Exhibit With Us

1. Terms and conditions

Upon submission of the electronic booking registration and confirmation of site allocation by the organiser, a binding contract will be established, incorporating these terms and conditions. This contract may be subject to modifications as outlined by the organisers. The exhibitor and organiser will enter into a licensor-licensee agreement for the allocated site.

2. Payment Terms and Refund Policy

All invoices must be paid by the specified due date. Payments can be made via the registration form, and a credit card fee of 2.5% will apply. If payment is not received within 48 hours of an overdue notice issued by the organisers, the exhibitor’s site will be cancelled and allocated to the next organization on the waiting list.

3. Event Rescheduling & Cancellation

In the event of a natural disaster or a significant health crisis, such as a pandemic (e.g., COVID-19), events will be rescheduled based on government guidelines. Refunds will not be issued; however, a credit note will be provided for future events.

The organisers reserve the right to deny admission without providing a reason and are not responsible for any losses resulting from event delays or interruptions.

4. Participation & Requirements

Only participants who have received confirmation of their booking from the organisers (Birch Foundation LTD T/A Care & Lifestyle Expo) and have paid in full by the invoice due date may exhibit at the Care & Lifestyle Expo. Participants must provide the organiser with current certificates of currency at the time of payment. The organiser may reject any certificates of currency that do not meet the outlined obligations or if the insurer is deemed unsuitable.

Participants must comply with all relevant Work Health and Safety legislation while exhibiting at the event.

5. Insurance Requirements

Participants must have current public and product (if applicable) liability insurance with a minimum cover of $10 million on the day of the event.

6. Site Allocation & Exhibition Space

The organisers reserve the right to accept or reject applications and to remove any exhibit that is deemed unsuitable or not aligned with the event’s purpose. Site allocation will be assigned on a first-come, first-served basis as this is a small expo in a community centre. Site tables will be assigned on the day of the event.

7. Site Inclusions

Each 2m x 2m site includes:

• 1 x 1.8m trestle table
• 2 x chairs
• No power access provided

8. Move-In & Move-Out

Exhibitors will have a 1.8-meter trestle table and two chairs set up at their site. You can come in on the day of the expo to set up your site from 9:20 AM onwards.

All participants must vacate the premises immediately after the event closes. Move-out time is strictly between 1:00 PM and 1:30 PM on the event day. Failure to remove exhibits within the allotted time will result in additional charges.

9. Displays & Exhibitor Responsibilities

• Aisle ways must be kept clear and accessible at all times.
• All material and displays must be contained within the allocated site area.
• Participants are responsible for maintaining a clean site, free of rubbish at all times. Rubbish must be removed 30 minutes before opening and at the end of the event day.

10. Damage & Safety Regulations

• Any liability arising from any damage to the venue’s lights, walls, floors, or structures will be charged to the exhibitor.
• Fire extinguishers and hose reels within the site must remain visible and accessible.
• All exhibits and property must be removed from the venue by the due date and time stated in the exhibitor update unless prior arrangements are made with the organisers. Failure to do so may result in additional costs.

11. Conduct & Compliance

• Participants must conduct themselves professionally and not engage in conduct that could bring the event or organisers into disrepute.
• Business must only be conducted within the allocated site, and no exhibitor may share or sublet their space without approval.
• Sound levels must remain at a reasonable volume to avoid disruption to others.
• Promotion outside of the allocated site, such as flyer distribution or excessive noise, requires prior approval from the organisers.

12. Risk & Liability

• Exhibitors are solely responsible for all property and equipment brought onto the premises. The organisers are not liable for loss or damage caused by fire, theft, accidents, water, negligence, or any other cause.
• No refunds will be issued if the event is postponed, abandoned, or interrupted due to events beyond the organisers' control (e.g., natural disasters, acts of God, terrorism, strike action, or venue unavailability).
• The organisers are not responsible for loss or damage due to power failures, public utilities, or other external factors.
• The organisers will not be held responsible for the actions of other exhibitors, contractors, or attendees.

13. Indemnity

Exhibitors agree to indemnify and hold harmless the organisers from any claims, costs, liabilities, or expenses arising from their participation in the event, including negligence or failure to comply with legal requirements.

All exhibitors must have appropriate public liability insurance and may be required to provide proof of coverage upon request.

14. Alterations and Interpretation

To ensure the best possible arrangements for the exhibition and the interests of all involved, the organisers reserve the right to modify, waive, or amend any conditions as necessary. Any decisions made by the organisers regarding these conditions shall be final. No alterations or amendments shall release any exhibitor from their contract obligations.

15. Legal Requirements

It is the responsibility of each exhibitor to ensure that their exhibit complies with all legal requirements set by relevant authorities at the time of the exhibition.

16. Vacation of Premises

All exhibitors, their employees, agents, and any other persons under their responsibility must vacate the exhibition premises immediately upon closure of the event. Move-out time is strictly from 1:30 PM to 2:00 PM on the day of the event.

17. Management

The organisers shall be the sole judge of whether the Terms and Conditions of exhibiting have been adhered to. Their decisions shall be final and binding in all respects.

18. Refund & Transfer Policy

Cancellations Within 14 Days of the Event

• No refunds will be issued for cancellations made within 14 calendar days of the scheduled event date.

Cancellations Between 15 and 21 Days (Three Weeks) Before the Event

• A 50% refund of the booking fee will be issued if the cancellation is made between 15 and 21 calendar days prior to the event date, provided that a valid reason is submitted in writing.
• The organiser reserves the sole discretion to determine whether the reason provided is valid and reasonable.

Reasonableness of Requests

• The organiser retains the right to reject any refund request if the stated reason is deemed not reasonable, not substantiated, or inconsistent with the intent of this policy.

Transfers to Another Event

• Bookings may be transferred to another upcoming event organised by the same organiser, subject to space availability.
• Transfer requests must be made in writing and approved by the organiser prior to the scheduled event date.

Refund Processing

• Approved refunds will be processed within 14 business days of written confirmation from the organiser.
• Refunds apply to the booking fee only and exclude any merchant processing fees or non-refundable charges incurred at the time of booking.