Sponsorship and exhibition terms and conditions

These terms and conditions (Terms) govern the Sponsors and Exhibitors (Sponsor):

a)     exhibition at or sponsorship of the Meeting as specified in the Application Form;

b)     sponsor and exhibitor rights granted to the Sponsor or Exhibitor by RANZCOG with respect to the Meeting;

c)     the advertising by the Sponsor of the Meeting (whether hardcopy, electronic, online or otherwise);

d)     advertising rights granted to the Sponsor by RANZCOG at the Meeting.

RANZCOG reserves the right to decline any Sponsor application to participate in the Meeting and/or exhibition at the Meeting.

Sponsorship of and/or exhibition at the Meeting is subject to the RANZCOG application acceptance, confirmation of registration and full payment of the package fees by the due date.

RANZCOG reserves the right to change the date or dates upon which the Meeting is to be held and shall not be liable for damages or otherwise by reason of any such change.

If the Meeting dates are varied due to circumstances outside RANZCOG’s reasonable control, sponsorship or exhibition packages will be transferred to the new date(s) and you will be duly notified.

In consideration of the Sponsorship Rights and the Exhibition Rights (if any), the Sponsor must pay to RANZCOG the fee (Fee) specified in and in accordance with the RANZCOG Aotearoa ASM 2025 Sponsorship and Exhibition Prospectus.

Unless otherwise expressly stated in the Application Form, the Fee is payable in full within 14 days of the date on the RANZCOG issued tax invoice.

In the event that the Sponsor does not pay the Fee or any other amount specified in the Application or under these Terms to RANZCOG within the specified timeframe (Due Date), the sponsorship and/or exhibition booking may be cancelled by RANZCOG.

Sponsors will not be listed as an official partner until full payment is received and receipted by RANZCOG.

All prices are in NZ dollars and include GST. RANZCOG will not be liable to compensate for exchange rate fluctuations.

Payment options are as per the RANZCOG issued invoice.

Sponsor requests for modifications or cancellations of packages must be made in writing to the Royal Australian and New Zealand College of Obstetricians and Gynaecologists via email to event@ranzcog.org.nz.

Acceptance of a request to modify or cancel a sponsorship or exhibition package will not be deemed to have occurred until written acknowledgement has been issued by RANZCOG.

Where payment is outstanding at time of cancellation, the Sponsor is liable for the balance as per the cancellation charges as listed below.

After an application has been accepted, the following charges apply in the event of a cancellation:

Where a cancellation has been accepted by RANZCOG, refunds will be processed within 10 business days.

All bank charges, including senders and receiver’s charges, resulting from a refund related to cancellation of sponsorship/exhibition items will be passed on to the Sponsor. Credit card surcharges will not be refunded under any circumstances.

Unless otherwise expressly stated, the Sponsor will not be the exclusive Sponsor (of their industry or otherwise) at the Meeting. Notwithstanding any provision of these Terms, any and all Sponsorship Rights and Exhibition Rights granted to the Sponsor are granted on a non-exclusive basis.

RANZCOG reserves the right to alter any aspect of the Meeting program and/or exhibition without notice. Refer to the ASM website for the latest information.

RANZCOG will take care to fulfil the Meeting commitments as outlined in the Sponsorship and Exhibition Prospectus.

Sponsors are responsible for providing the information and/or artwork required by RANZCOG within two weeks of acceptance of sponsorship and no later than 9 May 2025. Failure to provide information and/or artwork before this date may result in the information and/or artwork not being included in the Meeting promotional materials.

RANZCOG reserves the right to introduce additional exhibition spaces.

All trade staff must register in advance and attendance at the exhibition will not occur unless the representative is registered.

No Sponsor shall sublet, share, assign or apportion part or all of their booked space except where written consent from RANZCOG has been obtained in advance.

The Sponsor warrants that:

b)  In the event that Clause 9(a) is breached, RANZCOG reserves the right to immediately terminate the Sponsorship/Exhibition packages without being liable to pay compensation to the Sponsor.

c)  They must not use or conduct business from any area outside their assigned booth area, specifically but not limited to, in the aisle ways, public thoroughfares and public areas. This includes, without limitation, the erecting of any sign, display or obstruction which intrudes into another organisation’s space or the placing of promotional materials in any area outside of the allocated booth/space.

d)  They and the suppliers they are permitted to use on site must conform to the venue’s environmental requirements, workplace health and safety requirements, insurance requirements and other regulations required by the venue.

e)  They must ensure that their employees and contractors will, at all times, act in accordance with the reasonable directives of RANZCOG and/or the venue and must conduct themselves in an orderly manner and in full compliance with the reasonable directives and requirements of the venue management and with all applicable law’s ordinances and directives. RANZCOG reserves the right to ask the Sponsor to leave the venue and to terminate their sponsorship or exhibition package without being liable to pay compensation or refund, if they do not follow the reasonable directives of RANZCOG and/or the venue.

f)  They must promptly notify RANZCOG in writing if a complaint is made in connection with their products or services or the conduct of their employees in connection with the Meeting. They must also promptly notify RANZCOG in writing of any materials concerns or disputes with RANZCOG.

a)   RANZCOG accepts no responsibility for the protection and security of personnel and property and without limitation, RANZCOG is not responsible for the loss and damage of any exhibit or other property of the sponsor/exhibitor under any circumstances whatsoever.

b)   Sponsors are responsible for insuring their items against loss and damage (at full replacement value).

c)   Sponsors must hold a broad form public liability insurance policy for a minimum of $10 million or other amount as RANZCOG reasonably nominates, as well as any other customary insurance directed by RANZCOG or the venue. Upon request, evidence of insurance cover must be provided to RANZCOG identifying insurer, policy number, renewal date and other relevant particulars.

d)   Sponsors acknowledge that any travel by their company and its representatives to the Meeting is at the Sponsor’s own discretion, and that they are responsible for seeking advice and passing this onto necessary staff or representatives regarding refunds or cancellations prior to booking travel and accommodation should any Government enforced restrictions be announced.

e)   In addition, the Sponsor acknowledges that their company and its representatives are liable to follow and comply with any advice and mandatory quarantine requirements set by the Government prior to, or at the time of the event, or after the conclusion of the event, at their own expense.

Without limiting the requirements of a venue, sponsors must not damage in any way the walls, floors, ceilings or other surface of a venue, including the exhibition area, and on request must promptly pay or reimburse RANZCOG or the venue (as directed) for the cost of reinstating any damage caused by the sponsor / exhibitor and any associated penalties and losses for which RANZCOG is liable.

Trade Exhibition must not be dismantled or removed before the published exhibition closing time.

a)   RANZCOG will only accept sponsorship and exhibition from organisations that abide by the RANZCOG Advertising Policy and Procedure and the RANZCOG Sponsorship Policy and Procedure, their relevant industry code of conduct and all applicable laws.

b)   By submitting a Sponsor Application Form, the Sponsor warrants that they:

(i)   comply with the RANZCOG Advertising Policy and Procedure and the RANZCOG Sponsorship Policy and Procedure, applicable laws and all provisions of the relevant code(s) of conduct or similar; and

(ii)  will ensure that they continue to be compliant with clause 13(a) and clause 13(b)(i) for the duration of the sponsorship/exhibition period.

Compliance with clause 13(a) and clause 13(b) must be demonstrated on request. RANZCOG reserves the right to decline a Sponsor’s application for any reason.

In the event of Sponsor non-compliance or insufficient evidence of the ability to ensure ongoing compliance, RANZCOG reserves the right to suspend or terminate sponsorship and/or exhibition arrangements, without being liable to pay compensation to the Sponsor.

In the event that the Meeting is cancelled or delayed due to circumstances beyond the reasonable control of RANZCOG, including but not limited to the actions of a venue ,fire, flood, labour disputes, natural disasters, civil disorders, riots, insurrections, work stoppages, slowdowns or disputes, pandemic, or other similar or dissimilar causes enumerated herein then the Sponsor will not be entitled to any refund or to a claim for any loss or damage.

In the event that the exhibition space to be used by the Sponsor should be in any way rendered unusable, this contract shall not be binding.

Sponsors are responsible for the personal safety of their representatives, and the security of their representatives’ internet connection. RANZCOG will not be responsible for any security or data breach that occurs as a result of access to the internet via the Venue’s network.

RANZCOG provides no warranties about the quality of connection or audio/visual Meetings.  By submitting a Sponsorship or Exhibition Application Form, the Sponsor declares that they will comply with RANZCOG’s policies and requirements relating to privacy.

All the equipment used at the ASM venue exhibitors must be tag tested before bringing to the venue.

The Sponsor warrants that:

a)    all advertising and promotional material produced, published, broadcast, displayed or exhibited by the Sponsor (Promotional Material) with respect to the Meeting must be truthful, accurate and proprietary to the Sponsor or the Sponsor otherwise has the right to use the Promotional Material; and

b)   the Promotional Material will not breach any regulations, laws or the intellectual property of any third party.

c)   RANZCOG’s intellectual property will remain the property of RANZCOG and the Sponsor acknowledges that nothing in the Terms will be construed as transferring title in or ownership of any RANZCOG’s intellectual property to the Sponsor.

d)   Nothing in the Terms entitles the Sponsor to display, use, publish or otherwise refer to RANZCOG’s intellectual property (including its name, logo or Trade Mark) otherwise than strictly in accordance with these Terms.

e)   Any proposed use of RANZCOG’s Intellectual Property (including its name, logo or any Trade Mark) by the Sponsor must be first approved by RANZCOG in writing and in the event that RANZCOG provides its consent, the Sponsor agrees that it will adhere to RANZCOG brand guidelines.

The Sponsor must stop using or otherwise referring to RANZCOG Intellectual Property (including its name, logo or Trade Marks) on expiration or termination of these Terms.

The Sponsor will not disclose RANZCOG’s confidential information without prior written consent.

RANZCOG may collect Sponsor personal information for the administration of the Meeting, for security, legal, future marketing, and promotional purposes; in accordance with its privacy policy.

No disclosure of Confidential Information

A Sponsor may not, either prior to, during or after the Meeting, use or disclose, or cause or permit to be used or disclosed, any confidential information (or allow or assist or make it possible for any person to observe or have access to any such confidential information) of RANZCOG, except in performing its obligations under the Terms and then only with the prior written consent of RANZCOG.

Return and destruction of Confidential Information

The Sponsor must, immediately on demand by the RANZCOG:

a)   return to the RANZCOG anything containing or relating in any way to the confidential information;

b)   permanently delete all confidential information from every computer disk or electronic storage facility of any type owned or used by the Sponsor, except that the Sponsor may retain one copy for its own audit records; and

c)   despite anything else in the Terms, cease to make use of the confidential information, and must confirm promptly with the RANZCOG when it has done so.

Exceptions

Clauses “No disclosure of Confidential Information” and “Return and destruction of Confidential Information” do not apply to the following:

a)   Information after it becomes generally available to the public other than because of:

            i.   a breach of these Terms; or

            ii.  any other misuse or unauthorised disclosure by the Sponsor of any confidential information.

b)   The disclosure of information in order to comply with any applicable law or legally binding order of any court, government, semi-government authority or administrative or judicial body or the applicable rules of any stock exchange.

c)   The use, copying, reproduction, recording or disclosure of information after the Sponsor receives it from a third person legally entitled to possess the information and to provide it to the Sponsor, if that use, copying, reproduction, recording or disclosure accords with the rights or permission lawfully granted to the Sponsor by that third person.

The parties will comply with the New Zealand privacy laws.

RANZCOG may terminate sponsorship or exhibition agreement at any time and without cause by giving the Sponsor seven (7) days written notice.

Termination for cause

a.   Failure by either party to comply with any term or condition under these Terms will entitle the other party to give the defaulting party written notice requiring it to cure the default. If the party in default has not cured, or commenced to cure (if a cure cannot be performed within the time period set forth below), the default within 10 business days after receipt of written notice, the notifying party will be entitled, in addition to any other rights it may have under these terms or otherwise at law or in equity, to immediately terminate the Sponsorship or Exhibition.

b.   Notwithstanding any other provision contained in these Terms, RANZCOG may, with written notice to the Sponsor, immediately terminate this Agreement in the event that RANZCOG determines that the Sponsor is guilty of conduct tending to bring themselves or RANZCOG or its members into disrepute.

Clauses 4, 13, 16, 17 and 18 of these Terms and this clause 19 will continue to apply after termination or expiration of these Terms.

20.  In General