Sponsorship & Exhibition Terms and Conditions
Sponsorship Policy
The Organising Committee’s overall approach to our sponsors is to build long-term, mutually beneficial relationships.
Applications and allocation
Applications for sponsorship should be made online here
We reserve the right to accept or reject any sponsorship application at our discretion. Sponsorships are limited in number, and are generally allocated on a “first come, first served” basis.
Fees and Payment
All costs include GST and are in AUD$. The University of Newcastle will issue you with a “receipt/tax invoice” following the successful processing of your online payment. Payment must be received before the event.
All payments will be online here
You and Your Staff
All your staff attending the event need to be registered either via the complimentary registration (link will be provided) or by purchasing additional registrations.
Artwork for Program Booklet
Finished artwork is to be supplied for all advertisements. All artwork should be a minimum of 300dpi, and in PDF, PSD, EPS, AI, or jpg format. Preferred format is AI or PDF.
Delegate Bag Inserts
Delegate bag inserts, other than brochures, must be approved by the Conference Organisers and supplied to the Conference Secretariat no later than 21 September 2015 for inclusion in the delegate bags.
Event Set-up
You are responsible for the set-up and removal of your display materials and banners before and after the conference. All signage should be your own pull-up banners unless confirmed with the Conference Organisers.
If you need to cancel
You must notify us in writing if you need to cancel. The following charges for cancellations will apply:
Event alterations and cancellation
We reserve the right to make alterations to the event program, venue and timings at any time. In the unlikely event of the conference or EV Show and Clean Energy Expo being cancelled, a full refund will be made.
We reserve the right to create additional sponsorship packages for events.
Confidentiality
The terms of your sponsorship agreement are confidential and must not be disclosed to any third party.
Insurance
You are responsible for arranging appropriate insurance cover. All exhibitors must supply us with a current certificate of currency with a minimum of $10 million in public liability insurance. Certificates of currency should be forwarded to [email protected]. We cannot be held liable for any loss, liability or damage to personal property.
Delegate List
The delegate list can not be distributed to any company or individual due to privacy laws.
Indemnity and disclaimer
The management of the venue, the Organising Committee and any official contractor cannot accept liability for loss or damage sustained or occasioned by any cause whatsoever.
You agree to indemnify and hold The Organising Committee harmless against any and all loss, liability, damage, costs, expense, claims, proceedings and actions arising out of any negligent act or omission of your employees, including any breach of these terms and conditions.
The Organising Committee’s overall approach to our sponsors is to build long-term, mutually beneficial relationships.
Applications and allocation
Applications for sponsorship should be made online here
We reserve the right to accept or reject any sponsorship application at our discretion. Sponsorships are limited in number, and are generally allocated on a “first come, first served” basis.
Fees and Payment
All costs include GST and are in AUD$. The University of Newcastle will issue you with a “receipt/tax invoice” following the successful processing of your online payment. Payment must be received before the event.
All payments will be online here
You and Your Staff
All your staff attending the event need to be registered either via the complimentary registration (link will be provided) or by purchasing additional registrations.
Artwork for Program Booklet
Finished artwork is to be supplied for all advertisements. All artwork should be a minimum of 300dpi, and in PDF, PSD, EPS, AI, or jpg format. Preferred format is AI or PDF.
Delegate Bag Inserts
Delegate bag inserts, other than brochures, must be approved by the Conference Organisers and supplied to the Conference Secretariat no later than 21 September 2015 for inclusion in the delegate bags.
Event Set-up
You are responsible for the set-up and removal of your display materials and banners before and after the conference. All signage should be your own pull-up banners unless confirmed with the Conference Organisers.
If you need to cancel
You must notify us in writing if you need to cancel. The following charges for cancellations will apply:
- If the cancellation is received up to two months before the event, an administration fee of 20% of the total sponsorship fee is payable.
- If the cancellation is received within two months, no refund is applicable.
Event alterations and cancellation
We reserve the right to make alterations to the event program, venue and timings at any time. In the unlikely event of the conference or EV Show and Clean Energy Expo being cancelled, a full refund will be made.
We reserve the right to create additional sponsorship packages for events.
Confidentiality
The terms of your sponsorship agreement are confidential and must not be disclosed to any third party.
Insurance
You are responsible for arranging appropriate insurance cover. All exhibitors must supply us with a current certificate of currency with a minimum of $10 million in public liability insurance. Certificates of currency should be forwarded to [email protected]. We cannot be held liable for any loss, liability or damage to personal property.
Delegate List
The delegate list can not be distributed to any company or individual due to privacy laws.
Indemnity and disclaimer
The management of the venue, the Organising Committee and any official contractor cannot accept liability for loss or damage sustained or occasioned by any cause whatsoever.
You agree to indemnify and hold The Organising Committee harmless against any and all loss, liability, damage, costs, expense, claims, proceedings and actions arising out of any negligent act or omission of your employees, including any breach of these terms and conditions.