Registration Form

TERMS & CONDITIONS:

The provided terms and conditions and service/booking agreement cover many vital aspects of the event, but some areas can be improved and clarified. Below is an amended version with some suggested improvements and additions:

1. Introduction
This document outlines the terms and conditions for participating in the 'All Abilities Expo' (AAE) to be held on September 10th, 2024, at Katherine YMCA, Lot 2525 Stuart Hwy, Katherine NT 0850. By booking a stall, being a sponsor, making payment, or participating as a vendor or volunteer, you agree to comply with these terms and conditions.

2. Event Details
Location: CDU Netball Stadium, Marrara
Date: Thursday, May 16th, 2024
Time: 11:00 am – 2:00 pm

3. Stall Information
Stall Location: Stall locations will be assigned based on accessibility requirements and event layout provisions. A mud map of the stadium with stall locations will be provided no later than one week before the event.
Stall Size: Each stall measures 3m x 3m and accommodates a standard trestle table.

Stall Set-up: Stallholders are responsible for providing all tables, chairs, tablecloths, banner displays, signs, and stall merchandise unless these requirements have been discussed and agreed upon during the registration and booking agreement process. Stallholders are to provide their own table and chairs/furniture and must be contained within the allocated space to the Exhibitor.

Accessibility and Inclusion: Stalls must be set up considering accessibility and inclusion. Please ensure wheelchair and mobility access to the tables are not obstructed, use easy-to-read marketing material, and consider auditory and sensory needs. Feedback for future improvements is welcomed.

4. Responsibilities
Stallholders are expected to arrive well in advance to allow ample time for bump-in, setup, and preparation for attendees' arrival at the event's start. The stall must be staffed at all times, preferably by 2 people.

Marketing: The event branding and marketing will be provided by IdA in July and distributed by various vendors. Stallholders are encouraged to promote the event on social media and business platforms, tagging @Integrated disAbility Action Inc. (IdA) to facilitate mutual promotion. Stallholders agree that they will use IdA’s marketing materials and where they would like to self-promote, all materials will be sent to IdA before being posted.

Marketing Content Provided by Stallholders: By providing marketing content, stallholders authorise us to use the content across our platforms for event promotion. Stallholders retain ownership of their content, and Integrated disAbility Action Inc. (IdA) does not claim any property rights to the content.

5. Data Collection
Stallholders are requested to distribute a survey to relevant contacts during and after the event. The survey aims to gather feedback and market research to improve future events and better reflect the disability community's needs.

6. Insurance
Stallholders are required to provide a valid Public Liability Insurance Certificate.

7. Sales
As this is a FREE community event centred around accessibility and inclusivity, sales are not permitted to ensure all attendees' equity.

8. Packaging & Bags
Stallholders may provide their packaging and bags to attendees for merchandise collected on the day. However, IdA is not responsible for providing these items.

9. Event Staff & Volunteers
Event staff and volunteers will be available daily to manage capacity and flow. They will be identifiable by the 'All Abilities Expo' t-shirt and/or lanyard, with First Aiders clearly marked.

10. Bump-in & Bump-out
Stallholders must refer to the specified times for bump-in and bump-out. A two-hour window for bump-in is provided to accommodate setup time needs. Stallholders are expected to be fully set up no later than 20 minutes before the start of the event.

Stallholders agree to remove all rubbish, packaging and any items leftover from their stall at the end of the day, and dispose of these properly, including recycling where possible, in the bins provided.

11. Occupational Health & Safety (OH&S)
Detailed OH&S guidelines and a mud map of the stadium layout will be provided no later than one week before the event.

12. Weather
The event will proceed regardless of weather conditions, except for a cyclone.

13. Cancellation Policy
Cancellations made up to 4 weeks before the event will receive a 50% refund of the amount paid. Cancellations made within two weeks of the event without a suitable transfer to another provider/organisation will be non-refundable.

14. Event Cancellation or Postponement
In the event of unforeseen circumstances necessitating event cancellation or postponement, IdA will provide as much notice as possible. Refunds for cancellations initiated by IdA will be processed within a reasonable timeframe.

15. Booking Agreement and Indemnification
a. By booking a stall, paying, or participating as a vendor or volunteer, you acknowledge that you have read and agreed to these terms and conditions. Upon receiving the invoice, the Exhibitor shall make full payment within 14 calendar days from the invoice date unless otherwise agreed upon in writing. Failure to make the payment within the specified time frame may result in the termination of the exhibiting space held for the Exhibitor. All costs include GST.

b. The Exhibitor must provide a valid certificate of currency for Public Liability Insurance that remains current during the date of the Expo. The certificate should name the Organiser and the Expo venue as additional insured parties.

c. The Exhibitor agrees to indemnify and hold harmless the Organiser, its employees, agents, contractors, and sub-contractors from any claim, cost, demand, liability, or damage (including legal costs, professional costs, and other expenses on a full indemnity basis) incurred by the Organiser, its employees, agents, contractors, and sub-contractors arising out of or in connection with (but not limited to):

• Any breach of these terms and conditions by the Exhibitor.
• The Exhibitor's use and attendance at the Expo.
• Any injury or damage sustained due to any act or omission of the Exhibitor.
• Any damage to the Expo venue or any goods located at the Venue caused by the Exhibitor.

The Exhibitor acknowledges and accepts responsibility for any loss or damage caused by the Exhibitor's personnel or representatives during the Expo period.

16. Agreement
By booking a stall, paying, or participating as a vendor or volunteer, you acknowledge that you have read and agreed to these terms and conditions, the Expo guidelines, and any additional rules or regulations set forth by the Organiser.

17. Contact Information
Please email Anna Thomson at events@idainc.org.au or phone (08) 8948 5400 for questions or clarifications.

TERMS & CONDITIONS

1. Acceptance of Sponsorship Application
Submission of the Sponsorship Application Form constitutes acceptance of the chosen sponsorship level and acknowledgment of the associated benefits outlined in the sponsorship package.

2. Payment
Sponsorship payments must be received within 7 days of invoice. Invoices will be issued upon request, and payments can be made via credit card, direct debit or other electronic funds transfer to the provided account details.

3. Logo Submission
Sponsors are responsible for providing a high-resolution logo image for inclusion in event materials. Logo specifications and submission details will be communicated separately.

4. Benefit Fulfilment
All benefits associated with the selected sponsorship level will be provided as described in the sponsorship package. However, event organisers reserve the right to make necessary adjustments to the benefits due to unforeseen circumstances.

5. Promotional Materials
The sponsor grants permission to the event organisers to use the sponsor's logo and name for promotional purposes related to the 'All Abilities Expo'.

6. Cancellation
In the event of sponsorship cancellation, a written notice must be submitted to the event organisers. Cancellations made prior to the payment deadline may be subject to a partial refund based on incurred expenses. Cancellations after the payment deadline will not be eligible for a refund.

7. Event Attendance
Sponsor representatives are invited to attend the 'All Abilities Expo' and are encouraged to participate in the event's activities actively. Event organisers will provide the necessary information closer to the event date.

8. Indemnification
The sponsor agrees to indemnify and hold harmless Integrated Disability Advocacy, Inc (IdA) and event organisers from any claims, damages, liabilities, and expenses arising from or in connection with the sponsorship or participation in the event.

9. Amendments
These terms and conditions are subject to change at the discretion of the event organisers. Any changes will be communicated in writing to sponsors.

Agreement:

By submitting the Sponsorship Application Form, the sponsor acknowledges and agrees to abide by these terms and conditions.