1. Booking, Payment and Term

1. Sponsorship applications must be accompanied by a completed and signed booking form.
2. If an application is accepted by SoCLA, a confirmation letter and invoice will be issued.
3. 50% of the total sponsorship amount is payable within 14 days of the invoice date to secure the sponsorship package and activate sponsorship benefits. The remaining balance is due no later than 7 April 2026.
4. SoCLA reserves the right to cancel the sponsorship without refund if payment is not received by the prescribed deadlines.
5. Applications received after 7 April 2026 must be paid in full on the date of acceptance.
6. All payments must be made in Australian dollars and include GST. SoCLA reserves the right to vary prices according to changes in GST legislation.
7. SoCLA’s preferred payment method is Electronic Funds Transfer (EFT). Credit card and cheque payments are accepted upon request and may incur surcharges.
8. These terms and conditions and sponsorship packages apply solely to SoCLA’s 2026 conference and will terminate at the conclusion of the conference unless otherwise terminated earlier.

2. Variations, Cancellation and Assignment

1. No refunds will be issued for cancellations by the sponsor, including reductions in sponsorship level or non-payment of deposits or balances by deadlines.
2. The Sponsor shall not assign, subcontract, or apportion any part of their sponsorship package or these terms and conditions without prior written consent from SoCLA. Such consent may be granted or withheld at SoCLA’s absolute discretion.
3. Variations to this agreement must be made in writing and agreed by both parties.
4. SoCLA reserves the right to immediately terminate this agreement if the sponsor breaches any terms or conditions.

3. Sponsorship Entitlements and Exposure

1. Timing of sponsorship benefits is at SoCLA’s discretion.
2. Sponsorship benefits, including logo placement and promotional exposure, will be provided only upon receipt of required payment.
3. Inclusion in Conference publications and marketing materials is subject to confirmation of sponsorship and timely provision of materials in the correct format.
4. SoCLA reserves the right to modify sponsorship packages at its discretion.

4. Sponsor Supplied Items and Exhibits

1. Items supplied by or on behalf of the sponsor must be of acceptable quality and comply with safety standards.
2. Items provided to delegates or event guests as part of sponsorship packages must be supplied free of charge.
3. All sponsored items must be approved in writing by the Organising Committee prior to 7 April 2026. Approval may be granted or withheld at SoCLA’s absolute discretion.
4. Sponsors must supply sufficient items (approximately 350-400 units), subject to final delegate numbers.
5. Freestanding banners must not exceed 2 metres high by 1 metre wide.
6. Sponsors must provide high-resolution logos and branding materials by specified deadlines. Changes after deadlines may not be accepted.
7. The Sponsor indemnifies and will keep indemnified SoCLA against any losses, liabilities, damages, costs, or expenses arising from third-party claims relating to sponsor-supplied items or any gross negligence or willful misconduct of the sponsor or its representatives.

5. Liability, Conduct and Compliance

1. The Sponsor and its representatives must comply with these terms and any SoCLA policies or Conference terms and conditions.
2. Where sponsorship benefits include an exhibit space, the sponsor is responsible for setup, safety, maintenance, running, and cleanup of the exhibit area. The sponsor must confirm technical requirements with SoCLA or the venue prior to the Conference and provide necessary equipment, ensuring safety.
3. The Sponsor must nominate a representative to communicate with SoCLA regarding the sponsorship.
4. Sponsors must comply with all applicable laws (including privacy and electronic marketing laws), venue rules, and SoCLA policies throughout the Conference.
5. SoCLA reserves the right to revoke sponsorship benefits immediately—including promotional exposure, event participation, and branding rights—if the Sponsor or its representatives engage in conduct damaging to SoCLA’s reputation, at SoCLA’s sole discretion, without refund.
6. The Sponsor agrees to engage respectfully, professionally, and courteously with SoCLA, its members, and participants at all times, avoiding offensive, discriminatory, harassing, or inappropriate conduct.
7. The Sponsor acknowledges some Conference events or sponsorship packages may be exclusive; the Sponsor must not imply association with events not sponsored by them.
8. Upon SoCLA’s request, the Sponsor must promptly remove or amend any promotional content deemed misleading or inconsistent with their sponsorship.
9. The Sponsor must not make press releases or public comments regarding the sponsorship without SoCLA’s prior written consent.

6. Digital and Technical Requirements

1. Sponsors providing digital content (advertisements, videos, profiles) must adhere to SoCLA’s format, duration, and submission deadlines.
2. Late or non-compliant content may not be accommodated, and no refunds will be issued.

7. Force Majeure

SoCLA may cancel, postpone, or modify the Conference or sponsorship without liability if unable to comply due to fire, flood, industrial disputes, natural disasters, utility interruptions, epidemics, government directions, or other unforeseen events.

8. Intellectual Property

1. Subject to clause 5.9, the Sponsor may use SoCLA’s logo and approved Conference materials solely to promote their sponsorship, following SoCLA guidelines. SoCLA may request immediate removal of such content.
2. SoCLA may reproduce and display the Sponsor’s name, trademarks, and materials provided in connection with the sponsorship, attempting to comply with agreed branding guidelines without incurring additional costs.
3. The Sponsor warrants that materials provided do not infringe third-party intellectual property rights.

9. Insurance

The Sponsor must maintain appropriate insurance to cover obligations under this agreement and any required by law, providing evidence on request.