EXHIBITOR TERMS & CONDITIONS

1. Definitions

1.1 Authorities
The Authorities include the Commonwealth of Australia, State Governments, statutory and local authorities, and the lessor and/or operator of the Exhibition Venue.

1.2 Contract
The Contract is the contract referred to in clause 2.3.

1.3 Contract Fee
The Contract Fee means the Total Cost of the Space detailed in the Space Application, inclusive of GST.

1.4 Deposit
The Deposit is the portion of the Contract Fee described in the Space Application as the Deposit.

1.5 Force Majeure
Force Majeure means an act of God, war, revolution or any other unlawful act against public order or authority; an industrial dispute, including strike or other labour disturbances; a governmental restraint, including a declaration of emergency; natural disaster, including earthquake, fire or flood; and any other event which is not within the Organiser’s control.

1.6 Insurance Fee
The Insurance Fee is the fee for public risk/product liability insurance taken out by the Organiser, as described in the Space Application.

1.7 Withdrawal Fee
The Withdrawal Fee is the fee described in clause 15.

1.8 Exhibition
The Exhibition is the exhibition described in the Space Application.

1.9 Exhibition Venue
The Exhibition Venue is the place where the Exhibition will be held, as described in the Space Application.

1.10 Exhibitor
The Exhibitor is the Applicant whose details are set out in the Space Application and, where not inconsistent with the context, a reference to the Exhibitor includes all its officers, employees, agents or contractors.

1.11 Exhibitor/Stall Holder Manual
The Exhibitor/Stall Holder Manual means the manual relating to the Exhibition supplied by the Organiser to the Exhibitor with this Contract or which will, in any event, be made available to the Exhibitor either in hard copy or online at least one month before the Exhibition. It includes all amendments to or revisions of that manual made by the Organiser from time to time during the term of this Contract.

1.12 Move-in
The Move-in is the time specified by the Organiser for the Exhibitor to set up displays prior to the opening of the Exhibition.

1.13 Move-out
The Move-out is the time specified by the Organiser for the Exhibitor to dismantle and remove displays following the conclusion of the Exhibition.

1.14 Organiser
The Organiser is CO.AS.IT. Italian Assistance Association.

1.15 Rules & Regulations
The Rules & Regulations means the rules and regulations contained within the Exhibitor/Stall Holder Manual.

1.16 Space
The Space means the space within the Exhibition Venue described in the Space Application under “Stand Details”.

1.17 Space Application
The Space Application means the form accompanying these Terms & Conditions.

2. Application for Space

2.1 An application for space in the Exhibition shall be made by completing the Space Application and returning it to the Organiser. The Organiser reserves the right to accept or reject the application. The Organiser and Exhibitor expressly agree and acknowledge that the Space Application may be prepared, signed and exchanged electronically.

2.2 The Organiser may accept an application for space by:

(a) signing a copy of the completed Space Application and returning it to the Exhibitor;
(b) notifying the Exhibitor in writing, including by email, that the application has been accepted; or
(c) issuing an invoice to the Exhibitor, including by email, for payment in accordance with the Contract terms.

2.3 When accepted by the Organiser, the Space Application becomes a binding contract between the Applicant as Exhibitor and the Organiser. The Exhibitor agrees to exhibit and to be bound by these Terms & Conditions, the Rules & Regulations, and any rules and regulations imposed by the Authorities.

2.4 The Organiser reserves the right to decline an application based on one or more of the following criteria:

(a) the Applicant lacks Italian heritage;
(b) the product sold by the Applicant is not aligned with Italian cultural themes;
(c) there is an oversaturation of similar offerings; or
(d) the Applicant has outstanding payments from previous events.

3. Space Allocation

3.1 The Organiser grants to the Exhibitor a licence to use the Space to participate in the Exhibition. The grant of the licence does not constitute the grant of a right of tenancy. The Organiser reserves the right to alter the floor plan and configuration of any stand and shall only make an adjustment to the Contract Fee if the overall size of the Space is reduced.

3.2 An Exhibitor wishing to reduce its Space must make a request in writing (“Reduction Request”) to the Organiser detailing the reason for the request and the size of the change (“Space Reduction”). The Organiser may grant or withhold approval to the Reduction Request in its absolute discretion.

If the Reduction Request is approved and was received by the Organiser:

(a) 60 days or more prior to the commencement of the Exhibition, the Organiser may, in its absolute discretion, reduce the Contract Fee by 70% of that part of the Contract Fee that relates to the Space reduced;

(b) less than 60 days prior to the commencement of the Exhibition, the full Contract Fee is payable, unless otherwise reduced by the Organiser in its absolute discretion; or

(c) if the Reduction Request is not approved by the Organiser, or no Reduction Request is sought by the Exhibitor, the full Contract Fee shall be payable by the Exhibitor in accordance with this Contract.

4. Exhibits

4.1 All exhibits must be directly related to the Exhibition profile, and all products shown on the Exhibitor’s stand must be those of the Exhibitor or related companies nominated at the time of applying for the Space and detailed in the Space Application.

Each Exhibitor must keep its Space adequately stocked and staffed for the duration of the Exhibition. The Exhibitor shall be liable to the Organiser for any loss or damage to the Exhibitor’s or the Organiser’s reputation or image as a result of failure to comply with this clause.

5. Retail Sales

5.1 Retail sales are only permitted if the Exhibition is open to the general public or at the Organiser’s discretion.

5.2 Even if the Exhibitor operates under a liquor licence, alcoholic beverages must only be sold to designated patrons, as agreed with the Organiser.

5.3 The sale and consumption of alcohol are subject to applicable local laws and regulations. Exhibitors must ensure that any alcohol served or sold complies with licensing regulations. The Organiser reserves the right to request that any Exhibitor cease serving alcohol if deemed necessary.

6. Conduct and Canvassing

6.1 Exhibitors must at all times act responsibly and must not, by their actions, cause a nuisance to other Exhibitors or act in a manner that could damage the reputation of the Exhibition or the Organiser, or adversely impact the running of the Exhibition.

6.2 Exhibitors must not canvass or distribute promotional material other than from their own stand.

6.3 Exhibitors are expected to maintain a professional demeanour at all times during the event. Any inappropriate behaviour, including harassment, will not be tolerated and may result in immediate removal from the event without refund.

7. Subletting

7.1 Exhibitors may not sub-license their Space or assign their rights or obligations without the prior written permission of the Organiser, which may be withheld in its absolute discretion.

8. Compliance with Regulations

8.1 The Exhibitor must comply with all fire, safety, health and other laws, rules and regulations imposed by the Authorities and/or the Organiser, including the Rules & Regulations and the Organiser’s Occupational Health & Safety policy. All rules, regulations and policies are available upon request from the Organiser. Please refer to the Exhibitor/Stall Holder Manual.

8.2 Where an Exhibitor participates in the Exhibition as part of a group stand, it is the Exhibitor’s responsibility to ensure that any party with which it participates complies with the rules and regulations described in clause 8.1 and with the Terms & Conditions of this Contract.

8.3 Upon any breach of this clause 8, the Organiser may remove or alter all or any part of the Space or of the Exhibition in order to rectify the failure to comply, in which case the Organiser will not be liable for any loss or damage whatsoever sustained as a result.

8.4 Exhibitors are required to maintain cleanliness, order and compliance with health and safety standards throughout the event. All marquees and stands must be kept in an acceptable condition, free of dirt and debris, and must meet the requirements outlined in the checklist provided by the Organiser.

This checklist includes standards for cleanliness, set-up, safety and hygiene and must be adhered to before and during the event. The Organiser will conduct inspections prior to opening and at the close of each event day, as well as during event hours for food-related Exhibitors.

Exhibitors found to be non-compliant will receive a report outlining required corrective actions, which must be addressed immediately. Failure to meet cleanliness or safety standards will result in a $250 cleaning and compliance fee per violation, invoiced separately.

8.5 Exhibitors must familiarise themselves with emergency evacuation plans and procedures, which will be provided prior to the event. The Organiser will supply emergency contact information for key staff members, security and medical personnel. Exhibitors should ensure that their staff are aware of these procedures and remain accessible during the event.

8.6 Exhibitors are encouraged to minimise waste and use eco-friendly materials in their exhibits and packaging. The Organiser will provide waste disposal options for recyclables and non-recyclables. Exhibitors must dispose of waste in designated areas and ensure compliance with sustainability guidelines.

8.7 All Exhibitors, contractors and staff involved in the bump-in and bump-out process must wear a high-visibility vest at all times while inside the Exhibition Venue.

9. Stand Limits

9.1 No part of the stand or any display may extend or project beyond the allotted dimensions of the Space. Stands must not exceed a maximum height of 2.5 metres without the permission of the Organiser. No items may project into the aisles.

10. Inclusions

10.1 Each allocated Space varies in its inclusions, contingent upon its type and size, as outlined in Appendix A of this document.

11. Exclusions

11.1 Supplementary items and features can be made available at an additional cost, as detailed in the Exhibitor/Stall Holder Manual.

Exhibitors requiring electricity or other technical resources must specify their needs in advance. The Organiser will provide necessary power connections where available.

Exhibitors must adhere to all safety protocols when using electrical equipment, and the Organiser will not be responsible for any technical malfunctions.

12. Insurance

12.1 A condition of the Organiser accepting this application is that the Exhibitor must hold public liability insurance in its name, as the insured, covering the Venue and event for the period from the beginning of the first day of Move-in to the last day of Move-out, for a minimum of AU$10 million for a single event.

If requested by the Organiser, the Exhibitor must provide certificates of insurance confirming that the policies have been effected.

12.2 The Exhibitor must also hold general property and employer’s liability insurance policies to the satisfaction of the Organiser for the period from the beginning of Move-in to the last day of Move-out.

Such insurance cover must insure the Organiser against any loss as a result of any action or claim arising out of any act or default by the Exhibitor. If requested by the Organiser, the Exhibitor must provide certificates of insurance confirming that the policies have been effected.

13. Terms of Payment

13.1 The Organiser will issue a tax invoice to the Exhibitor for the Contract Fee. Payment options are as follows:

(a) Full Payment
If the Exhibitor pays the entire amount at the time of booking, the Exhibitor is entitled to a 5% discount on the total Contract Fee.

(b) Instalment Payment
If the Exhibitor elects to pay by instalments:

• 40% of the Contract Fee is payable at the time of booking;
• 30% is payable by 15 July 2026; and
• the remaining 30% is payable by 31 August 2026.

Under the instalment option, the full Contract Fee applies.

13.2 Where an application for Space is received after 31 August 2026, the Exhibitor must pay the full amount immediately, and the booking will not be considered effective until payment is received by the Organiser.

Applications received from 1 October onwards will be considered on a case-by-case basis.

13.3 If the Exhibitor does not fulfil payment of the full invoice by the specified due dates, its allocated Space will be reassigned to the first applicant on the Waiting List and the Exhibitor will forfeit the Deposit.

13.4 Administrative fees may be payable in relation to processing refunds, late payments and payment arrangements in accordance with the schedule published on the Organiser’s website from time to time.

13.5 The Exhibitor is responsible for settling all accounts for expenses incurred by it, its agents, employees or contractors in connection with the Exhibition and must discharge such liabilities immediately upon request by the Organiser.

13.6 Interest on overdue amounts may be charged at a rate of 1.50% per calendar month or part thereof, and the Exhibitor shall be liable for, and expressly undertakes to pay, all such interest.

13.7 In the event of any default in payment, the Exhibitor shall be liable on an indemnity basis for any and all legal and/or debt collection expenses incurred by the Organiser in obtaining, or attempting to obtain, payment for any amount due by the Exhibitor.

14. Termination by Organiser

14.1 The Exhibitor acknowledges and agrees that clauses 4–13 are essential terms of this Contract. If the Exhibitor is in breach of any of them, the Organiser may terminate this Contract:

(a) immediately, if the Exhibition or Move-in has already commenced; or
(b) by giving three business days’ written notice if prior to Move-in.

14.2 If this Contract is terminated due to non-payment of any amount owing to the Organiser, the Organiser may re-let the Space to another applicant and recover damages in the form of the Withdrawal Fee as detailed in clause 15.

14.3 The Organiser may terminate this Contract immediately if the Exhibitor brings the Organiser or the Exhibition into disrepute or adverse publicity or notoriety that affects the Organiser or Exhibition in a negative manner, including but not limited to the insolvency of the Exhibitor.

14.4 If the Organiser suffers an event of Force Majeure, the Organiser may terminate this Contract immediately upon giving written notice, including by email, detailing the Force Majeure event.

14.5 The Organiser may terminate this Contract without cause prior to the commencement of the Exhibition upon giving one month’s notice to the Exhibitor.

15. Withdrawal by Exhibitor

15.1 If the Exhibitor withdraws from the Exhibition, it will forfeit the Deposit.

15.2 An Exhibitor who withdraws from the Exhibition for any reason whatsoever will be liable for the Withdrawal Fee, calculated as follows:

Notification before commencement

Withdrawal Fee

More than 60 days

50% of Contract Fee

Between 60 and 30 days

80% of Contract Fee

Less than 30 days

100% of Contract Fee

15.3 The Exhibitor acknowledges that the Withdrawal Fee is a reasonable pre-estimate of the typical loss which would be incurred by the Organiser arising from the Exhibitor’s withdrawal from the Exhibition.

15.4 Notification of withdrawal must be made in writing, including by email, to the Organiser. Verbal notification of withdrawal shall not be effective under any circumstances.

15.5 The Organiser may, at its absolute discretion, deem an Exhibitor to have given notification of withdrawal if:

(a) the Exhibitor indicates to the Organiser that it may not participate in the Exhibition; and/or

(b) the Organiser requests the Exhibitor to confirm its participation in accordance with this Contract in writing, including by email, and the Exhibitor fails to provide such confirmation within three business days of the request.

15.6 The Withdrawal Fee must be paid to the Organiser irrespective of whether the Organiser incurs a loss as a result of the withdrawal.

15.7 In case of last-minute issues, Exhibitors must inform the Organiser of their inability to participate in the event at least 72 hours before the scheduled start time.

If an Exhibitor fails to notify the Organiser within this timeframe, the Exhibitor will be considered in breach of the terms of participation and will be subject to a no-show penalty fee equal to 20% of the Contract Fee.

This penalty must be paid within 14 days. Failure to pay may result in exclusion from future events.

16. Exclusion of Liability

16.1 To the extent permitted by law, the Organiser gives no warranty and makes no representation:

(a) that the Exhibition will attract any or any minimum number of visitors, or will achieve any or any particular financial or promotional outcome for the Exhibitor;

(b) as to the completeness or accuracy of all information provided by the Organiser; or

(c) regarding the publication of content across the Festa’s social media channels, which remains at the Organiser’s discretion.

16.2 The Organiser is not liable to the Exhibitor for any loss arising out of:

(a) any restrictions or conditions regarding the construction, erection, completion, alteration or dismantling of any stands imposed by the Authorities;

(b) the location, entry point or siting of the Space, or the prominence of neighbouring or any other Exhibitors’ Space;

(c) the failure of any services normally provided at the Exhibition Venue;

(d) the amendment or alteration of all or any part of the Exhibition Manual;

(e) changes imposed by any of the Authorities; or

(f) an event of Force Majeure.

16.3 In no event shall the Exhibitor have any claim for damages of any kind against the Organiser in respect of loss or damage to the Exhibitor, direct or consequential, arising from the prevention, cancellation, postponement, abandonment, part-time opening or relocation of the Exhibition, either wholly or in part, if for any reason beyond the Organiser’s control or due to Force Majeure, or if the Exhibition facility becomes wholly or partially unavailable or inappropriate, in the Organiser’s opinion, for the holding of the Exhibition (“Change Event”).

In the event of a Change Event, the Organiser shall be entitled to retain all sums paid by the Exhibitor, or such part thereof as the Organiser considers reasonable, if the Exhibition is able to be held with whatever changes are required as a result of the Change Event.

16.4 If, in the opinion of the Organiser, by rearrangement or postponement of the period of the Exhibition, substitution of another hall or building, or in any other reasonable manner the Exhibition can be carried on, the Organiser shall give notice in writing to the Exhibitor advising of the Change Event (“Change Event Notice”).

Subject to clause 16.6, this Contract shall remain binding upon the parties, except as to the size and position of the Space, which the Organiser may modify as it deems necessary under the circumstances.

If the Organiser is unable to run the Exhibition, the Organiser will use reasonable endeavours to provide an alternative exhibition within twelve (12) months of the date of the relevant Exhibition. Such alternative exhibition is to be held as a physical event and in the same format. Such movement of the Exhibition timing will not constitute cancellation of the event.

16.5 If the Exhibitor does not agree to exhibit pursuant to the Change Event Notice, the Exhibitor may terminate this Contract by notice in writing within five business days of the date of the Change Event Notice (“Termination Notice”).

The Exhibitor will then be taken to have withdrawn from the Exhibition and clauses 15.1, 15.2, 15.3 and 15.6 will apply.

16.6 If the Exhibition is cancelled by the Organiser as a result of the Change Event, the Organiser will refund the Contract Fee for the period the Space is unavailable.

16.7 The Organiser assumes no risk and the Exhibitor releases the Organiser from liability for loss or damage to persons or goods. The Exhibitor indemnifies the Organiser against any claim in respect of the Space or the Exhibitor’s exhibits.

16.8 Without limiting clause 16.7, in no event shall the Exhibitor have any claim for damages of any kind against the Organiser in respect of loss or damage to the Exhibitor’s property occasioned by theft, fire, accidental loss or damage, other insurable event or otherwise.

16.9 To the extent permitted by law, the liability of the Organiser to the Exhibitor for all claims relating to the Exhibition or this Contract, including in relation to termination pursuant to clause 14, whether in contract, tort or otherwise, shall not exceed the amount of the Contract Fee actually paid to the Organiser by the Exhibitor in connection with the Space Application.

In no event shall the Organiser be liable to the Exhibitor for any consequential, indirect, special or incidental damages.

16.10 The Exhibitor is responsible for securing its property and exhibits. The Organiser will not be liable for any loss, theft or damage that occurs during the event. Exhibitors are advised to arrange their own insurance for property protection.

17. GST

17.1 Except where express provision is made to the contrary, and subject to this clause, any amount that may be payable under the Contract is exclusive of any GST.

If a party makes a taxable supply in connection with this Contract for a consideration which represents its value, then the recipient of the taxable supply must also pay, at the same time and in the same manner as the value is otherwise payable, the amount of any GST payable in respect of the taxable supply.

18. Acknowledgement

18.1 The Exhibitor acknowledges that it has made an independent evaluation of the Terms & Conditions of this Contract and all information provided to it by the Organiser in relation to the Exhibition.

The Exhibitor acknowledges that it has verified, or will verify, all information upon which it intends to rely to its own satisfaction, and that the Organiser gives no warranty as to the accuracy of any such information.

The Exhibitor further acknowledges that it is bound by these Terms & Conditions by virtue of electronic acceptance of the Contract by any ostensibly authorised person from the Exhibitor’s company.

19. Severability

19.1 If anything in this Contract is unenforceable, illegal or void, it is severed and the remainder of this Contract remains in force and effective.

20. Governing Law

20.1 The laws of the State of Victoria apply to this Contract, and any dispute or court proceedings must be heard in the State of Victoria.

21. Privacy

21.1 It is a condition of participation in the Exhibition that the Exhibitor’s contact details may be forwarded to approved service providers appointed by CO.AS.IT. to enable those service providers to engage with Exhibitors to arrange essential goods and services required for successful participation in the Exhibition.

Please refer to the CO.AS.IT. Privacy Policy.

CO.AS.IT. collects information from customers and attendees and may provide personal information to third parties for marketing purposes in compliance with applicable Australian privacy law. CO.AS.IT. facilitates exposure of organisations and businesses to new customers and clients for marketing purposes subject to the following constraints and conditions:

(a) CO.AS.IT. does not agree to obtain consent from individuals on behalf of third parties wishing to engage in marketing activities. Information disclosed for direct marketing is provided on the basis that the recipient agrees to comply with its obligations under the Privacy Act, including obtaining any consent required prior to using information collected from third parties for direct marketing communications.

(b) If an individual requests that CO.AS.IT. not provide their information to third parties, CO.AS.IT. will not supply that information to third parties for marketing purposes.

21.2 Exhibitors consent to the Organiser photographing or filming the event and using these images or videos for promotional purposes, including on social media platforms, websites and other marketing materials.

If an Exhibitor does not wish to be included in media coverage, they must notify the Organiser in advance.