SCA Conference 2023 Terms and Conditions

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STANDARDS

MATTER

2023 SCA

Australia and New Zealand National Conference

5 -7 June 2023 | Darwin NT

Sponsors & Exhibitors

Speakers

Delegate Terms and Conditions

Terms & Conditions: Important registration information

A minimum requirement of the 2023 SCA Australia and New Zealand Conference attendance is that all companies must be a current member of a state or national branch to achieve CPD points. CPD points are allocated by each applicable SCA state and enquiries should be made with your applicable SCA office.

Close of registration
Close of Early Bird registration (with full accompanying payment) is Thursday, 6 April 2023. Standard registration (with accompanying payment) must be received at least 14 business days prior to the commencement of the Conference; no later than 11:59PM AEST Tuesday, 16 May 2023.

Registration
Only the person listed as attending and therefore named on the Conference name badge may attend. You cannot purchase a Full Conference Registration and then send (2) two different people on each day and/or share (1) one name badge.

Cancellation policy and transfers
Delegate cancellations received after Sunday, 14 May 2023 will incur 100% of the applicable registration price. Only the delegate registration fee will be refunded prior to Sunday, 14 May 2023. Credit card charges incurred will not be refunded. Cancellations are only applicable in exceptional cases and at the discretion of SCA Head Office. Transfer of registrations will be accepted until Sunday, 21 May 2023. To receive 5 Pack Early Bird registration discount, all 5 or more delegate names must be advised at the time of registration; it is not possible to cancel any of the 5 or more delegates, but transfers may be permitted in accordance with these terms. Note: ALL cancellations or transfers must be received in writing to SCA Head Office’s via email to events@strata.community.

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 warranty a professional badge printed if the transfer is not received by Sunday, 21 May 2023.

Privacy
The Information Privacy Act 2009 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 Head Office takes reasonable steps to ensure your personal information is not exposed to misuse, loss or unauthorised access. At any event held by SCA Head Office, 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 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 on events@strata.community to advise that you do not wish to be photographed or filmed.

Program disclaimer
SCA reserves the right to alter, amend, vary or otherwise change the program at any time as circumstances dictate without further notice to registered delegates. Every effort will be made to provide a program of equivalent standard and value.

Suitcasing
Suitcasing will not be tolerated at all. Any Strata Services who is not an exhibitor of the conference is NOT permitted to openly market products/services during the conference. Delegates are permitted to converse, hand out business cards/network with other delegates. Delegates may not, however hand out any form of marketing material for products/services of their organisation and/or verbally market services and/or make appointments to meet with delegates during the conference period. Clothing branded in any way with identifying organisation logos or text is not permitted to be worn during the conference or its functions. This is applicable only to service providers and not strata managers. Breaking these terms may mean ejection from the conference, a fine equal to the cost of a conference sponsorship, the penalty of suspension from the next event and potential loss of membership.

Unofficial Events “Outboarding”
SCA Ltd will not permit any organisation whether a sponsor or not of the conference, to host any event, any kind of invitation only or private event within the conference dates (from 5 June 2023 to 7 June 2023) that has not been booked and advertised through SCA Ltd. Breaking these conditions carries the penalty of suspension from the following year’s conference and potential loss of membership.

Insurance disclaimer

Registration fees do not include insurance of any kind. It is strongly recommended that at the time you register for the SCA Australia and New Zealand Conference and book your travel you take out an insurance policy of your choice. The policy should include (1) loss of fees/deposit through cancellation of your participation in the SCA Australia and New Zealand Conference; (2) loss through the cancellation of the SCA Australia and New Zealand Conference; (3) loss of international/domestic air fares through cancellation for any reason including force majeure, medical expenses, loss or damage to person or property, additional expenses; and (4) repatriation should travel arrangements have to be altered. SCA cannot take any responsibility for any participant failing to arrange his or her own insurance. SCA does not provide insurance coverage for any accidental injuries, loss or damage for delegates at the events.

Force Majeure

Where there is an agreement between SCA 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.

Exhibitor/Sponsor Terms and Conditions

Sponsorship and Exhibitors are accepted at the discretion of Strata Community Association Ltd and sponsors and exhibitors participate on the understanding that:

A 50% deposit is required at the time of booking. You will then have the option of paying the balance prior the conference, which must be received no later than Monday, 10 April 2023.
Booths must be confirmed and paid in full before Monday, 10 April 2023 (unless sold out prior).
Booth numbers will only be allocated once companies who pay their 50% deposit
Booths are allocated at a first-in-best-dressed policy.
Within 7 days of completing the booking form you will need to provide:
- High-resolution PNG. JPEG or EPS company logo (must provide 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 cannot guarantee the accuracy of delivery of any materials delivered outside of the agreed deadlines
Provision of banner and any other promotional material (including any relevant freight cost) are the responsibility of the sponsor and/or exhibitor
Colour reproduction will, when printed, be as close to the specified colours as practical .
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.
Additional items including furniture are at the exhibitor's expense. For additional items to hire, the contracted trade stand builder details will be given to you upon confirming your sponsorship.
Premium Exhibitor Pack - Only 3 representatives are to be at the trade exhibitor stand at any one time. Standard Exhibitor Pack - Only 2 representatives are to be at the trade exhibitor stand at any one time. Different times can have different representatives however SCA Ltd must be informed of names. This does not apply to National Partners who are allowed to have 4 exhibitors at any one time.

Cancellation Policy

Cancellations received prior to Monday, 10 April 2023 will incur a 30% charge of your applicable booking.
Cancellations received after Monday, 10 April 2023 are not-refundable.
All cancellation must be made in writing to events@strata.community
The contents in this package were correct at the time of going to print but are subject to change prior to sale if the necessity arises.

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 2023 SCA Australia and New Zealand Conference, we are enforcing a strict “suitcasing” and “outboarding” policy.

Suitcasing
Suitcasing will not be tolerated at all. Any Strata Services who is not an exhibitor of the conference is NOT permitted to openly market products/services during the conference. Delegates are permitted to converse, hand out business cards/network with other delegates. Delegates may not, however hand out any form of marketing material for products/services of their organisation and/or verbally market services and/or make appointments to meet with delegates during the conference period. Clothing branded in any way with identifying organisation logos or text is not permitted to be worn during the conference or its functions. This is applicable only to service providers and not strata managers. Breaking these terms may mean ejection from the conference, a fine equal to the cost of a conference sponsorship, the penalty of suspension from the next event and potential loss of membership.

Unofficial Events “Outboarding”

SCA Ltd will not permit any organisation whether a sponsor or not of the conference, to host any event, any kind of invitation only or private event within the conference dates (from 5 June 2023 to 7 June 2023) that has not been booked and advertised through SCA Ltd. 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 Strata Communities Association Head Office and the Darwin Convention Centre require that the former sight exhibitors’ public liability cover. Please extend your public liability to cover your display and email the front cover of your Public Liability Policy or a signed copy of the Indemnity Form to events@strata.community by Friday, 5 May 2023.

SCA must have evidence of your public liability or a copy of your indemnity before we can allow you to set up your display.
Dates cover is required for your public liability

Monday, 5 June 2023
Tuesday, 6 June 2023
Wednesday, 7 June 2023

SCA cannot take any responsibility for any participant failing to arrange his or her own insurance. SCA does not provide insurance coverage for any accidental injuries, loss or damage for Exhibitors/Sponsor at the events.

Force Majeure

Accommodation Terms & Conditions

Secure rooms to be booked directly with the hotel

A number of rooms are secured for SCA but are subject to availability. No guarantee can be given as to availability of the desired rooms or general availability. SCA does not accept liability for these rooms and any inquiries are to be made directly with the hotel.

Room block managed by SCA

- Vibe Hotel Darwin Waterfront

- Adina Apartment Hotel Darwin Waterfront

- Travelodge Resort Darwin

Delegates have registered for the SCA Australia and New Zealand Conference in Darwin, 5-7 June 2023 and acknowledge the conference registration will be verified before an accommodation booking is confirmed.
The accommodation booking is not confirmed until the payment for my registration and accommodation is received.
The accommodation invoice must be paid within 7 days after receiving the invoice via credit card or bank transfer to meet the hotel requirements. I will consider bank transfer timings with the 7 day deadline.
Payments made to SCA National by credit or debit card incur surcharges. Visa and Mastercard 1.3% and Amex 1.5%.
The room is not confirmed or held until the payment is received and I receive my accommodation confirmation from SCA National.
The preferred room bedding configuration cannot be guaranteed. (King, Twin (2 Single), Queen, Queen + Sofa, Rollaway beds).
The fees only include room rate and do not include incidentals (car parking, breakfast, internet, mini bar) or any other room charges.
Day of arrival check in is available after 3pm and check out is at 11am on day of departure.
The rates will apply pre / post conference (for up to two nights on either side of main event dates) for up to 10% of the group block, subject to hotel’s availability at the time of booking.
The Delegate is financially liable for any damage sustained whilst in the hotel property whether through my own actions or through the action of my appointed agent or invited guests.
As delegate staying at Vibe, Adina and Travelodge (TFE Hotels), I have access to free Wi-Fi for myself and my guests. This includes free restricted speed Wi-Fi with unlimited downloads (up to 2 devices per room); with the option to upgrade to high-speed Wi-Fi for $9.95 per day, $19.95 per 3 days and $34.95 per week (up to 4 devices per room). Instructions available from the Front Desk team on how to access the free Wi-Fi.
Children under the age of 12 stay FOC when sharing the room with parents (to a maximum of 2) and using existing bedding.
The accommodation charges are inclusive of the Australian Goods and Services (GST) tax. Any new taxes or changes to the existing taxes will be in addition to the stated herein & will be my responsibility as the delegate.
SCA National will not be liable for any non-performance of its obligations under this booking in the event such non-performance is caused or contributed to by any act, event or circumstance outside the control of the parties including a declaration of a state of emergency, an act of God, labour or industrial relations dispute, a lockout, act of public enemy, act of terrorism, malicious mischief, war, sabotage, riot, civil disturbance, outbreak of infectious disease, epidemic or pandemic disease, hurricane, cyclone, tidal wave, lightning, earthquake, flood, storm, fire, explosion, failure of power supply or breakage or accident to items of plant or equipment, travel advisories or alerts issued by any authority that may have a material effect on the hotel and tourism industry in Australia and New Zealand and the geographical market in which the hotel operates, material disruption to domestic and international inbound travel transportation systems.

Cancellation Policy for Room block managed by SCA

- Vibe Hotel Darwin Waterfront

- Adina Apartment Hotel Darwin Waterfront

- Travelodge Resort Darwin

The Delegate accepts that by placing the accommodation booking, I am 100% liable for accommodation costs in line with my booking request and hotel availability and understand the below conditions.
Accommodation cancellation requests must be received in writing to SCA Head Office via email to events@strata.community
Accommodation cancellations can only be accommodated if SCA is able to transfer to another delegate whether from my Company or another member.
Cancellation requests must be received and confirmed by SCA National before 3 May 2023 and will refer to accommodation terms and conditions
The credit card charges incurred will not be refunded.