Terms and Conditions

STAVCON 2025 Sponsor and Exhibitor Terms and Conditions 

Definitions 

  1. ‘STAV’ refers to Science Teachers Association of Victoria and ‘Event Manager’ refers to STAVs representatives.
  2. The term ‘Sponsor / Exhibitor’ includes any person, firm, company or corporation identified on the application form, and its employees and agents.
  3. ‘The Conference’ refers to STAVCON 2025 held on 7 November 2025.
  4. ‘Exhibition’ refers to the activities and products within allocated Exhibition space.
  5. ‘Venue’ refers to The Sidney Myer Asia Centre, Melbourne University, 761 Swanston Street, Parkville Victoria 3052.

Payments & Finance 

  1. All prices listed in the Sponsorship & Exhibitor STAVCON 2025 Proposal are exclusive of GST.
  2. Payment is required within 14 days of issue of invoice. 
  3. No Sponsor / Exhibitor shall occupy allocated Exhibition space until all monies owing to STAV are paid in full.
  4. Upon written confirmation of required package by the Sponsorship / Exhibitor, the STAV Sponsorship Coordinator will confirm entitlements in writing and forward acknowledgement of receipt, together with a tax invoice for payment.

Exhibition Space & Location & Venue 

  1. Space will be allocated based on level of commitment. Priority is given to Sponsors and Premium Exhibitors.
  2. Sponsor / Exhibitor are not permitted to assign or sublet any part of an Exhibitor booth.
  3. The Event Manager reserves the right in unforeseen circumstances to amend or alter the exact site of the location of the stand, and the Sponsor / Exhibitor undertakes to agree to any alteration to the site or the space reallocated by the Event Manager.
  4. The Event Manager reserves the right to change the Exhibition floor layout if necessary.
  5. The Event Manager may shorten or lengthen the duration of the Exhibition and alter the hours during which the Exhibition is open.
  6. The Event Manager reserves the right to refuse any person including Sponsor / Exhibitor staff, representatives, visitors, contractors and / or agents’ entry to the Conference if they do not hold a conference name badge.
  7. The Event Manager will specify conditions relating to the movement of goods and displays, prior, during and after the Conference.
  8. The Event Manager will accept no liability for loss or damage to Sponsor / Exhibitor goods.
  9. The Venue will supply the Exhibitor with a trestle table approximately 1800mm long x 750mm high and WIFI access. Power is available on request to the SATV Sponsorship Coordinator.
  10. The Sponsor / Exhibitor will not display an exhibit in such a manner as to obstruct or affect neighbouring Exhibitors. This includes blocking or projecting light, impeding or projecting into aisles or neighbouring Exhibition spaces.
  11. The Sponsor / Exhibitor agrees to adhere to all Venue rules and regulations.
  12. The Sponsor / Exhibitor agrees to follow all reasonable direction from the Event Manager and Venue staff.

Sponsor & Exhibitor Staff 

  1. All Sponsor / Exhibitor staff attending the event must be registered. Any additional registrations beyond the number included in the sponsorship / exhibitor package will incur an additional fee which will be invoiced directly. The Event Manager must be notified of additional staff at least one week prior to the Conference.
  2. Entitlements that are not used or not required will be forfeited.

Promotion & Marketing 

  1. The Event Manager agrees to promote the Conference to maximise delegate participation.
  2. Placement of Sponsor / Exhibitor branding advertisements on the Conference website or phone app is at the discretion of the Event Managers in line with commitments in the Sponsorship & Exhibitor STAVCON 2025 Proposal.
  3. Sponsor / Exhibitors must meet STAV advertising deadlines and specifications in relation to the supply of advertising material to be included in pre, on the day and post event activities.

Insurance 

  1. All Sponsor / Exhibitors must hold a valid Insurance Certificate of Currency of public liability for the period of the Conference and provide to the Event Manager upon request.

Commercial & Other Activities 

  1. The Event Manager will not be liable and makes no guarantee of the number of visitors to the Conference. Equally the Event Manager will not be accountable for the level of commercial activity generated.
  2. Any Sponsor / Exhibitor functions and events aimed at Conference delegates that occur during, or immediately following, the Conference must seek approval from the Event Manager.

Sponsorship Applications 

  1. Acceptance of Sponsorship / Exhibition offers is at the discretion of STAV. STAV will consider all applications with respect to
    –     alignment to STAVs stated aims
    – relevance to conference themes
    – any exclusivity agreements with conference partners.

Sponsor & Exhibitor Cancellation 

  1. Cancellation policy: In the event of a cancellation, the Sponsor / Exhibitor must submit the request in writing to the STAV Sponsorship Coordinator. A charge of 50% of total fees applies for cancellations prior to 24 October 2025. No refunds will be made for cancellations after this date.

Privacy 

  1. Privacy statement: In order to assist with your participation, your organisation and contact details will be shared with conference delegates and may be shared with suppliers and contractors. If you object to your contact details being shared, please inform the Sponsorship Coordinator at [email protected]

Grievance 

  1. Grievance resolution: Depending on the nature of the issue, concerns should usually first be expressed to the Event Manager; and for matters relating to management also with the STAV Executive Director.