds may apply as per clause 2.9.4. 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 research summit) or social events.

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

2.7.1. At the Delegate’s request due to government restrictions

2.7.1.1. If a Delegate is unable to travel to the Gold Coast to attend the Conference in person due to government restrictions on travel as a result of the COVID-19 pandemic, the Delegate’s registration will be converted to a virtual-only registration upon written request to the Conference Organiser.

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

2.7.2. At the Delegate’s request for other reasons

2.7.2.1. A Delegate may make a request in writing to the Conference Organiser to convert their in-person registration to a virtual registration for personal reasons not related to government restrictions on travel as a result of the COVID-19 pandemic.

2.7.2.2. If the request is made on or before 30 August 2021, the difference in the fees for an in-person registration and a virtual-only registration will be refunded minus an admin fee of $165.

2.7.2.3. If the request is made after 30 August 2021, the Delegate is not entitled to any refund or reduction of the registration fee applicable to the in-person registration.   

2.7.2.4. 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. 

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

2.8.1. If a Delegate wants to convert their virtual registration to an in-person registration they must request the change in writing by emailing the Conference Organiser.

2.8.2. The difference in fees between the virtual-only registration and in-person registration will be due and must be paid by the Delegate upon receipt of the invoice.

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 a full or a day Delegate, whether virtual or in-person:

2.9.2.1. You are entitled to a refund if the cancellation is received on or before 30 August 2021. However, you 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.

2.9.2.2. You are not entitled to a refund of the registration fees if the cancellation is received after 30 August 2021.

2.9.3. Pre-Conference session cancellations: If you have registered for a pre-Conference session on Tuesday (workshop, masterclass or the IEAA Research Summit) as a standalone registration (i.e. you will not be attending the main Conference):

2.9.3.1. You are entitled to a refund of the pre-Conference session fee for cancellations received on or before 30 August 2021. However, you will incur a $65 administrative fee.

2.9.3.2. You are not entitled to any refund of the pre-Conference session fee for cancellations received after 30 August 2021.

2.9.4. 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):

2.9.4.1. 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 30 August 2021. However, you will incur a $25 administration fee.

2.9.4.2. You are not entitled to any refund of the registration fee if the cancellation is received after 30 August 2021.

2.9.5. Final date to claim a refund: To claim applicable refunds for cancellations or alterations, please email aiec@thinkbusinessevents.com.au on or before 5 November 2021. 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 if permitted under these Terms and Conditions.

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

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 the Gold Coast and all Attendees 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 (or vice versa), 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 (or vice versa), 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 trade marks 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 trade marks (including the reproduction, modification, distribution, repudiation, display or communication of these trade marks) 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 trade mark 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. 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 cannot accept liability for advice given, or views expressed, by any Speaker at the Conference or in any material provided to the Participants.

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. The Conference Organiser will not be taking accommodation bookings via the online registration form for AIEC 2021, nor will it be responsible in any way for accommodation bookings.

3.2. The list of hotels and rates listed on the AIEC website are intended as a guide, and rates cannot be guaranteed.

3.3. Bookings must be made directly by the Delegate with the hotel.

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 Speaker 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.

4.1.5. Primary Contacts agree to advise the 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. 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 16 August 2021 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 16 August 2021 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 16 August 2021, 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 for the purposes of running the sessions.

4.6.2. Video recordings of the sessions (including audio and video of presentations), and pre-recorded videos (e.g. Inspire videos) will be available on demand on the AIEC virtual platform for up to three months after the Conference and can be viewed by registered Delegates with Cvent login access.

4.6.3. Presentations (Powerpoint or Prezi), handouts or any other media files related to the Speakers’ presentation will not be made publicly available on the website after the Conference, unless the Speaker has been notified 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 or attended by the Speaker (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.

4.11. 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 submit an application 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 does not have 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 16 August 2021.

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 16 August 2021. 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 it does not guarantee your preferred colour.

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

5.2.7. 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 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. After this time, the space or package will be available for sale to another company.

5.3.3. The balance of the full amount will be due by 30 August 2021. 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. 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 component (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. Nor can the Conference Organiser make any predictions on how many Delegates will register in-person or virtually.

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. A fee of 50% of total fees applies for cancellations prior to 30 August 2021. No refunds will be made for cancellations after this date 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 cannot travel to the Conference due to government restrictions on travel as a result of the COVID-19 pandemic, a refund of the difference in package price between the physical and virtual booths will apply and Exhibitor entitlements will be converted to virtual entitlements.

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. Some sponsorship or exhibition entitlements may no longer be deliverable in a virtual context. In this instance, the Conference Organiser will substitute in-person entitlements to virtual entitlements where possible.

5.6.3. The following packages will be entitled to a partial refund of 20% or monies can be credited towards a different package if available, as we will not be able to offer the full value of your package in a virtual-only context:

  • Platinum
  • Gold
  • Silver
  • Welcome Reception
  • Happy Hour
  • First-timers’ Networking Function
  • Lightning Lounge
  • Speakers’ Room

5.6.4. The following package(s) will be entitled to a refund of the difference in package price as we will not be able to offer the full value of your package in a virtual-only context:

  • Exhibition Booth

5.6.5. The following packages will be entitled to a full refund or monies can be credited towards a different package, as we will not be able to offer the full value of your package in a virtual-only context:

  • App
  • Wi-fi
  • Lanyards
  • Water bottles
  • Stationery
  • Networking Lounge
  • Recharge Lounge
  • Café

5.6.6. Any other packages not mentioned above, will not be entitled to any refunds in a virtual-only Conference.

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, we will guarantee the same exhibition/sponsorship items and entitlements at the rescheduled event.

5.8. Insurance

5.8.1. 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.

5.9. Liability

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

5.9.2. 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 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 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.

5.11. 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 30 August 2021.

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.

5.11.5. 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.

5.11.6. 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 exhibition manual.

5.11.11. 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.

5.11.12. The Exhibitor agrees to adhere to all Gold Coast 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 plus supply furniture, electrics 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 30 August 2021. Exhibitors failing to do so may be denied access to the exhibition to build or maybe requested to cease building.

5.12. Branding and advertising

5.12.1. 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 Organiser by the due date set in the Exhibitor Manual for approval. Failing to do so may result in items being withdrawn.

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

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

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

5.13. Sponsor/Exhibitor registration

5.13.1. Sponsors and 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 to late registering Sponsors or Exhibitors.

5.13.3. Within six weeks before the 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.

5.14. 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. Delegate lists and Delegate contact details will not be shared with any Sponsors or Exhibitors. Registered Attendees will be able to set their privacy preferences when they log into the virtual platform and/or 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.