EVENTS
Exhibitor/Sponsor Terms and Conditions
Sponsors and Exhibitors are accepted at the discretion of Strata Community Association NSW Ltd (SCA), and sponsors and exhibitors participate on the understanding that:
- Sponsorship or Exhibiting does not include airfares.
- Any variations required to the exhibition floor plan will be at the discretion of the organiser; it is subject to change at any time.
- Ensure that there is a sponsorship liaison person available to SCA at all reasonable times leading up to the Event, for the duration of the Event and after the Event until any resulting matters are finalised.
- Additional items including furniture are at the exhibitor’s expense. For additional items to hire, the contracted trade stand builder details will be given to you upon confirming your sponsorship.
- Premium & Standard Exhibitor Packs – For safety purposes only 3 representatives are to be at the trade exhibitor stand at any one time. Different times can have different representatives however SCA must be informed of names. This does not apply to National Partners who are allowed to have 6 exhibitors at any one time.
- Obligations and activities are carried out in a manner that enhances the reputation of SCA (NSW) and the event in general.
Booking and Payment
- Booths must be confirmed and paid in full before Friday 26 September 2025.
- Booths are allocated on a first-in-best-dressed policy.
Cancellation Policy
- Cancellations received prior to Friday 20 September 2025 will incur a 30% charge of your applicable booking.
- Cancellations received on or after Friday 20 September 2025 are not-refundable.
Note: ALL cancellations must be received in writing to SCA (NSW) Head Office’s via email to [email protected].
Artwork
By 19 September 2025 you will need to provide:
- High-resolution company logo in PNG, JPEG, or EPS format (EPS preferred; PNG or JPEG accepted). Must be high-resolution for printing.
- Hyperlink to your website.
- Contact number and email for directory listing in the conference program.
- Full Company Name
All deadlines for logos, artwork, and signage must be met. SCA (NSW) cannot guarantee the accuracy of delivery of any materials delivered outside of the agreed deadlines.
Colour reproduction will, when printed, be as close to the specified colours as practical.
Provision of banner and any other promotional material (including any relevant freight cost) is the responsibility of the sponsor and/or exhibitor.
Name Badges
Your name badge is your passport to access all events and meals included in your registration. Please ensure your badge is visible at all times and worn only by the correct person. We can’t guarantee a professional badge will be printed if the delegate transfer is not received by September 19 2025.
Dietary Requirements
Dietary Requirements must be provided by September 19 2025. Although SCA (NSW) will make every effort to accommodate late additions, please note that due to varying venue terms and conditions, we cannot guarantee that any dietary requirements received after this date can be accommodated.
Code of Conduct
The Strata Community Association (NSW) continually seeks to provide a conference environment of mutual respect in which participants may learn, network, and enjoy the company of their peers. We recognise a shared responsibility to create that environment for the benefit of all.
Participants must obey by the Event Etiquette and Standards of Behaviour Policy in all conference venues and conference social events.
Any form of harassment will not be tolerated, whether intentional or unintentional. Anyone who is reported will be removed from the Conference and may result in exclusion from future SCA events.
Security throughout the event will exercise discretion in permitting entry based on adherence to the designated dress code and sobriety standards. Individuals who are deemed to be intoxicated or not in compliance with the dress code may be denied entry at the discretion of security and the venues.
Privacy
The Privacy Act 1988 provides that, before your name and contact information can be published on the conference delegate list for distribution to fellow delegates or any other party, you must give your consent. If you DO NOT wish to have your name, email address, and company name included in the list of delegates please indicate on the registration form. SCA (NSW) Head Office takes reasonable steps to ensure your personal information is not exposed to misuse, loss or unauthorised access.
At any event held by SCA (NSW) Head Office, your image may be photographed or filmed at any time throughout the event. We may use, publish or reproduce your image or recording of you in any form of published communication material to promote our services and to report on its events through its publications and resource material such as our Annual Report, Inside Strata magazine, e-bulletins, website and direct email campaigns etc.
Your consent to the use of your image in full or part for any SCA (NSW) related purpose is taken to be given by attending this event. Should you not wish to have your image photographed or filmed, please contact us at [email protected] to advise that you do not wish to be photographed or filmed.
SCA (NSW) SUITCASING POLICY
SCA (NSW) has a no-tolerance policy regarding “suitcasing,” which describes the practice by nonexhibiting companies or individuals of soliciting sales or sales leads in the conference hotel, on the tradeshow floor, in the aisles or lobbies and/or representing their services or soliciting conference participants for conflicting social activities and wearing company logo wear.
Nonexhibiting suppliers participating in the conference as attendees or speakers are prohibited from soliciting business on the tradeshow floor, in or after sessions, or in the conference hotel or taking delegates out for meals throughout the 2 day Convention.
It is considered bad form to conduct business outside of your booth. Talking to clients or prospects in or in front of someone else’s booth is also a violation of SCA (NSW) policy and will not be tolerated. All parts of the exhibit must remain in the exhibitor’s assigned space. No exhibit will be allowed to infringe upon aisle space.
Violators of this policy will be ejected from the convention and charged the single-booth rate ($5,742), which must be paid prior to registering as an attendee, exhibitor, or sponsor at any future SCA convention or other events.
SCA (NSW) will also not permit any organisation that is not a sponsor of the conference to host any kind of event inviting the conference delegates within our conference dates. Whether they are a sponsor of the conference or not, to host any kind of invitation-only or private within our conference dates with conference delegates, that has not been booked and advertised through SCA, is not permitted. Breaking these conditions carries the penalty of suspension from the following year’s conference and potential loss of membership.
Insurance Disclaimer
Regulations set by the Strata Community Association Head Office require that the we must sight exhibitors’ public liability cover. Please extend your public liability to cover your display and email the front cover of your Public Liability Policy to [email protected] by Saturday, 20 September 2025.
SCA (NSW) must have evidence of your public liability or a copy of your indemnity before we can allow you to set up your display.
Dates required to be covered by your public liability are:
- Wednesday 22 October
- Thursday 23 October
SCA (NSW) cannot take any responsibility for any participant failing to arrange their own insurance. SCA (NSW) does not provide insurance coverage for any accidental injuries, loss or damage for Exhibitors/Sponsors at the events.
Force Majeure
Where there is an agreement between SCA (NSW) and a Sponsor or registrant, it is automatically null and void if any events offered are cancelled due to an act of God including, but not limited to, hurricane, earthquake, flood, volcanic eruption, tornado, famine, terrorism, war, or pandemic. In the event of cancellation due to an act of God neither party shall be liable for any further payments.
Accommodation
A number of rooms are secured for SCA (NSW) with the Hyatt Regency Sydney for Tuesday 21 October, Wednesday 22 October and Thursday 23 October, but are subject to availability – with very limited numbers for Tuesday 21 October. No guarantee can be given as to the availability of the desired rooms or general availability.
The Standard Exhibitor Package includes 2* nights accommodation package for 1 room at the Hyatt Regency in Sydney. We have limited rooms secured for SCA (NSW) on the Tuesday. They will be allotted on a first-come, first-served basis.
Exhibitors can purchase additional rooms at a rate of $400 per night direct from SCA (NSW). These are subject to availability. Contact [email protected] to request an additional night.
Terms and conditions apply to all hotel offers, please review specific terms for your selected hotel before completing your booking. If you have a subscription to any loyalty programs affiliated with these hotels, we recommend you check and compare the rates against these arrangements.
SCA (NSW) takes no responsibility for any direct bookings made by delegates using the accommodation links or through the Accommodation Block at the Grand Chancellor. Any inquiries are to be made directly to the hotel.
SCA (NSW) is not responsible for any accommodation cancellations and refunds. You need to contact the hotel directly and review the terms and conditions you agreed upon confirming your booking.
Venue
SCA (NSW) and event venues are not responsible for any lost, stolen, or damaged personal belongings. Delegates are advised to keep their valuables secure at all times.