The following terms and conditions apply to your contract as a partner partner and/or exhibitor at the Australia and New Zealand Children’s Haematology and Oncology Group Annual Scientific Meeting 2023.

Things you need to know

• You (partnering/sponsoring/exhibiting organisation) by completing the sponsorship booking form or the exhibition booking form accept these Terms and Conditions.
• We/Us (MCI ABN 76 108 781 988) representing the Organising Committee and the Host Body do not accept responsibility for any errors, omissions or changes.
• Details may change without notice. Please refer to the website (https://asm-anzchog.com/) for the latest information on ANZCHOG ASM 2023.

Services

• All Services will be provided based on the information and specifications supplied by you. All information that we provide is supplied in good faith, but we do not warrant or guarantee the accuracy or completeness of any information provided by us or any third party. It is not within the scope of our obligations to enquire as to, or to verify, the accuracy of completeness of information that we receive from your or any third parties.
• The Services and Deliverables specified in previous conversations are indicative only and may be amended by us from time to time. While we will use all reasonable endeavours to deliver the features and functionality specified therein, nothing in this Agreement prevents us from amending the Services at any time during the event delivery.
• We will use reasonable endeavours to provide the Services promptly or by an applicable Delivery Date or such other dates as agreed by the parties in writing. Any Delivery Date or time quoted for delivery, commencement or completion of any part of the Services is an estimate only and time will not be of the essence.

Your obligations

• You acknowledge that our ability to be able to provide the Services to you without delay or interruption is dependent on your full and timely cooperation. You will (and will ensure that the Authorised Users will):
  • Co-operate with and assist us in the supply of your content;
  • Promptly provide us with full and accurate information, data and explanations as and when required;
  • Comply with applicable laws and regulations (including the General Data Protection regulation (“GDPR”) with respect to user privacy, data collection, data retention, data transmission, data storage and the use of cookies
  • Comply with all reasonable directions and guidelines from us as advised from time to time.

Financial facts

• Phone or unpaid bookings will not be accepted.
• We will issue a tax invoice which is payable within 14 days. If you miss the payment date, any time dependent discounts will be forfeited— i.e. you will be billed at the next highest level (early rate to standard, etc.).
• You will not receive any partnership or exhibition entitlements, including allocation of booth location (allocated in order of partnership/exhibition level) until all monies have been paid.
• All prices are quoted in Australian dollars and exclude GST.
• Payments can be made via electronic funds transfer (EFT).
• If you pay by electronic funds transfer you agree to pay any bank charges and must include these in the amount you transfer.
• If you pay via credit card a processing fee may be charged.
• In no event will MCI Australia/ANZCHOG be liable to you or any third party for any:

Cancellation

• You must notify us in writing if you need to cancel.
• Cancellations received prior to 28 February 2023 will be refunded 50% of the total investment amount
• Cancellations made after this date will not be refunded.
• Your non-payment does not cancel your contractual obligations to us.
• No exhibitor shall occupy allocated space until all monies owing to the organiser by the exhibitor are paid in full.
• In the unlikely case that the event cancels, ANZCHOG will refund your full financial investment minus any expenses incurred to date of the cancellation. This includes, but not limited to, any costs for your program involvement and any promotional exposure up until the time cancellation occurs.
• In the unlikely case that the event postpones or changes format significantly from what is outlined in this prospectus the extent of refunds will be a matter for the Host Organisation (the underwriter) to decide. The ANZCHOG 2023 ASM will forward requests for annulment of contract or refund to MCI Australia for arbitration.

You and your staff onsite

• Your application to sponsor does not constitute an attendee registration. You will need to do that separately.
• All exhibition staff must be registered online—i.e. complimentary exhibitor/partner registration, or by purchasing additional exhibitor/sponsor staff registrations.
• Your application to sponsor does not constitute an attendee registration. You will need to do that separately.

Print + promotional entitlements

• Logos and other printed material may, at our sole discretion, be reproduced in colour (where possible), OR the nominated meeting spot colour/s OR mono depending on the method of production.
• The sponsor must provide suitable material to meet our publication requirements and deadlines.
• Please provide all material at 300 DPI at 100% in jpeg (preferred for website) AND eps (preferred for print) format including, where possible, RGB or Pantone colour equivalents.
• Where applicable, advertisements are to be supplied by the sponsor.
• No print or web recognition will be given unless payment terms have been met.

Non-sponsored functions

• To seek approval to host an un-endorsed but approved satellite function, please share with the conference secretariat the following details for review and approval by the ASM organisers:
• Function name
• Location
• Date/time
• Expected attendee numbers
• Function objectives/content summary
• Proceeding with running unauthorised function in competition with the ASM will be seen has hosting a pirate symposium.

Privacy statement

Your name and contact information, including electronic address, may be used by parties directly related to the event such as the organisers and approved stakeholders, for relevant purposes such as promotion, networking, and administration of this, and future events of this type. If you do not consent, please advise us. In addition, your name, organisation, and country/state of origin may be published on the delegate list which is provided to delegates, exhibitors, and partners at the event. If you do not wish your details to be included in this list, please contact us.