mindOpen Terms & Conditions
Under the terms of this agreement the ‘Organiser’ responsible for the event is Neon Road Events. ‘Exhibitor’ is the person(s) and/or company assigned space per the booking form.
All terms and conditions of this agreement must be adhered to.
Should the Organiser make any amendments to these conditions ‘Exhibitors’ will be notified in writing.
1. APPLICATION & APPROVAL
You must complete the online Expression of Interest form. If you are invited to participate, you must provide a signed copy of this agreement, proof of insurance (details in section below), a plan for your designated area/offering, and full payment for your space to secure your spot.
mindOpen reserves the right to decline stall requests if we believe your product or business does not align to the mindOpen brand and ethos.
Please note, your stand will not be reserved/booked until we receive the necessary documentation, insurance certificate, approved plan and fee.
Each Exhibitor shall be responsible for their own public liability insurance valued for a minimum of $10 million and shall indemnify the Organiser against any claims for damage made by any person or persons whilst said person is within the Exhibitor’s allocated area.
The Exhibitor agrees to indemnify the Organiser for any loss suffered in the event of any such claim being made against the Organiser.
The copy of your insurance policy is required to secure your space and can be emailed directly to firstname.lastname@example.org
3. CANCELLATION POLICY BY THE EXHIBITOR
In the event of cancellation, the following fees will occur:
15% Non- refundable fee if you cancel at any time
35% of Stand Fee - If cancelled 8 Weeks Prior to the Event
50% of Stand Fee-If cancelled 4 Weeks Prior to the Event
75% of Stand Fee- 3 Weeks Prior to the Event
If you cancel within 2 weeks of the event, you will not receive any refund.
If you wish to cancel your stand, please advise us in writing to email@example.com
At time of cancellation, please provide your bank details so that all monies less the above cancellation charges will be refunded to you.
Refunds will be actioned within 10 days of receiving your cancellation and bank details.
4. CANCELLATION POLICY BY ORGANISER
Should the holding of the event or the supply of any services by the Organiser be prevented, postponed or abandoned by reason of any cause that is not within the direct control of the Organiser, the Organiser is in its right to retain full payments from all exhibitors for the rescheduled event.
5. DESIGNATED SPACES
Contributors will be assigned a designated space and it is understood that this is the sole and only space that the Exhibitor will occupy, unless they are offering a Group Experience. Such space shall not be re-allocated or used by any other persons or products other than those of the Exhibitor without specific, written permission.
The Contributor is responsible for the design and decoration of their space to make it a unique and appealing experience for guests. All contributors must submit a design plan and have it approved by mindOpen. We can help provide direction, or you can choose our space fit out service for $250.
6. SUB-LETTING AND STAND SHARING
Sub-letting and stand sharing are not permitted unless a specific agreement has been arranged with mindOpen. The cost of co-sharing, should it be approved, is an additional $50. All exhibitors must fill in a booking form and submit a current public liability certificate. Please select the “I am interested in collaborating with another Exhibitor” box in the EOI if you are interested in this option.
7. SPACE REQUESTS
Specific spaces may be requested. This is on a first come first served basis. The Organiser reserves the right to allocate space and to also alter such allocations should this be necessary at its discretion. If you would like a corner stall which has double frontage, this is an additional $50.
8. DAMAGE TO SPACE
The Exhibitor agrees to be solely responsible for any damages caused to the walls, floors or any fittings to the venue and it shall be at the sole discretion of the Organiser and the venue owners to determine if such damage has occurred.
Banners, posters and pictures may only be hung on the backing board of the stall allocated. No gaffer tape will be allowed on walls or on the floor, or Blue tac and or tacks permitted on backing boards or sides of marquees (where applicable).
9. DAMAGE TO THE EXHIBIT SPACE
The Organiser shall not be held responsible for any damage that may occur to the exhibits or any accessories, whether by loss, theft, damage, fire, water, storm, riot or any other cause whatsoever.
Exhibitors should ensure that adequate measures are taken to protect individual stands, property and stock.
10. SPACE SET-UP
Bump in will be the day before, FRIDAY from 2.00 PM to 5.00 PM ONLY.
Bump out will be after the event finishes-SUNDAY from 6:00 PM to 10.00 PM Only. you will not be able to bump out before 6pm.
11. WORKPLACE HEALTH AND SAFETY REGULATIONS
Under Workplace Health & Safety regulations closed in shoes must be worn while setting up and/or pulling down of stands.
No children are to be within the vicinity while these activities are being undertaken. No animals are allowed on the premises.
No exhibitor will start to remove or pull down his/her stand before the Festival has been closed and the last member of the public has left.
12. ELECTRICITY TO STAND
If you require electricity, you can request for an area with power ($60) when you submit your area design plan.
There is no guarantee, as it is first come first serve. Failure to do so may result in the venue being unable to supply your stand with electricity.
All electrical equipment must be tagged and tested before use. These will be checked prior to the opening of the event.
15. DESIGNATED SPACE INCLUSIONS
Each exhibitor will receive a 3 x 3m framed designated space.
WHAT IS NOT INCLUDED:
Curtains/walls for your stall
ADDITIONS TO HIRE
As per the application, additional equipment for your stand is available at the following costs
Power to stand – $60
Corner Stand – $38
Chairs – $5 each
Trestle Tables $10 each
Curtains hire: $60
Space Fit out plan: $250
Fake Candles; $5 each
13. DESIGNATED SPACE DRESSING
It is the Contributors responsibility to create a beautiful space for guests. You must submit a Space Design Plan for approval. mindOpen reserves the right to examine and exclude any exhibit or install display material which contravene security, fire or safety regulations..
Please ensure you have a suitable table covering for any trestle table in your space (hired tables are 1.8 x 0.7m ).
No bolts, nails, tacks, screws, wires or the like shall be driven into, or attached to any part of the premises, nor shall any placards or other articles be affixed thereto.
No naked flames, candles or smoke are permitted.
Exhibitors are required to return tables and chairs to allocated positions and clean away all rubbish from their hired area.
14. STAFF ACCESS
ONLY 1 representative & 1 helper have access to the event included in your Space Fee. If you are doing any service or workshop which takes you away from tending to guests, you must have one helper to cover your space. If you require more people you can request half priced tickets by emailing firstname.lastname@example.org