Sponsorship Terms and Conditions

Lead the Way Conference 2025.

Lead the Way Conference 2025
Terms and Conditions for Sponsors and Exhibitors

(These form part of the contract for participation)

The Contract

  1. The term “organiser” refers to The MacKillop Institute, part of MacKillop Family Services including any partners, representatives, or associated bodies acting on its behalf.
  2. The term “exhibitor” includes any person, company, or organisation and its employees and agents identified in the application or sponsorship invoice for exhibition space.
  3. The term “sponsor” includes any person, company, or organisation and its employees and agents identified in the application or sponsorship invoice.
  4. A contract between the organiser and the sponsor is formed when (a) the organiser issues an invoice for the sponsorship fee and (b) the organiser receives payment in full (100 %) of the total amount due.
  5. The organiser reserves the right to cancel the contract if full payment is not received within 28 days of submission. The organiser may also cancel the contract within 28 days of receipt by returning all paid amounts.

The Application

  1. The organiser reserves the right to refuse any application or prohibit an exhibitor or sponsor from participation without providing a reason.

Obligations and Rights of the Organiser

  1. The organiser's decision is final on all matters not covered in this contract.
  2. The organiser agrees to allocate exhibition space as close as possible to an exhibitor’s preferred location.
  3. The organiser reserves the right to amend or alter stand locations due to unforeseen circumstances.
  4. The organiser may change the exhibition floor plan if necessary.
  5. The organiser is responsible only for the overall management of the exhibition area.
  6. The organiser may change the exhibition hours or event duration.
  7. The organiser will provide information prior to the conference with all necessary logistics and requirements.
  8. The organiser may take verbal or written action to ensure safety, legal compliance, and a commercially successful event.
  9. The organiser may prohibit or request the cessation of certain activities at its discretion.
  10. The organiser may specify the height and structure of exhibition walls and coverings.
  11. The organiser may disapprove of printed materials, including catalogues, banners, and handouts.
  12. The organiser will advise exhibitors of venue access hours for bump-in and bump-out.
  13. Entry to the exhibition area may be denied to anyone without a valid entry pass.
  14. The organiser will provide conditions regarding delivery and removal of displays and goods.
  15. The organiser will set rules around sound levels and audiovisual use; these must be adhered to.
  16. The organiser will not accept liability for damage or loss of exhibition equipment.
  17. The organiser will provide aisle cleaning outside exhibition hours.

Obligations and Rights of the Exhibitor

  1. Exhibitors must ensure all fees are fully paid before the start of the conference.
  2. Exhibitors may only use allocated space to display or promote goods/services related to the event.
  3. Exhibitors are expected to maximise visibility and professionalism in their presentations.
  4. Exhibitors must comply with all organiser instructions, including those in the exhibitor kit.
  5. All laws — including occupational health and safety laws — must be followed by exhibitors.
  6. Exhibitors must keep their booth tidy and remove all materials post-event. Failure to do so will result in additional cleaning or removal charges.
  7. Booth setups must not obstruct neighbouring spaces or aisles.
  8. Custom-designed exhibits require prior approval via submission of visuals/plans.
  9. Exhibitors are responsible for all items within their allocated space.
  10. No flammable or dangerous goods are to be used unless approved in writing by the organiser.
  11. Nails, screws, or permanent fixtures or placing items on walls are prohibited. Damage will be billed and payable within 14 days.
  12. Delivery times must be adhered to. The organiser will not be responsible for lost or rejected deliveries.
  13. Exhibitors must cease any activity deemed disruptive by the organiser.
  14. All transactions must occur within the allocated space unless approved otherwise.

Storage of Goods

  1. Storage rules will be detailed in the exhibitor manual. Public areas cannot be used for storage.

Stand Services and Construction

  1. Official contractors will handle stand construction, electrics, and equipment. Non-official contractors must show valid insurance and OH&S documentation to enter the premises.

Insurance and Liability

  1. Public liability insurance is mandatory and must be provided upon request.
  2. Exhibitors and sponsors must indemnify the organiser against claims, damages, or expenses.
  3. The organiser will take all reasonable precautions but accepts no liability for lost or damaged property.
  4. The organiser will not be liable if authorities prevent access or usage of the venue.
  5. The organiser does not guarantee visitor numbers or commercial results from participation.

Exhibitor Payment and Cancellation

  1. 100 % of the exhibition fee is due upon booking confirmation.
  2. Payments must be made in Australian dollars via direct deposit. GST is included in all listed prices.
  3. Payments are made payable to The MacKillop Institute. A tax invoice will be provided.
  4. If an exhibitor fails to occupy their stand by the opening time, the organiser may reallocate the space. The original exhibitor remains liable for all contract terms and fees.
  5. Exhibitor cancellations may be accepted at the organiser’s discretion if:
    1. The request is made in writing
    2. The organiser can rebook the space
    3. The reason is deemed valid (excludes insolvency)
  6. If cancellation occurs after 1 July 2025, 50 % of the contracted fee will be retained. No refunds will be granted after this date. Non-payment does not cancel contractual obligations.

Sponsor Payment and Cancellation

  1. 100 % of the sponsorship fee is due at the time of booking.
  2. Payments must be made in Australian dollars via direct deposit. Prices include GST.
  3. Payments are to be made payable to The MacKillop Institute.
  4. Cancellation must be submitted in writing.
  5. If cancellation occurs after 1 July 2025, no refunds will be issued. Cancellations before this date will incur a 50 % fee. Non-payment does not cancel contractual obligations.

The MacKillop Institute and the Lead the Way Conference organisers accept no responsibility for injury, damage, loss, or harm to participants, exhibitors, sponsors, or attendees. Changes to the programme, venue, or schedule may be made if necessary. The organisers are not liable for cancellations or disruption caused by Force Majeure, including war, natural disasters, pandemics, civil unrest, or other events beyond reasonable control.

For more details about the Lead the Way Conference 2025 and sponsorship opportunities, please visit:
👉 mackillopinstitute.org.au/sponsorship/

MacKillop Family Services Limited trading as The MacKillop Institute.

237 Cecil Street, South Melbourne, VIC, 3205. 03 9699 9177 institute@mackillop.org.au

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MacKillop Family Services acknowledges the Traditional Custodians and their Elders in each of the communities where we work.


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As a Rainbow Tick organisation, MacKillop values an inclusive culture where lesbian, gay, bisexual, trans, queer, gender diverse, intersex and asexual people (LGBTIQA+) have the right to be safe.

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