Terms & Conditions
1. INTRODUCTION AND GENERAL DISCLAIMER
1.1. Welcome to the Hills Wellness Expo. By participating in the Expo, whether as an Exhibitor, speaker, sponsor, or attendee, you agree to abide by the following Terms and Conditions.
1.2. The Hills Wellness Expo Organisers will at all times act in the best interests of the event and in doing so these Terms and Conditions may change or be updated from time to time. It is your responsibility to ensure that you remain in agreement with the current Terms and Conditions.
1.3. Exhibitors must indemnify and hold harmless Hills Wellness Expo and its Organisers from any claims related to their participation in the Expo.
2. REGISTRATION AND PARTICIPATION
2.1. Registration: All exhibitors, speakers, and sponsors must complete and submit the application form by the specified deadline.
2.2. Insurance and Qualifications: All exhibitors, speakers, and sponsors must provide Hills Wellness Expo Organisers with a copy of their Insurance Certificate of Currency and copy of their qualification certification upon registration.
2.3. Acceptance: Registration is not confirmed until you receive written confirmation from the Hills Wellness Expo Organisers.
2.4. Fees: Registration fees are outlined in the Hills Wellness Expo application form. Full payment of registration fees must be completed on or before the date set out by the Hills Wellness Expo Organisers in order to secure an exhibition stand and/or participation in the Event. Hills Wellness Expo Organisers reserve the right to re-assign or cancel any registration, without further notice, should full payment of registration fees not be completed as required.
2.5. Cancellation: Exhibitors who wish to cancel their participation must notify the Hills Wellness Expo Organisers in writing at least 60 business days prior to the event. Cancellation fees may apply. In the event of cancellation within 60 business days of the event, or no-show on the day of the event, Exhibitor registration fees and payments are non-refundable. The Hills Wellness Expo Organisers reserve the right to cancel an exhibitor’s stand prior to the event as a result of failure to comply with the Terms and Conditions. In such a case, no refund will be given.
3. EXHIBITOR REQUIREMENTS
3.1. All businesses exhibited and promoted by Hills Wellness Expo must be within, or adjacent to, the Hills District. Inclusion is at the discretion of the Hills Wellness Expo Organisers.
3.2. Exhibitors will be issued a Hills Wellness Expo “Exhibitor” lanyard on the day of the event, limited to two per exhibit stand. The Organiser reserves the right to refuse admission of any individual in possession of an exhibitor lanyard, who is not directly involved with an exhibition stand.
3.3. Exhibitors must not bring dangerous or harmful substances into the exhibition. No open flames are permitted (for example candles), and no diffusing of any oils on the day. Please feel free to display essential oils and allow patronage to smell from the bottle.
3.4. Exhibition Stands
3.4.1. Exhibitors are responsible for setting up their stand on the morning of the Hills Wellness Expo (time yet to be disclosed). Exhibitors MUST ensure furnishing of their display is complete by 8.45am to ensure opening at 9am.
3.4.2. Any failure by an Exhibitor to furnish their stand by the opening time of the Expo may be deemed as a cancellation, and Hills Wellness Expo Organisers will be entitled to reallocate the space, without refund, at their discretion.
3.4.3. No subletting or transferring of exhibit stands is allowed. The contract is specific to the Exhibitor on the application form and must not be assigned, sublet or shared in any way, without prior approval by Hills Wellness Expo Organisers.
3.4.4. Presentation of stand displays must be kept to a high professional standard.
3.4.5. Exhibitors must not arrange their stand in such a manner as to cause disruption to, or block the flow of public foot-traffic, or any neighbouring stands. Exhibitors must not cause any aisle or emergency exit to be blocked in any way by their goods, displays or staff.
3.4.6. We encourage Exhibitors to ensure stands are staffed at all times throughout the opening hours of the exhibition, being 9am to 4pm. No responsibility will be taken for loss, theft, or damage to your stand or products.
3.4.7. Stands must not be dismantled before the conclusion of the event at 4pm.
3.4.8. Exhibitors are not permitted to set up or dismantle stand displays or move merchandise within the hall while it is open to the public. Specifically, exhibitors must not commence breakdown at the end of the exhibition before the public have vacated the hall.
3.4.9. At the conclusion of the event, Exhibitors are responsible for packing away their items in a timely fashion. Failure to do so may result in your business being excluded from future events.
3.4.10. Children under 16 are not permitted in the hall during set-up or break-down.
3.4.11. All Exhibitors will be responsible for removal and disposal of their own waste items. Any boxes or packing materials are to be removed from the site. Waste bins at the site are for GENERAL PUBLIC USE ONLY. Please be mindful to keep waste to a minimum, and leave the site clean and tidy. Failure to do so will result in cleaning fees being charged directly to the stand holder.
3.4.12. The Exhibitor will be liable for any damages to wall, floors, or equipment of the building in which the exhibition is being held, or any of the Organisers equipment.
3.5. Compliance
3.5.1. Exhibitors must comply with all municipal laws and regulations pertaining to their business operations and the sale of their products.
3.5.2. Exhibitors may only provide services and products related to health, wellness, fitness, nutrition, or related fields. Hills Wellness Expo Organisers reserve the right to refuse participation to exhibitors that do not meet these requirements.
3.5.3. All products are to be approved by Hills Wellness Expo Organisers in an effort to avoid overlap of products sold. Please seek permission from Hills Wellness Expo Organisers if you wish to sell new products other than that on your application form. No material can be distributed that is not related to the Exhibitor and listed on the application form.
3.6. Conduct
3.6.1. Exhibitors must not conduct their business in a manner that could bring the reputation or integrity of the Hills Wellness Expo into disrepute.
3.6.2. The Hills Wellness Expo Organisers reserve the right to stop or remove any act, display item or person deemed to be inappropriate or to be detrimental to its interests.
3.6.3. It is the responsibility of the Exhibitor to ensure compliance to the Castle Hill RSL terms and conditions: https://www.castlehillrsl.com.au/venue-information
4. SPEAKER GUIDELINES
4.1. Content: Speakers must provide their presentation materials in advance for review and approval by the Hills Wellness Expo Organisers. The content must be relevant to health and wellness and comply with the Hills Wellness Expo registration and qualification requirements.
4.2. Timeliness: Speakers are expected to adhere to their scheduled times. Any changes must be communicated to the Hills Wellness Expo Organisers as soon as possible.
5. ATTENDEE POLICIES
5.1. Admission: Attendees must present a valid ticket upon entry. Tickets are non-transferable and non-refundable.
5.2. Code of Conduct: Attendees are expected to behave respectfully towards all Exhibitors, participants, volunteers and Castle Hill RSL staff. Disruptive or inappropriate behaviour may result in removal from the event.
6. LIABILITY AND INSURANCE
6.1. The Hills Wellness Expo Organisers are not liable for any loss, damage or injury incurred by participants. However, it is essential for exhibitors to report immediately to the Hills Wellness Expo Organisers any loss sustained.
6.2. The organiser accepts no responsibility for Exhibitors' goods left at the exhibition hall at the end of the exhibition.
6.3. All Exhibitors must hold appropriate Public Liability and Indemnity Insurance, as well as current and appropriate insurance for public exhibitions and/or talks and demonstrations, and appropriate qualifications and insurance for performing any physical modality demonstrations/treatment on the day.
6.4. Exhibitors are responsible for obtaining and maintaining their own insurance and qualification coverage. The Hills Wellness Expo Organisers accept no responsibility for the failure of any Exhibitor to arrange the required insurance cover.
6.5. If you wish to provide demonstrations of manual therapy at your exhibition stand, you must have explicit pre-approval from the Hills Wellness Expo Organisers. Please maintain promotions to the scope of your practice and qualifications. Examples include, but are not limited to: only applying essential oils to an attendee if you are a qualified aromatherapist; not promoting yourself as anything other than a therapeutic relaxation massage therapist unless you hold a minimum of Diploma of Remedial Massage.
7. INTELLECTUAL PROPERTY
7.1. Ownership: All content presented at the expo remains the intellectual property of the creator. Participants must obtain permission before using or distributing any material not owned by them.
7.2. Recording: Unauthorised recording of exhibits, presentations, demonstrations or talks is prohibited. The Hills Wellness Expo Organisers may record sessions for promotional purposes.
7.3. Photography:
7.3.1. A Hills Wellness Expo photographer will be in attendance on the day of the expo. Any images of participants taken by the Hills Wellness Expo Photographer remain the property of Hills Wellness Expo, and, unless otherwise advised in writing by the participant, the Organiser reserves the right to use any such images to promote future events across all media platforms.
7.3.2. Exhibitors may take photographs or videos of their own exhibit, presentation, demonstration or talk for private use, or use on social media. If you wish to use photos and/or video footage for other public or promotional purposes, you must obtain express permission from other Exhibitors if they are included in your footage.
8. MEDIA & MARKETING
8.1. Whilst Hills Wellness Expo Organisers will make every endeavour to promote you, your business and the event, Hills Wellness Expo Organisers will not be held liable for lack of public attendance or loss of profit to any Exhibitor.
8.2. Social media will represent a big part of what will make this a positive event for all, we strongly encourage everyone involved to like and share as much information about the event as possible, including ticket registrations, location, date and time.
9. AUDIO-VISUAL AND AMPLIFICATION
9.1. Audio-visual aids in the Lyceum Exhibition Room for Exhibitors WILL NOT be provided by Castle Hill RSL. Exhibitors must seek Hills Wellness Expo Organisers pre-approval to bring and use any audio-visual devices to aid their display. Noise levels from any approved devices are to be kept to a minimum to prevent disturbance to other exhibitors. In case of a dispute, the Organiser's decision is final.
9.2. We strongly encourage the use of subtitles, where appropriate, for any supporting video material.
9.3. No voice amplifiers are to be used by any Exhibitor, with the exception of pre-approved talks and presentations in designated areas at allocated times. Audio equipment will be provided for those pre-approved talks and presentations.
10. FOOD & CONSUMABLES
10.1. Castle Hill RSL is a licensed venue and has facilities on site where you may purchase food and drink. No food or drink from outside the premises is to be consumed on-site.
10.2. No selling of food items for on-site consumption.
10.3. No cooking allowed.
10.4. Consumption of alcohol by Exhibitors before, or during opening hours of the event is prohibited.
11. CHANGES AND CANCELLATION
11.1. Changes
11.1.1. The Hills Wellness Expo Organisers reserve the right to modify the event schedule, venue, or other arrangements. Participants will be notified of any significant changes.
11.1.2. The Hills Wellness Expo Organisers reserve the right to alter the overall layout of the exhibition, which in turn may affect the location and dimensions of individual stands. In the event that re-allocation of stand space is necessary for any reason, the Organiser will undertake as far as possible to allocate the closest equivalent stand.
11.1.3. The Exhibitor can take no objection or make any claims for compensation or damages in relation to any reallocation of the size or space by the Hills Wellness Expo Organisers. Alteration of the layout and/or reallocation of stand space does not constitute a violation of the contract and does not permit the Exhibitor to revoke their agreement.
11.2. Cancellation: The Hills Wellness Expo Organisers reserve the right to cancel or reschedule the event. In the event of cancellation or rescheduling, Organisers will work in good faith to provide updates and, if applicable, full or partial refunds. In the event of cancellation or rescheduling by the Organiser, the Exhibitor shall not have any claim against the Organiser.
12. PRIVACY POLICY
12.1. Data Collection: Personal data collected during registration will be used solely for the purpose of organising and managing the Hills Wellness Expo.
12.2. Sharing: Personal information will not be shared with third parties without consent, except as required for the event's operation or as required by law.
13. GOVERNING LAW
13.1. These Terms and Conditions are governed by the law applying in New South Wales, Australia. Each party irrevocably submits to the exclusive jurisdiction of the courts of New South Wales and courts of appeal from them in respect of any proceedings arising out of or in connection with these Terms. Each party irrevocably waives any objection to the venue of any legal process on the basis that the process has been brought in an inconvenient forum.
14. CONTACT INFORMATION
For questions or further information, please contact:
Hills Wellness Expo Organisers
Alice Bullivant, Judy Howard, & Eva-Lotta Baad
hwe@hillswellnessexpo.com.au
