2025 National Foster & Kinship Care Conference
Sponsorship and Exhibitor Terms and Conditions

2025 Conference Terms – Sponsors & Exhibitors
  1. Adopt Change is proud to host the 2025 National Foster and Kinship Care Conference.
  2. These Terms and Conditions apply to all organisations or individuals participating as Sponsors and/or Exhibitors at the 2025 National Foster and Kinship Care Conference (the Conference), hosted by Adopt Change Limited (Adopt Change) unless a different arrangement has been entered into.
  3. For full sponsorship and exhibitor booth inclusions, please carefully review our Sponsorship Prospectus.

BOOKING AND ACCEPTANCE

  1. All sponsorship and exhibitor applications are subject to approval by Adopt Change. We reserve the right to decline applications that we reasonably believe may conflict with the purpose, values or reputation of the Conference and/or Adopt Changes work.
  2. Acceptance of an application is confirmed only upon written confirmation from Adopt Change and full payment of the relevant fee.
  3. Booth space and sponsorship benefits are allocated based on sponsorship level as set out in our Sponsorship Prospectus.

PAYMENT TERMS

  1. Payment must be made in full within the time stated on the tax invoice issued to you by Adopt Change.
  2. Failure to make payment by the due date may result in cancellation of the booking and reallocation of the booth space or sponsorship.

CANCELLATION AND REFUNDS

Exhibitor Booths

  1. Any request to cancel must be submitted in writing to conferences@adoptchange.org.au as soon as possible and at least 14 days prior to the commencement of the Conference.
  2. No refunds will be issued unless the booth space can be resold.
  3. Adopt Change reserve the right to charge an administrative fee of 25%.
  4. Adopt Change reserves the right to cancel an Exhibitor or Sponsor’s participation at any time if payment is not received, or if conduct is deemed harmful, offensive or inconsistent with the values of the Conference. In such cases, no refund will be payable.

Sponsorship Packages

  1. If a Sponsor chooses to cancel their sponsorship for any reason, they must notify Adopt Change in writing to conferences@adoptchange.org.auas soon as possible.
  2. Refunds are at the discretion of Adopt Change and will only be considered if the sponsorship package can be resold and no sponsor benefits have been provided.
  3. Adopt Change reserve the right to charge an administrative fee of 25%.

SPONSOR AND EXHIBITOR RESPONSIBILITIES

  1. Sponsors and Exhibitors are responsible for:
    a. Supplying all artwork, logos, copy, signage or digital assets by the deadlines provided.
    b. Ensuring that any promotional material or staff conduct is appropriate and respectful.
    c. Ensuring their booth or display does not interfere with adjacent exhibitors or present safety risks.
    d. Complying with all applicable laws and venue regulations, including those relating to health, safety, fire prevention, and accessibility.
  2. Adopt Change reserves the right to:
    a. Alter the floor plan or location of booths without notice.
    b. Remove or require changes to any exhibit or materials deemed inappropriate or unsafe.
  3. If the materials referred to on 13.a. above are not received by their due date, their incorporation into Conference event materials cannot be guaranteed. The value of these entitlements will not be refunded in this circumstance.

INSURANCE AND RISK

  1. All Exhibitors must obtain and keep in force during the term of the installation and the use of the exhibit premises, policies of Comprehensive General Public & Products Liability Insurance for personal injury and property damage.
  2. All property brought to the venue is at the Sponsor or Exhibitor’s own risk. Adopt Change accept no responsibility for damage, theft or loss.
  3. Exhibitors are responsible for insuring their own equipment and materials.
  4. The Exhibitor acknowledges that Adopt Change does not hold insurance for goods and materials that belong to the Exhibitor.
  5. The Exhibitor agrees to provide evidence of this insurance upon request by Adopt Change or the venue.
  6. The Sponsor/Exhibitor is responsible for compliance with all applicable laws, bylaws, regulations, requirements, codes and standards including those with respect to fire, safety, health and environmental matters and must ensure that all equipment, materials and goods used by the Sponsor/Exhibitor do comply.

INDEMNITY AND LIABILITY

  1. Sponsors and Exhibitors agree to indemnify and hold harmless Adopt Change, its staff, contractors and the venue from any claims, losses, damages or expenses arising from their participation in the Conference.
  2. To the fullest extent permitted by law, Adopt Change is not liable for any indirect or consequential loss or for any personal injury, property damage or financial loss incurred by a Sponsor or Exhibitor.
  3. This indemnity does not apply to losses arising from the gross negligence or willful misconduct of Adopt Change or its employees.

INTELLECTUAL PROPERTY

  1. Sponsors and Exhibitors grant Adopt Change a royalty-free licence to use their name, logo and supplied materials for the purposes of promotion and delivery of the Conference.
  2. Sponsors and Exhibitors warrant that all materials provided do not infringe the rights of any third party.

EVENT CHANGES OR CANCELLATION

  1. While every effort will be made to deliver the event as advertised, Adopt Change reserves the right to change the event format, dates, venue or program due to unforeseen circumstances.
  2. If the Conference is cancelled entirely, a refund will be provided to sponsors and exhibitors, minus any reasonable expenses already incurred.
  3. Adopt Change is not responsible for any additional costs incurred by sponsors or exhibitors due to changes or cancellation.

CONDUCT AND BEHAVIOUR

  1. All Sponsors and Exhibitors must conduct themselves in a professional and respectful manner. Offensive, discriminatory or unsafe behaviour will not be tolerated.
  2. Adopt Change reserves the right to remove any Sponsor, Exhibitor or representative who breaches this clause. No refunds will be issued.

ADDITIONAL REQUIREMENTS

  1. Sponsors and Exhibitors must adhere to move-in and move-out schedules and any other instructions issued by the conference staff.
  2. The conference staff reserve the right to make changes to these hours; however, such changes will be made known to Exhibitors as far in advance as possible.
  3. Bump-in/bump-out times and exhibition opening hours will be communicated in writing. No exhibits may be dismantled before the advertised close time.
  4. Any food or beverage sampling must be pre-approved and comply with venue policies and relevant food safety regulations.
  5. These Terms and Conditions are current as at July 2025 and may be updated from time to time. Sponsors and Exhibitors will be notified of any material changes.

GENERAL

  1. Adopt Change shall not be held responsible for any delay or failure to perform its obligations under these Terms and Conditions where such delay or failure is caused by events beyond its reasonable control (including natural disasters, strikes, pandemic-related shutdowns or other acts of government).
  2. If a dispute arises between Adopt Change and a Sponsor or Exhibitor, both parties agree to first try to resolve it by negotiation between senior representatives of each party. If the dispute is not resolved within 14 days, the parties agree to try to resolve it through mediation before taking any legal action. The mediation will be held in New South Wales and each party will pay their own costs.
  3. These Terms and Conditions are governed by the laws of New South Wales, Australia. By participating as a Sponsor or Exhibitor at the Conference, you agree to submit to the non-exclusive jurisdiction of the courts of New South Wales in relation to any dispute arising under or in connection with these Terms and Conditions.