Exhibitor/Sponsor Terms and Conditions

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Sponsors and Exhibitors are accepted at the discretion of SCA (NZ), and sponsors and exhibitors participate on the understanding that:​

• Sponsorship or Exhibiting does not include accommodation or airfares.

• Any variations required to the exhibition floor plan will be at the discretion of the organiser; it is subject to change at any time.

• Ensure that there is a sponsorship liaison person available to SCA (NZ) at all reasonable times leading up to the Event, for the duration of the Event and after the Event until any resulting matters are finalised.

• Additional items are at the exhibitor's expense. 

• Obligations and activities are carried out in a manner that enhances the reputation of SCA (NZ) and the event in general.

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Booking and Payment

• A 50% deposit is required at the time of booking. You will then have the option of paying the balance prior to the conference, which must be received no later than Monday 3 November 2025.

• Exhibitors must be confirmed and paid in full before Monday 3 November 2025 (unless sold out prior).

• Booth numbers will only be allocated to companies who pay their 50% deposit.

• Exhibitors are allocated on a first-in-best-dressed policy.

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Cancellation Policy and Transfers
Cancellations received on or before Friday 24 October 2025, will incur a fee of 50% of the applicable registration price. Cancellations made after invoice payment are non-refundable. All cancellations must be submitted in writing to events@strata.community.

 

Artwork

Within 7 days of completing the booking form you will need to provide:

• High-resolution company logo in PNG, JPEG, or EPS format (EPS preferred; PNG or JPEG accepted). Must be high-resolution for printing.

• Hyperlink to your website.

• Contact number and email for directory listing in the conference program.

 

All deadlines for logos, artwork, and signage must be met. SCA (NZ) cannot guarantee the accuracy of delivery of any materials delivered outside of the agreed deadlines.

 

Colour reproduction will, when printed, be as close to the specified colours as practical.

 

Provision of banner and any other promotional material (including any relevant freight cost) is the responsibility of the sponsor and/or exhibitor.

Name Badges
Your name badge is your passport to access all events and meals included in your registration. Please ensure your badge is visible at all times and worn only by the correct person. We can’t guarantee a professional badge will be printed if the delegate transfer is not received by Monday 17 November 2025.

Dietary Requirements
Dietary requirements must be provided by Thursday 13 November 2025. Although SCA (NZ) will make every effort to accommodate late additions, please note that due to varying venue terms and conditions, we cannot guarantee that any dietary requirements received after this date can be accommodated.

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Code of Conduct

SCA (NZ) continually seeks to provide an environment of mutual respect in which participants may learn, network, and enjoy the company of their peers. We recognise a shared responsibility to create that environment for the benefit of all.

Delegates must abide by the Event Etiquette and Standards of Behaviour Policy.

Any form of harassment will not be tolerated, whether intentional or unintentional. Anyone who is reported will be removed from the event and may result in exclusion from future SCA (NZ) events.
 

Privacy

The Privacy Act 1988 provides that, before your name and contact information can be published on the conference delegate list for distribution to fellow delegates or any other party, you must give your consent. If you DO NOT wish to have your name, email address, and company name included in the list of delegates please indicate on the registration form. SCA (NZ) takes reasonable steps to ensure your personal information is not exposed to misuse, loss or unauthorised access. At any event held by SCA (NZ), your image may be photographed or filmed at any time throughout the event. We may use, publish or reproduce your image or recording of you in any form of published communication material to promote our services and to report on its events through its publications and resource material such as our Annual Report, Inside Strata magazine, e-bulletins, website and direct email campaigns etc. Your consent to the use of your image in full or part for any SCA (NZ) related purpose is taken to be given by attending this event. Should you not wish to have your image photographed or filmed, please contact us at events@strata.community to advise that you do not wish to be photographed or filmed.

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Policy on “Suitcasing” and “Outboarding”
In order to protect our valued exhibitor and conference partners, and the investments they have made in participation in the SCA (NZ) 2025 Solutions in Engineering Conference, we are enforcing a strict “suitcasing” and “outboarding” policy.

Suitcasing

Suitcasing will not be tolerated at all.

 

Any Strata Services delegate who is not an exhibitor of the conference is NOT permitted to openly market products/services during the conference.

Delegates who are not official exhibitors or sponsors of the conference may:

• Converse and network with other delegates;

• Hand out business cards.

 

Delegates who are not official exhibitors or sponsors of the conference may NOT:

• Hand out any form of marketing material for products/services of their organisation;

• Attempt to sell or market services or products verbally;

• Make appointments to meet with delegates during the conference period or conduct meetings and product demonstrations;

• Wear any branded clothing with identifying organisation logos or text during the conference or its functions (this is applicable only to service providers and not strata managers);

• Send unsolicited emails to attendees or exhibitors prior to and during the conference promoting your products and services, offering meetings, and/or promotions during the conference.

 
Note: Breaking these terms may mean removal from the conference, a fine equal to the cost of a conference sponsorship and/or the penalty of suspension from the next year’s conference and potential loss of membership.

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Unofficial Events “Outboarding”

SCA (NZ) will not permit any organisation, whether or not a sponsor of the conference, to host any event, any kind of invitation only or private event within the conference dates (from 27 to 28 November 2025) that has not been booked and advertised through SCA (NZ).

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Note: Breaking these conditions carries the penalty of suspension from the following year’s conference and potential loss of membership.

Insurance Disclaimer

Regulations set by the SCA (NZ) and Crowne Plaza Auckland require that the former must sight exhibitors’ public liability cover. Please extend your public liability to cover your display and email the front cover of your Public Liability Policy to events@strata.community by 13 November 2025.

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SCA (NZ) must have evidence of your public liability or a copy of your indemnity before we can allow you to set up your display.

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Dates required to be covered by your public liability are:

• Thursday 27 November 2025​

• Friday 28 November 2025

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SCA (NZ) cannot take any responsibility for any participant failing to arrange their own insurance. SCA (NZ) does not provide insurance coverage for any accidental injuries, loss or damage for Exhibitors/Sponsors at the events.

Force Majeure
Where there is an agreement between SCA (NZ) and a Sponsor or registrant, it is automatically null and void if any events offered are cancelled due to an act of God including, but not limited to, hurricane, earthquake, flood, volcanic eruption, tornado, famine, terrorism, war, or pandemic. In the event of cancellation due to an act of God neither party shall be liable for any further payments.

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Accommodation

Terms and conditions apply, please review before completing your booking. If you have a subscription to any loyalty programs affiliated with the hotel, we recommend you check and compare the rates against these arrangements.

SCA (NZ) takes no responsibility for any direct bookings made by delegates using the accommodation links.​

SCA (NZ) is not responsible for any accommodation cancellations and refunds. You need to contact the hotel directly and review the terms and conditions you agreed upon confirming your booking.

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Venue

SCA (NZ) and event venues are not responsible for any lost, stolen, or damaged personal belongings. Delegates are advised to keep their valuables secure at all times.