Sponsorship and Exhibition Terms and Conditions

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Conditions of sponsorship and exhibition

The size and location of all logos included in conference collateral, on the conference website or conference signage will be at the discretion of the Conference Secretariat and will reflect the level of commercial support given.

There is to be no sale or promotion of products or services that conflict with AVA policy. Nor is there to be sale or promotion of any unregistered products unless an application for registration has been lodged with the APVMA and it is stated on the promotional material that the product is not registered and an application has been lodged. The conference organisers have the right to remove any products from display that they feel are inappropriate without penalty. To view the current AVA policies visit www.ava.com.au.

Allocation of exhibition space

Applications for exhibition space will be allocated in the following order:

  1. AVA corporate conference medallion supporters/partners.
  1. Medallion conference sponsors
  1. AVA corporate supporters who have who have exhibited at three or more consecutive AVA Annual Conferences.
  1. Companies with loyalty points and who have exhibited at three or more consecutive AVA Annual Conferences.
  1. Companies that have exhibited at three or more consecutive AVA Annual Conferences:
    • Contract/booking form to be submitted by email from 1.00pm AEDT on Tuesday 24 October 2017. Space will be allocated on a first come, first served basis. 
  1. Companies that have not exhibited at the last three AVA Annual Conferences:
    • Contract/booking form to be submitted by email from 1.00pm AETD on Thursday 26 October 2017. Space will be allocated on a first come, first served basis.  
  1. Stands allocation will commence in December and companies that have not paid their deposit will not receive their stand allocation until payment is received.

Please complete the enclosed contract/booking form specifying your preferred sponsorship items and exhibition location, and return it to the AVA on the relevant date, as specified above. Upon receipt of your application form, you will be issued with a written letter of confirmation stating your sponsorship entitlements.   

Please forward evidence of your public liability coverage to the Conference Secretariat with the balance of monies owed no later than 23 February 2018. If not received, the Conference Secretariat will charge the exhibitor an additional fee for this coverage.

Money matters

Conditions of sponsorship payment

A deposit of 50% of the total amount payable will be required upon signing the enclosed booking form and to secure your sponsorship package preference. The outstanding balance must be received no later than 23 February 2018.

International exhibitors

International exhibitors are required to pay the total amount at time of booking.

Payment methods

  1. Tax invoice – an invoice will be raised for payment.
  2. Direct bank transfer – please contact the Conference Secretariat for bank account details.
  3. Company cheque.
  4. Credit card – Visa, MasterCard and Diners accepted, an additional 2.05% handling charge applies.

Cancellation

  1. Requests for cancellations must be submitted in writing.
  2. If cancellation is accepted, 50% of the contracted cost to exhibit will be retained.
  3. If cancellation occurs within two (2) months of the commencement of the exhibition, 100% of the contracted cost to exhibit will be retained.
  4. See the Terms and conditions for more information.

Conditions of exhibition payment

A deposit of 50% of the total amount payable will be required upon signing the enclosed booking form and to secure you preferred location. The outstanding balance must be received no later than 23 February 2018.

The size and location of all logos included in conference collateral, on the conference website or conference signage will be at the discretion of the Conference Secretariat and will reflect the level of commercial support given.

Policies and APVMA registration

There is to be no sale or promotion of products or services that conflict with AVA policy or are unregistered products unless an application for registration has been lodged with the APVMA and it is stated on the promotional material that the product is not registered and an application has been lodged. The conference organisers have the right to remove any products from display that they feel are inappropriate without penalty. To view the current AVA policies visit ava.com.au.

 

 

 

Support AVA in removing brachycephalic breeds from advertising

The popularity of certain breeds of dogs with exaggerated physical features has resulted in their increased use in marketing and advertising campaigns, and often in products aimed specifically at veterinarians, such as veterinary pharmaceuticals.

Unfortunately, the exaggerated features lead to serious health and welfare problems, which the veterinary community are faced with managing, to try to give these animals a more comfortable life. To raise awareness of this issue, the Australian Veterinary Association (AVA) and RSPCA Australia launched an awareness campaign in 2016 called ‘Love is Blind’.

We have already reached out to our sponsors and regular advertisers advising that we will stop using these breeds in all advertising material appearing in our publications, and ask for your assistance with this when it comes to all marketing material, including:

  • Any form of advertising in print and digital AVA products
  • Exhibits at AVA conferences and events
  • Any other form of marketing undertaken under the AVA brand.

The AVA will be enforcing this policy at the AVA Annual Conference, and we ask that you make sure that all of your team involved in the exhibition are aware of our policy and the animal welfare issues involved.

If you need more information please contact Melanie Latter, melanie.latter@ava.com.au.   You can also visit www.loveisblind.org.au to learn more.

We believe this is great opportunity for the AVA and our valued industry partners to demonstrate a partnership that promotes healthy dogs and contributes to a positive animal welfare outcome.

Read the AVA policy.     

Watch the video

 

Competing Products and Services - Clause 41

The AVA reserves the right to refuse to enter into a contract, or to restrict the activity of a sponsor, exhibitor or advertiser, when in the view of the AVA the product, exhibits, images or advertising content will:

  • Not comply with AVA policies and values.
  • Not comply with the relevant Australian Standards or legislation
  • Contravene contractual relationships with commercial partners that we are legally bound to including Credit card providers, Health/Professional Indemnity, Business Insurance and On-Line Vet Bookings
  • Directly promote membership of a competing veterinary membership association to AVA members and potential members.

 

Privacy Policy

The Australian Veterinary Association Ltd (AVA) supports good privacy practice, and aims to manage personal information in an open and transparent way. Our policy sets out how the AVA aims to comply with the Privacy Act 1998 (Act) and the Australian Privacy Principles (APP's) which came into force on 12 March 2014. View AVA Privacy Policy or visit www.ava.com.au/privacy-policy.

The AVA takes photos of this event. By attending you give AVA permission to use images taken at the conference, as well as any written comments on our evaluation forms in our communications.

 

 

Download terms and conditions here

 

Phishing emails

Again, this year we have become aware that some of our exhibitors have received spam email from a mailing list company referring to them being a member of Bain Fallon Conference 2018 or the AVA Annual Conference. These companies are then requesting further information such as your contact details including company name, contact name, job title, phone number and e-mail addresses. Please be aware that this is part of a phishing company wishing to obtain money in a dishonest manner.
We have done an extensive investigation into our systems and our third-party supplier who provide registration support to ascertain if anything has been compromised but please be assured that they have not. This is likely to be the result of a cold-lead generation spam generated by a company to capture your details and we recommend you do not respond. These companies send emails to every possible address, usually harvested off websites, Facebook, LinkedIn, etc. They then compile these replies to build their list of leads, which they then try to sell.

If you have any questions please contact Kandy Musgrave, National Events Manager, events@ava.com.au

 

 

Conference Secretariat:
Kandy Musgrave
Australian Veterinary Association
Unit 40, 6 Herbert Street, St Leonards NSW 2065
T. 02 9431 5051  E. events@ava.com.au