SPONSORSHIP TERMS AND CONDITIONS
1. Definitions
- Organiser means the Medico-Legal Society of Queensland Inc. and includes Iceberg Events as the appointed conference organiser.
- Sponsor/Exhibitor means any organisation or individual approved to participate as a sponsor or exhibitor at the MLSQ Conference 2026
- Event means MLSQ Conference 2026, including any exhibition, trade display, or sponsorship activity.
2. Sponsorship Agreement & Acceptance
2.1 Submission of a Sponsorship or Exhibitor Application Form does not constitute acceptance.
2.2 The Organiser reserves the right to accept or decline any application at its discretion.
2.3 A binding agreement is formed once the application is accepted in writing by the Organiser and the required deposit or payment is received.
3. Payment
3.1 All prices are in Australian Dollars (AUD) and include GST unless otherwise stated.
3.2 Sponsorship and exhibition benefits are conditional upon full payment being received by the due date and timely provision of required materials (artwork, logos, goods, etc.).
3.3 Failure to meet payment terms may result in partial or full loss of sponsorship or exhibition benefits.
3.4 Sponsors or Exhibitors may not occupy exhibition space or receive benefits until all monies owing are paid in full.
4. Exhibition Space Allocation
4.1 Space allocation is determined by the Organiser based on:
- Sponsorship level or exhibition package
- Date of receipt of signed agreement and payment
- Organiser discretion
4.2 Preferences will be considered, but the Organiser reserves the right to amend the exhibition floorplan, location, or size of allocated space if necessary.
5. Sponsor & Exhibitor Obligations
5.1 Sponsors and Exhibitors must:
- Hold current Public Liability Insurance and provide evidence on request
- Comply with all applicable laws, venue rules, and Organiser directions
- Use allocated space only for approved promotional purposes
- Ensure displays do not obstruct neighbouring exhibitors or public areas
- Be responsible for the security, condition, and removal of all materials
- Adhere to fire regulations and safety requirements, avoiding flammable or dangerous materials unless approved
5.2 Distribution of promotional materials is permitted only within allocated exhibition space unless otherwise approved.
6. Exhibition Operations
6.1 The Organiser will provide an Exhibition Manual outlining operational requirements.
6.2 Official contractors may be appointed for stand construction, freight, and services. Non-official contractors may require proof of insurance to gain access.
6.3 Storage of goods onsite is not guaranteed; items must not be left in public areas.
7. Insurance & Liability
7.1 Participation is at the Sponsor or Exhibitor’s own risk.
7.2 Sponsors and Exhibitors indemnify and hold harmless the Organiser, Host, and venue against all claims, losses, or damages arising from their participation, except to the extent caused by the Organiser’s proven negligence.
7.3 The Organiser is not responsible for loss, theft, or damage to property before, during, or after the Event.
7.4 Participation does not imply endorsement of any products, services, or promotional material by the Organiser or Host.
8. Cancellation & Withdrawal
8.1 All cancellations must be submitted in writing to the Organiser.
8.2 Cancellation fees apply as outlined:
- Cancellations prior to 5 June 2026 will incur a 50% cancellation fee
- Cancellations after the 5 June 2026 will receive no refund
8.3 Failure to occupy exhibition space does not constitute cancellation and will not result in a refund.
9. Event Changes
9.1 The Organiser may postpone, reschedule, relocate, or change the format of the Event (including to virtual or hybrid) due to circumstances beyond reasonable control.
9.2 If the Event is cancelled entirely, sponsorship and exhibition fees paid may be carried over to the next event or refunded, less any benefits already delivered or costs incurred where applicable.
9.3 The Organiser will not be liable for additional losses incurred due to cancellation, postponement, or format change.
10. Acceptance of Terms
10.1 By participating in the Event, Sponsors and Exhibitors agree to abide by these Terms & Conditions.
10.2 These Terms & Conditions are governed by the laws of Australia.
10.3 The Organiser’s decision is final on any matter not expressly covered by these Terms & Conditions.