Terms and conditions.

Terms and Conditions for The Mission to Seafarers Ports to Peaks Challenge

1. General Terms Where applicable, Goods & Services Tax (GST) will be applied to all goods and services provided in relation to the event. All prices listed in this document are exclusive of GST, which is calculated at the date of publication. The organising committee reserves the right to adjust quoted prices in line with any changes in the legislated GST rate.

2. Sponsorship Agreement Sponsorship will be confirmed only upon receipt of a signed Booking Form and acceptance of these Terms & Conditions. A confirmation letter and tax invoice for the full balance will be issued upon booking. The deposit must be paid within 30 days of the invoice date.

3. Payment Terms All payments must be made in Australian dollars directly to The Mission to Seafarers. Full payment must be received prior to the event. Sponsorship recognition in official event materials will only be granted after receipt of full payment and a completed booking form.

4. Late Payments If sponsorship payment is not received by 31 October 2025, the organising committee reserves the right to charge the outstanding amount to the authorised credit card provided in the Booking Form.

5. Cancellation Policy

  • Postponement: If the event is postponed by the organising committee or venue, all sponsorship and exhibition bookings will be carried over to the revised event dates.

  • Cancellation by Organisers: If the event is cancelled by the organising committee or venue, all sponsorship and exhibition payments will be fully refunded.

  • COVID-19 Implications: If a sponsor’s or exhibitor’s attendance is affected by government-imposed COVID-19 restrictions, the organising committee will assess options on a case-by-case basis to reach a mutual agreement.

    • Cancellation by Sponsor or Exhibitor: More than 91 days before the event: 50% of the total payment due will be charged.

    • Between 90 and 61 days before the event: 70% of the total payment due will be charged.

    • Less than 60 days before the event: 100% of the total payment due will be charged.

  • If a cancellation occurs before payment, the applicable cancellation fee must be paid within seven (7) days. A reduction in exhibition space after confirmation is considered a cancellation and subject to these terms. All cancellations must be communicated in writing. Reductions in space may result in relocation of exhibit placement at the discretion of the organising committee.

6. Sponsorship Guidelines

  • Sponsors may not assign, sublet, or transfer their sponsorship package without prior written approval from the organising committee.

  • Sponsorship funds contribute to event planning, promotion, management, communications, speaker engagements, and materials.

  • Sponsorship entitlements, including logo placement on event materials and the website, are only provided upon receipt of required deposit or full payment.

7. Private Functions

  • Sponsors with entitlements to host a private function must do so at their own expense and at a date and time approved by the organising committee.

  • Private functions associated with the event are limited to sponsors with this entitlement to prevent conflicts with official event functions.

8. Delegate List Usage

  • If a sponsor is entitled to use the Delegate List, they may only contact event delegates and may not use the list for future events or share it with third parties.

  • The Delegate List is available for use up to twelve (12) months from the event’s start date.

  • The inclusion of delegate email addresses is at the discretion of the event committee.

  • Individuals who have refused consent under privacy laws will be excluded from the list.

9. Sponsor Responsibilities

  • Sponsors must take due care in all activities related to the event to prevent harm or damage.

  • No promises, warranties, or representations are made by the event organisers regarding expected benefits from sponsorship.

  • The organising committee is not liable for any loss or damage suffered by sponsors due to circumstances beyond their control.

10. Force Majeure

  • If a party is affected by a Force Majeure event:

    • They must immediately inform the other party of its impact.

    • They are not liable for delays or failures to fulfill obligations due to the event.

    • If the event disrupts obligations for more than 30 days, either party may terminate this agreement with written notice.

  • If the event is delayed, postponed, altered, or cancelled due to a Force Majeure event:

    • Both parties will attempt to amend the agreement accordingly.

    • The organising committee is not required to refund sponsorship payments already made.

  • This clause replaces any common law doctrine of frustration and supersedes applicable frustrated contracts legislation.

These Terms & Conditions are binding upon acceptance and must be adhered to by all sponsors and exhibitors participating in The Mission to Seafarers Ports to Peaks Challenge.