Terms and conditions 

Things you need to know 

• By returning the sponsorship or exhibition booking form, you (the sponsoring/exhibiting organisation) accept these Terms and Conditions.
• We/Us (MCI ABN 76 108 781 988), representing the Organising Committee and Host Bodies, do not accept responsibility for any errors, omissions, or changes. Details may change without notice—please refer to the event website (www.grx.au) for the latest information. 
• MCI has been engaged by the Host to provide Event Management Services for the Event. 
• By submitting a booking form, you confirm you are authorised to agree to these Terms and Conditions on behalf of your organisation. 

Financial facts 

• Phone or unpaid bookings will not be accepted. 
• An invoice will be provided on completion of an application form. Full payment is required within 30 days of invoice. 
• If you miss the payment date, any time-dependent discounts will be forfeited (e.g., early rate to standard). 
• No sponsorship or exhibition entitlements, including booth allocation, will be provided until all monies are paid. 
• All prices are in AUD and exclusive of GST. 
• Payments can be made via EFT; you are responsible for any bank charges. Credit card payments may incur a processing fee. 
• Written notice is required for cancellations. Cancellations before 20 December 2025 will be refunded less a 20% cancellation fee. No refunds for cancellations on or after 20 December 2025. 
• Non-payment does not cancel your contractual obligations. 
• No exhibitor may occupy allocated space until all monies owing are paid in full. 

In the unlikely case that the event cancels 

• The Event may be cancelled for any reason, including unforeseen circumstances. If cancelled before commencement, both parties are released from further obligations except those that survive termination. MCI will refund monies paid, less reasonable expenses already incurred. 
• If cancelled during the Event, MCI will refund a portion of monies paid, reflecting the reduction in value of sponsorship benefits, less reasonable expenses. 
• The extent of refunds is at the discretion of the Host Organisation. We are not responsible for making refunds; attempts to cancel payments will be rejected by our bank. 

Termination 

• On termination by either party: 
• All sponsorship benefits and contributions cease, but you must pay all amounts due up to the date of termination. 
• You must stop referring to yourself as a sponsor or exhibitor. 
• MCI will, at your option, return or destroy all materials referencing you. 
• Each party must stop using the other’s intellectual property. 
• Termination does not affect rights and remedies accrued up to that date. 
• We may terminate your participation immediately if you breach these terms or act in a way that brings the event or its organisers into disrepute. 

You and your staff—onsite 

• Sponsoring/exhibiting does not constitute attendee registration; register separately online. 
• All exhibition staff must be registered online (complimentary or paid). 

Print entitlements 

• Logos and materials may be reproduced in colour, spot colour, or mono at our discretion. 
• Provide materials meeting our publication requirements and deadlines (300 DPI, JPEG for web, EPS for print, RGB or Pantone colours). 
• No print or web recognition unless payment terms are met. 

Sponsor notes 

• All sponsor functions must be endorsed by the conference managers. 
• Private functions require approval and are at your own expense. 
• Unapproved sponsor functions may result in forfeiture of fees/entitlements or future participation. 

Exhibitor notes 

• You may not assign, share, sub-let, or grant licences for your booth without prior approval. 
• We may ask you to remove unacceptable display items. 
• Business must be conducted within your booth; do not obstruct aisles. 
• You are responsible for any damage to the booth or premises. 
• Food, beverage, or prohibited items require prior arrangement. 
• Suppliers must comply with venue OH&S, insurance, and regulations.
• You are responsible for loss or damage to your property. 
• You must hold current public liability insurance for at least AUD 10,000,000 and provide evidence four weeks prior to the event. Entry will be denied without this. 

Privacy statement 

• Your name and contact information may be used by event organisers and approved stakeholders for event-related purposes. Advise us if you do not consent. 
• Your name, organisation, and country/state may be published on delegate lists. Contact us if you do not wish to be included. 

Non-sponsor functions 

• Unapproved functions before, during, or after the conference are prohibited. Breach may result in forfeiture of fees and entitlements. 

Additional key terms 

• You and your staff must comply with all venue rules, event policies, and applicable laws, including health and safety directions. 
• You must behave respectfully and lawfully at all times. We reserve the right to remove anyone acting inappropriately or in breach of event rules. 
• All intellectual property rights in event materials remain with their respective owners. By participating, you grant us a licence to use your logo and materials for event promotion. 
• Any confidential information shared must not be disclosed to third parties. Your contact details may be shared with event stakeholders unless you advise us otherwise. 
• We are not liable for any failure or delay in performance due to circumstances beyond our control (e.g., natural disasters, pandemics, government restrictions). 
• Our liability to you is limited to the amount paid for sponsorship or exhibition, except where required by law. 
• By attending, you consent to being photographed or recorded, and for such images to be used for event promotion. 
• You may not assign or sublet your sponsorship or exhibition rights without our prior written approval.