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Sponsorship Terms

Sponsorship Terms 

SafeWork NSW (“we”, “our” or “us”) is part of the NSW Department of Customer Service and is a co-organiser of the 23rd Congress on Safety and Health at Work (the “World Congress”). The World Congress is being co-organised by SafeWork NSW, the International Labour Organization (“ILO”) and the International Social Security Association (“ISSA”) (collectively, the “organisers” of the World Congress). 

These Sponsorship Terms, together with the General Terms, govern your access to any sponsorship or exhibition opportunities provided by SafeWork NSW in connection with the World Congress.  

By submitting a booking for a sponsorship or an exhibition opportunity you agree to comply with and be bound by the Terms and these Sponsorship Terms. We may update or modify these Sponsorship Terms from time to time. The amended Sponsorship Terms will be posted to the Congress Website and will operate from the time it is posted.  

These Sponsorship Terms should be read in conjunction with the Sponsorship Guide, which sets out the sponsorship and exhibition packages available, the package inclusions and the fees payable by each category of sponsor and exhibitors (the “Fees”).  

 

Sponsorship and Exhibition Bookings 
  1. All bookings for sponsorship opportunities are subject to approval by the organisers of the World Congress. We reserve the right to reject a booking in our and the other organisers’ sole and absolute discretion. The organisers of the World Congress will not accept booking requests for sponsorship opportunities from companies, individuals and/or products that may present a threat to occupational health and safety. 

  2. If your sponsorship booking is approved, a letter of confirmation together with a tax invoice for the required 50% deposit of the Fees (the “Deposit”) will be provided by the organisers of the World Congress to confirm your booking.  

  3. In order to make a booking request for an exhibition opportunity you must fill out the application form and confirm your agreement to these Sponsorship Terms (including the Statement of Compliance in section 27). Provided your application is completed correctly and submitted to the organisers of the World Congress, you will receive a letter of confirmation together with a tax invoice for the required Deposit to confirm your booking. 

  4. You must pay the Deposit within 14 days from the date of the tax invoice in order to secure your booking. If you do not pay the Deposit on time your booking will not be confirmed and may be allocated to another sponsor or exhibitor in our sole and absolute discretion.  

  5. You must pay the balance of the Fees in full by 31 May 2023, or such other date notified by us from time to time. You will receive a further tax invoice for the full amount of the Fees less the Deposit you have paid prior to that date.  

  1. Bookings received after 31 May 2023 must include full payment of the Fees.  

  1. By submitting a booking for a sponsorship or an exhibition opportunity you agree to pay the full amount of the Fees to us on demand and otherwise in accordance with these Sponsorship Terms.  

  1. Once your booking is approved and we have received full payment of the Fees you will be deemed to be a “Sponsor” or “Exhibitor” of the World Congress (as applicable), and will be entitled to the benefits associated with the package, tier or exhibit category specified in your confirmed booking (each as further specified in the Sponsorship Guide).  

  1. The organisers of the World Congress reserve the right to introduce new sponsorship packages and additional exhibition space from time to time should the opportunity arise. You may only make changes to an existing booking if it is permitted by these Sponsorship Terms.  

  1. You must not assign, sublet or apportion the whole or any part of your sponsorship package or exhibition booking without the prior written consent of the organisers of the World Congress.  

 

Cancellations  
  1. You may cancel your booking for a sponsorship or exhibit at any time prior to 12am (AEST) on 31 May 2023 (the “cut-off date”) subject to the payment of a cancellation fee equal to 50% of the Fees. You must pay the full amount of the cancellation fee to us on demand. We reserve the right to retain the full amount of any Deposit you have paid as payment of or contribution towards the cancellation fee.  

  1. We will not accept any cancellations after the cut-off date and you will be liable to us for the full amount of the remaining Fees in addition to any Deposit you have paid.  

  2. After Sponsors and/or Exhibitors have been confirmed by the organisers of the World Congress, a reduction in the sponsorship package or exhibition space specified in your confirmed booking is considered a cancellation and will be subject to the above cancellation policy. 

  3. All amendments or cancellations must be submitted in writing (by email) to the organisers of the World Congress at: sponsorWHSworldcongress@arinex.com.au

  4. You acknowledge and agree that the in-person World Congress may be cancelled by SafeWork NSW due to circumstances beyond our reasonable control. If the in-person World Congress event is cancelled the virtual event will go ahead instead, and sponsorship and exhibition entitlements will be reviewed on a case-by-case basis. 

 

Exhibition Space and Materials 
  1. Each Sponsor and Exhibitor will have an allocated exhibition space within the World Congress site (your “Exhibition Space”). Floorplans and space assignments will be provided by the organisers of the World Congress to all Sponsors and Exhibitors in July 2023.  

  2. The World Congress reserves the right to alter or change your Exhibition Space and the exhibition floor plan at any time prior to the commencement of the World Congress on written notice to you, provided your Exhibition Space is not materially reduced.  

  3. You are solely responsible for the moving-in, assembly, maintenance, disassembly and removal of your exhibit (including all stands, promotional materials, products, equipment and other belongings) (your “Exhibition Materials”) to and from your Exhibition Space. You must ensure that your Exhibition Materials are confined to your Exhibition Space and must maintain a suitable number of staff in your Exhibition Space during exhibition hours.  

  4. Your Exhibition Materials and the display of such Exhibition Materials at the World Congress must comply with all applicable laws and work health and safety regulations and you are solely responsible for obtaining the necessary permits and/or approvals required to display your Exhibition Materials at the World Congress. For clarity, no overhead rigging is permitted. 

  5. The designs for any custom-built stands must be submitted for approval by the organisers of the World Congress and ICC Sydney by no later than the date which is 35 days prior to the date of the World Congress. The organisers of the World Congress and/or ICC Sydney reserve the right to require you to make any changes to custom-build stands that are reasonably required to maximise the full use and benefit of the exhibition space. 

  6. You agree that you must not remove your Exhibition Materials from your Exhibition Space until the end of the World Congress (that is, 6:00pm (AEDT) on 30 November 2023). You must comply with any bump-in and bump-out instructions provided to you by or on behalf of the organisers of the World Congress.  

  7. You are solely responsible for obtaining and maintaining any policies of insurance related to your participation in the sponsorship and/or exhibition opportunities associated with the World Congress. 

 

Access to the World Congress site 
  1. You must not, and you must ensure that your Exhibition Materials do not, cause interference with, obstruction of or damage to any property of SafeWork NSW, ICC Sydney or any third party.  

  1. Notwithstanding any other provision of these Sponsorship Terms, you must indemnify and hold harmless SafeWork NSW and its personnel against all claims, actions, proceedings, losses, damages, liabilities and costs (including legal expenses on a full indemnity basis) sustained, incurred or suffered by SafeWork NSW or any of its personnel as a result of (a) your breach of these Sponsorship Terms; (b) any reckless conduct, fraud, wilful misconduct or other wrongful act or omission of you or your personnel; and (c) any injury or death of any person or any loss or damage to any tangible property (real or personal) caused directly or indirectly by you, any of your personnel or your Exhibition Materials.  

 

Removal of Exhibition Materials and Make Good 
  1. You must remove your Exhibition Materials from your Exhibition Space (and if applicable from any other part of the World Congress site) and otherwise restore and make good any alterations, additions or damage to your Exhibition Space or the World Congress site by no later than 11:59pm (AEDT) on 30 November 2023.  

  2. If you fail to promptly remove your Exhibition Materials or any part thereof or fail to promptly make good the relevant Exhibition Space or World Congress site as required by these Sponsorship Terms, then, without prejudice to our other rights and remedies, we may, at your cost and risk:  

  3. procure the removal of your Exhibition Materials; 

  1. store or dispose of the Exhibition Materials; and/or  

  1. restore and make good the relevant Exhibition Space or site,  

and any costs we incur will become a debt due and payable by you to us.  

 

Statement of Compliance  
  1. Each Sponsor and/or Exhibitor of the World Congress must agree with the following Statement of Compliance in connection with their role as a Sponsor and/or Exhibitor of the World Congress. By submitting a booking for a sponsorship or exhibition opportunity you agree to conduct yourself in accordance with the following Statement of Compliance:  

The well-being of people employed at work, or people affected by our work, is a priority and must be considered during all work performed on our behalf. People are our most important asset and work health and safety is everyone’s responsibility. The safety of the public is given equal priority to that of our workers. 

We respect and promote principles and rights outlined in the International Labour Organization’s Declaration on Fundamental Principles and Rights at Work, including freedom of association and the effective recognition of the right to collective bargaining, the elimination of forced or compulsory labour, the abolition of child labour and the elimination of discrimination in respect of employment and occupation. 

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