ICEN 2027 Sponsorship & Exhibition Partner | Terms and Conditions

Sponsorship & Exhibition Partner

Booking Terms and Conditions

24th International Conference
for Emergency Nurses

Park Hyatt Melbourne
Wednesday 15 – Friday 17 September 2027

About these Terms and Conditions

These Terms and Conditions apply to all Sponsorship & Exhibition Partner bookings for the 24th International Conference for Emergency Nurses (ICEN 2027), Park Hyatt Melbourne, 15 to 17 September 2027. A submitted Booking Form is an offer to participate. A binding contract between the Exhibitor and CENA, comprising the Booking Form and these Terms and Conditions, is formed when CENA confirms the booking in writing.

Definitions

• CENA means the College of Emergency Nursing Australasia Ltd (ABN 38 102 951 799).
• Conference means ICEN 2027, including any associated program, function or activity.
• Conference Managers means Maison JC Events, appointed by CENA to manage the Conference.
• Exhibitor means the sponsor or exhibitor named on the Booking Form, including its employees, agents and contractors.
• Package means the sponsorship, booth or other item booked.
• Venue means the Park Hyatt Melbourne or any alternative venue nominated by CENA.

Key Dates

If this summary differs from the clauses below, the clauses prevail.

1. Booking and Payment

1.1  Acceptance. CENA may accept or decline any booking at its discretion. If a booking is declined, all monies paid will be refunded in full.

1.2  Pricing. All prices are in Australian Dollars and exclude GST, which will be added to all invoices. Exhibitors based overseas are responsible for their own tax obligations, and prices are not adjusted for any overseas tax.

1.3  Payment method. All invoices are payable within fourteen (14) days of the tax invoice date, by direct deposit in Australian Dollars to the account shown on CENA’s tax invoice, quoting the invoice number. Credit cards are not accepted. Bank and currency conversion fees are the Exhibitor’s responsibility. CENA will never change its bank details by email alone; any such notice should be verified by telephone with the Conference Managers before payment.

1.4  Payment schedule. Payments and certificates of currency are due as follows:

Bookings from Saturday 14 August 2027 are subject to availability. Bookings close on Friday 10 September 2027.

1.5  Booth allocation. CENA allocates booths at its discretion, taking into account the Package level and the date the Booking Form and payment were received.

1.6  Acknowledgement. The Exhibitor will not be acknowledged in any Conference materials until CENA has received its completed Booking Form and the payment due.

1.7  Non-payment. If payment is not received within fourteen (14) days of the invoice date, CENA may release the Package, including any booth, to another party. If the balance is not received by Friday 18 June 2027, CENA may treat the booking as cancelled by the Exhibitor, and the cancellation fee under clause 2.2 applies. An Exhibitor that has not paid in full will not be permitted to bump in.

2. Postponement, Cancellation and Refunds

2.1  Postponement. If CENA or the Venue postpones the Conference:

2.2  Cancellation by the Exhibitor. Cancellations must be given in writing under clause 7.3. The following fees, as a percentage of the total Package price, apply from the date notice is received:

Monies already paid will be applied to the fee and any excess refunded. If nothing has been paid, CENA will invoice the fee, payable within fourteen (14) days.

2.3  Refunds. Refunds are paid by direct deposit within thirty (30) days of the event giving rise to them.

3. Insurance and Liability

3.1  Public liability insurance. Every Exhibitor with an onsite presence must hold public liability insurance of at least ten million Australian dollars (AUD $10,000,000) per occurrence, current for the Conference including bump-in and bump-out, and must provide a certificate of currency by the date set out in clause 1.4. If the policy expires before bump-out, a renewed certificate must be provided before bump-in. An Exhibitor without a valid certificate will not be permitted to bump in, and no refund will be payable.

3.2  Exclusion of liability. CENA, the Conference Managers and the Venue are not responsible for any loss of, or damage to, the Exhibitor’s equipment, materials or property, however caused.

3.3  Indemnity. The Exhibitor indemnifies CENA, the Conference Managers and the Venue, and their officers, employees and agents, against any claim, loss, cost or liability (including reasonable legal costs) arising from the acts or omissions of the Exhibitor or from its stand, equipment, products or activities, except to the extent caused by the indemnified party’s negligence.

4. Force Majeure

4.1  Definition. A Force Majeure Event is any circumstance beyond CENA’s reasonable control, including fire, flood, storm, natural disaster, industrial action, civil unrest, terrorism, epidemic or pandemic, government restrictions, and any cyber incident affecting Conference or Venue systems.

4.2  Postponement or alternative format. If a Force Majeure Event occurs, CENA will first seek to postpone the Conference, in which case clause 2.1 applies, or deliver it in a modified or virtual format. Any Package benefit that cannot be delivered will be replaced with a substitute of comparable value.

4.3  Cancellation. If the Conference is cancelled due to a Force Majeure Event, CENA will refund monies paid, less a reasonable share of non-recoverable costs already incurred in delivering the Package (with a summary provided on request), or, at the Exhibitor’s election, hold those monies as credit towards the next ICEN conference. This is CENA’s total liability. CENA is not liable for any other loss, including travel, accommodation, freight, staffing costs or lost business.

5. Exhibition and Promotion

5.1  Subletting. The Exhibitor must not assign, sublet or share its booth without CENA’s prior written consent.

5.2  Floor plan. CENA may change the location, size or layout of any booth where reasonably necessary for operational, safety or Venue reasons, and will notify the Exhibitor as soon as practicable. Such changes do not affect the amount payable. Where a change materially reduces the booth or the benefit of the Package, CENA will offer, at its discretion, a comparable alternative booth or an additional benefit of reasonably equivalent value.

5.3  Stands and Venue. Displays must remain within the allocated booth. The Exhibitor must not damage, deface or affix anything to Venue surfaces, and must reimburse CENA for any repair costs. Booths are supplied by the official stand contractor appointed by the Conference Managers, and booth specifications and inclusions are set out in the exhibitor manual. Additional items ordered from the official stand contractor are charged by and contracted directly with that contractor. Any custom-built stand, or any item supplied by another contractor, requires the prior written approval of the Conference Managers and the Venue.

5.4  Electrical equipment. All electrical equipment must be tested and tagged in accordance with AS/NZS 3760 and any Venue requirements. Untagged equipment may be removed from use.

5.5  Logos and promotional material. The Exhibitor grants CENA and the Conference Managers a non-exclusive, royalty-free licence to use its name and logo to acknowledge its participation in printed and digital materials. CENA may require the removal of any material it reasonably considers inappropriate, misleading or inconsistent with these Terms and Conditions.

5.6  Industry codes. The Exhibitor must comply with any industry code that applies to it, including the Medical Technology Association of Australia Code of Practice and the Medicines Australia Code of Conduct, and with all laws on the promotion of therapeutic goods, including restrictions on hospitality, gifts and competitions for health professionals.

5.7  Program independence. Sponsorship or exhibition gives no right to influence the Conference scientific program, which remains the sole responsibility of CENA. Acknowledgement of an Exhibitor does not imply CENA’s endorsement of any product or service.

6. Privacy

6.1  Exhibitor information. CENA handles the personal information of Exhibitor representatives in accordance with the Australian Privacy Principles under the Privacy Act 1988 (Cth), and uses it to administer the booking, for Conference communications, and to inform the Exhibitor about future ICEN conferences and other CENA events. It may be shared with the Conference Managers and their service providers, including the registration platform, for those purposes only. The Exhibitor may opt out of communications about future events at any time.

6.2  Attendee information. CENA does not supply attendee lists. Attendee details collected by an Exhibitor, including through lead scanning, may be collected only with the attendee’s consent and must be handled in accordance with the Privacy Act 1988 (Cth) and anti-spam laws.

7. General

7.1  Compliance. The Exhibitor must comply with all applicable laws, Venue rules and reasonable directions of CENA and the Conference Managers, including those relating to work health and safety.

7.2  Entire agreement. The Booking Form and these Terms and Conditions form the entire agreement between the parties. Any variation must be agreed in writing by CENA.

7.3  Notices. All notices, including cancellations, must be emailed to icenconference@cena.org.au. A notice is received when it arrives, in Melbourne time; one received after 5.00 pm, or on a weekend or Victorian public holiday, is taken to be received on the next business day.

7.4  Governing law. These Terms and Conditions are governed by the laws of Victoria, Australia, and the parties submit to the non-exclusive jurisdiction of its courts.

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