Conscious Life Festival
Terms and Conditions
TERMS & CONDITIONS FOR EXHIBITORS & SPEAKERS
Conscious Life Events: March 13th & 14th, 2027
Under the terms of this agreement the ‘Organiser’ responsible for the event is Conscious Life Events. ‘Exhibitor’ is the person(s) and/or company assigned space as per the booking form.
All terms and conditions of this agreement must be adhered to.
Conscious Life Events ABN: 61619791860
Updates to the Terms & Conditions
The Organiser, Conscious Life Events, reserves the right to update the following Terms and Conditions at any time. Should the ‘Organiser’ make any amendments to these conditions, the ‘Exhibitors’ will be notified in writing.
Note: ‘Writing’ includes an email where the Exhibitor has given an email address as a contact in the application form. Please ensure that you notify us of any changes made to your email address.
APPLICATION
To secure a space at the forthcoming event on 13th & 14th March 2027, Exhibitors must:
- Complete the online application form.
- Read, sign, and return this agreement.
- Attach a copy of their insurance policy to the application form on the website.
- Pay a 30% deposit of the attached invoice to secure their stand booking.
Agree to actively promote and market the event.
Note: Your stand will not be reserved or booked until the necessary documentation and deposit are received. For applications received on or after Friday, 29th January 2027, full payment is due immediately.
If unable to attach the insurance policy to the online application, please email it to connect@consciouslifeevents.com.au
APPROVALS
Conscious Life Events reserves the right to decline stall applications if the products or services offered do not align with the Conscious Life Events brand and ethos.
Exhibitors must submit full details of the products or services they intend to display or sell at the event for prior approval by the Organiser. The Organiser reserves the right to reject or request the removal of any products or services that do not align with the event’s ethos.
INSURANCE
Exhibitors must have public liability insurance valued at a minimum of $10 million and must indemnify the Organiser from any claims made by any person within the Exhibitor’s allocated area. A copy of the insurance policy must accompany the application or be emailed to connect@consciouslifeevents.com.au
PAYMENT SCHEDULE
30% deposit is payable at the time of application approval to secure your booking.
Full Payment due by Friday, 29th January 2027
For applications received on or after Friday, 29th January 2027, full payment is due immediately to secure your stand booking.
Failure to meet the payment deadlines will result in the stand being made available for others, and a new stand will only be booked upon receipt of the outstanding payment.
CANCELLATION POLICY BY THE EXHIBITOR
A 10% administration fee will be charged for all cancellations at any time.
Additional fees apply based on the timing of cancellation:
- 25% of the stand fee if cancelled 6 weeks or more before the event – From Fri 29th Jan 2027
- 50% of the stand fee if cancelled on or after – Fri 29th Jan 2027- Fri 12th Feb 2027
- 75% of the stand fee if cancelled within 3 weeks of the event – From Fri 12th Feb 2027
All cancellations must be submitted in writing to connect@consciouslifeevents.com.au
REFUNDS
Upon cancellation, please provide bank details. Refunds, less applicable cancellation fees, will be processed within 10 days of receipt of the cancellation notice and bank details.
CANCELLATION POLICY BY THE ORGANISER
If the event is prevented, postponed, or abandoned due to circumstances outside the Organiser’s control, the Organiser reserves the right to retain payments from all exhibitors for the rescheduled event.
FORCE MAJEURE
In the event that the Organiser is unable to perform its obligations under this Agreement due to circumstances beyond its reasonable control, including but not limited to natural disasters, acts of government, pandemics, or any other event considered “force majeure,” the Organiser reserves the right to cancel, postpone, or reschedule the event without liability.
EVENT ATTENDANCE DISCLAIMER
The Organiser is not responsible for the overall number of attendees at the event. We actively market and promote the event with the resources available and employ several marketing contractors to execute a comprehensive campaign over approximately four months. While we prioritize maximizing attendance, no guarantees regarding attendee numbers are made.
SALES DISCLAIMER
The Organiser is not responsible for the amount of sales generated by Exhibitors during the event. Exhibitors are encouraged to participate in marketing efforts in the months leading up to the event. Relevant marketing materials will be provided upon booking.
STANDS AND STAND HOLDERS
DESIGNATED SPACE
Each Exhibitor will be assigned a designated space, and this space may not be re-allocated or used by others without specific, written permission.
SUB-LETTING AND STAND SHARING
Sub-letting or stand sharing is not permitted unless expressly agreed with Conscious Life Events. All Exhibitors must submit a booking form and current public liability certificate.
SPACE REQUESTS Space requests are accepted on a first-come, first-served basis, but the Organiser reserves the right to alter allocations if necessary.
DAMAGE TO SPACE AND STANDS Exhibitors are solely responsible for any damage caused to the venue and must ensure all exhibits are protected. The Organiser is not liable for damage to exhibits from theft, fire, water, storm, or other causes.
COMPLIANCE WITH LAWS AND REGULATIONS
Exhibitors are required to comply with all relevant laws, regulations, and venue rules applicable to their participation in the event, including but not limited to health and safety, fire safety, and licensing laws.
STAND SET-UP AND HEALTH & SAFETY
Bump-in: Friday from 3.00 PM to 5.00 PM or From Saturday 8.00AM-9.00 AM Only.
Bump-out: Sunday from 4.45 PM to 6.00 PM.
Under Workplace Health & Safety regulations, closed shoes are required during set-up and pull-down. No children or animals are allowed during these activities.
ELECTRICITY TO STAND
Electricity requirements must be indicated at the time of booking. All electrical equipment must be tagged and tested prior to use.
STAND DRESSING Exhibitors must comply with venue and safety regulations. Banners and other materials can only be attached to the allocated backing board. No damage should be done to walls or floors.
STAFF ACCESS Each stand is limited to 1 representative and 1 helper.
STAND INCLUSIONS Each exhibitor will receive 2 chairs, a trestle table (1.8m x 0.7m), and a backing board depending on the stand type selected.
ADDITIONAL HIRE OPTIONS Additional equipment is available for hire as follows:
- Power to stand – $60.
- Corner stand – 15% of stand cost.
- Additional chairs – $10 each.
- Additional tables – $20 each.
EXHIBITOR CONDUCTExhibitors are required to conduct themselves in a professional and respectful manner at all times. Any inappropriate or disruptive behavior may result in the immediate removal of the Exhibitor from the event without a refund.
PARKING Exhibitors must park in designated areas. Parking instructions will be provided closer to the event date.
PHOTOGRAPHY AND MEDIA RELEASEBy participating in the event, Exhibitors grant the Organiser the right to use photographs, video recordings, and other media taken during the event for promotional and marketing purposes.
INTELLECTUAL PROPERTY
All marketing materials and promotional content provided by Conscious Life Events are the intellectual property of the Organiser and may only be used by Exhibitors to promote the event. Unauthorized reproduction, distribution, or use of these materials is strictly prohibited.
LIABILITY LIMITATION
The Organiser shall not be liable for any indirect or consequential loss, loss of profits, or damage to reputation incurred by Exhibitors. The Organiser’s liability is limited to the total amount paid by the Exhibitor for their participation in the event.
SPEAKERS & FACILITATORS
Eligibility
Stand holders may apply for a speaking/workshop session at no additional cost.
Non–stand holders may apply to present, subject to approval and availability, and a Speaker/Facilitator Fee applies.
Speaker/Facilitator Fee
AUD $110 + GST per 45-minute session (for non–stand holders).
Inclusions
12-month Speaker Profile on the Conscious Life Festival website.
Inclusion in pre-event marketing (may include event posters, newsletters, and social media).
A feature in at least one dedicated newsletter/social post prior to the event.
Listing on the official printed/digital festival schedule.
Payment & Confirmation
Sessions are not secured until full payment is received.
If payment is not received by the due date specified by the Organiser, the session allocation may be reallocated to another speaker.
Speaker Refunds & Cancellations (Non–Stand Holders)
More than 30 days before the event: 50% refund of the Speaker Fee.
Within 30 days of the event (from 12 Feb 2027): No refund.
If the event is cancelled by the Organiser: Full refund of the Speaker Fee.
Fees are non-transferable to another person, session, or future event.
Responsibilities
Arrive at least 30 minutes prior to your session.