GS1 Event Centre Terms and Conditions
Effective 1 July 2024
This Agreement
This Agreement, comprising the GS1 Event Centre Terms and Conditions and the GS1 Event Centre Booking Form (this “Agreement”) is made between GS1 Australia and the Client.
It is a condition of this Agreement that the Client, and any person who accepts this Agreement on the Client’s behalf, has full legal capacity and power to enter into the Agreement and to satisfy the obligations specified.
GS1 Australia’s commitment to privacy is set out in the GS1 Australia Privacy Policy. The Client acknowledges that it has read and understood the GS1 Australia Privacy Policy and consents to the collection, use and disclosure of Personal Information in accordance with the Privacy Policy.
Where the Client is an individual, it understands and agrees to GS1 Australia collecting, using and disclosing Personal Information about the Client on the terms and for the purposes set out in the GS1 Australia Privacy Policy and for the purposes of providing the Client with the services contemplated by the Agreement.
GS1 Australia will hold an unconfirmed booking for a maximum period of five (5) business days after which time the booking will be released.
All bookings will be confirmed upon receipt of a signed copy of the Agreement.
Any reference to the “Events Manager” in this Agreement will refer to the person nominated by GS1 Australia to represent it in all matters relating to the Event.
Fees and payment
The Client agrees, where relevant, this Agreement will be governed by the GS1 Australia Terms of Trade.
The Client must pay GS1 Australia the Fees set out in the GS1 Event Centre Booking Form (“Booking Form”).
All invoices issued to the Client for the Event must be paid within 30 days of the date of the invoice.
GS1 Australia will use its best endeavours to accommodate any additional requests made by the Client for the Event which are not originally requested and captured on the Booking Form. Fees associated with these additional requests must be paid in full on the same day as the Event.
GS1 Australia reserves the right to change the fees and charges at its discretion. GS1 Australia will use reasonable endeavours to provide prior notice of such changes. To the fullest extent permitted at law, GS1 Australia will not be liable for any loss or damage incurred by the Client in exercising this right.
Unless otherwise specified, all Fees are exclusive of GST. The Client shall pay any Federal, State or local government charges where applicable.
Client Obligations
The Client agrees:
to make good any damage or loss (including accidental damage) to the Venue, equipment, technology, furniture, fittings and surroundings arising out of and/or in the course of the Client hiring the Venue caused by any act or neglect of the Client, the Client’s employees or agents, or any persons attending the Event;
to clean the Venue and return it to its original state on completion of the event. Failure to do so may incur additional cleaning charges as advised by GS1 Australia;
to confirm in writing all relevant details for the Event 14 days before the Event Date set out in the Venue Booking Form;
that the Agreement is not transferable and subletting the Venue or any part thereof is not permitted;
to not make any alterations to the structure, fittings, decorations or furnishings of the Venue and understands that nails, hooks, adhesive fasteners, tacks or screws cannot be installed on any part of the Venue without prior written permission from the Events Manager;
to be responsible for the conduct and behaviour of all employees, agents and invitees of the Client at the Venue;
to comply with all applicable laws, including health and safety regulations, liquor licensing laws and fire regulations;
to comply with any directions and/or general Venue use information provided by GS1 Australia;
to comply with any relevant public health orders in place at the time of the Event;
not to carry on any activity at the Venue which is dangerous, noxious, offensive, illegal, noisy or objectionable;
not to allow the Venue to be used for any purpose other than that for which it is designed and to which GS1 Australia has agreed to in accordance with this Agreement.
Services
Any catering, security or cleaning organised by the Client for the Event must be approved by GS1 Australia, whose approval will not be unreasonably withheld.
Sound, electrical and lighting requirements needed by the Client for the Event must be approved by GS1 Australia (whose approval will not be unreasonably withheld). Alteration of any existing lighting or electrical installation at the Venue is strictly prohibited without the Event Manager’s prior written approval.
Electrical installations beyond those provided at the Venue will be subject to a reconnection and consumption fee (agreed prior to booking) based on the specific requirements and will be performed by the GS1 Maintenance Engineer. All electrical items supplied by the Client and used at the Venue must be tagged and tested in accordance with government regulations.
It is the responsibility of the Client to test the compatibility of all equipment organised by the Client with the Venue and to ensure that the Venue is fit for purpose. GS1 Australia makes no representation and gives no warranties that the Venue will satisfy the Client’s needs.
Exhibits and deliveries
Floor plans of intended layouts of exhibitions, trade shows and other functions must be submitted to the Events Manager a minimum of fourteen (14) days prior to the commencement of the Event.
The Event Manager will advise the Client if any modifications are required in order to comply with GS1 policies or to satisfy other obligations.
The storage of materials or items for the Event must be requested in advance and subject to the availability of space.
Delivery of goods will only be accepted up to two (2) working days prior to the Event. GS1 Australia will take all necessary care, but without limiting clause 12, accepts no responsibility for damage or loss to equipment or merchandise left at the Venue prior, during or after the Event.
The Client must ensure that all items delivered to GS1 Australia for the Event are adequately marked with the name and the start date of the Event, Client’s name and contact details.
Items to be collected after the Event should be sealed and properly addressed with the Client’s contact details.
The Client’s items will be treated with care, but no responsibility will be accepted by GS1 Australia for any client property, which is lost, removed or damaged at the premises.
Any items remaining at GS1 Australia seven (7) days after the event will be disposed of.
Change of venue
GS1 Australia reserves the right to:
where for reasons beyond GS1’s Australia’s control, the Venue becomes unavailable, allocate the Client’s Event to an alternative suitable and comparable venue; or
assign an alternate venue for the Event if it reasonably believes that the booked Venue is no longer appropriate for the Event; or
allocate the Event to a more appropriate venue where the attendee numbers increase or decrease significantly from numbers advised at the time of confirmation in accordance with clause 3(c).
Where the Event is relocated to an alternate venue, GS1 Australia will use its best endeavours to provide adequate notice to the Client of the change.
The Client agrees that providing an alternate suitable and comparable venue under this clause shall constitute full performance of the Agreement by GS1 Australia.
Cancellation or Postponement of the Event
Cancellation or postponement of a confirmed Event must be made in writing to the Events Manager at GS1 Australia.
Due to costs involved in preparation for the Event, the following charges may apply if the Event is:
Cancelled/postponed more than 21 business days prior to the first date of the Event– all monies for the room hire refunded in full.
Cancelled/postponed within 21 business Days – 20% of the room hire Fee.
Cancelled/postponed within 14 business Days – 50% of the room Fee.
Cancelled/postponed within 3 business Days – 100% of the room hire Fee.
Performance of this Agreement will be contingent upon GS1 Australia’s ability to perform it and it will not be liable to the Client for any failure to provide the Venue or any services due to causes which are beyond its reasonable control. Such events include, but are not limited to: natural disaster, breakdown of machinery, failure of supply of electricity, leakage of water, flood, fire or government restrictions.
Acting reasonably, if GS1 Australia believes that the Event will affect its business, either with respect to security, reputation or the general administration of its business, GS1 Australia reserves the right to terminate this Agreement and/or remove any disruptive individuals attending the Event.
Termination of this Agreement by the Client or GS1 Australia, shall not prejudice GS1 Australia’s rights to recover all costs and charges otherwise payable by the Client under this Agreement.
Service of Alcohol
Where the Client has arranged catering for the Event, and GS1 Australia has approved a caterer to serve alcohol, the Client must ensure all GS1 Australia directions and instructions are followed with respect to the service and consumption of alcohol at the Venue.
Under the Liquor Control Reform Act and Regulations 1998 (Vic), GS1 Australia is responsible for the service of alcohol and the safety of guests at the Venue where alcohol is consumed. So that GS1 Australia satisfies its obligations, The Liquor Licence conditions and Responsible Service of Alcohol guidelines must be adhered to at all times during the Event.
In addition to other instructions GS1 Australia may give under clause 8(a), the Client must supply the Event Manager prior to the Event, with a current Responsible Service of Alcohol Certificate for the individuals who will be responsible for serving alcohol at the Event.
Smoke-Free Venue
Under Victorian Legislation, the Venue is a non-smoking venue, except for designated outdoor areas.
Where attendees at the Event smoke in the designated outdoor areas, the Client must ensure that the designated area is cleaned, and all smoke butts are disposed of. Failure to do so may incur additional cleaning charges as set out in the Booking Form.
Fire Safety
All Events must be conducted in accordance with Fire and Safety regulations communicated to the Client by GS1 Australia.
Fire Exit doors or public entrances must not be blocked or partially blocked in any way.
The use of heaters and heat producing devices (other than those installed at the Venue), open flames, candles, lamps, lanterns and other such items as part of an event is strictly prohibited.
Use of storage for flammable liquids, gases, solid or compressed gases is strictly prohibited unless prior written permission is provided by the Events Manager and the substances are used in accordance with Fire Regulations as communicated to the Client by GS1 Australia.
Hours of use
Unless alternate arrangements are confirmed in writing with the Events Manager, the Client is only permitted to use or enter the Venue at the specific hours set out in the Booking Form.
The Venue operates from 8am to 6pm, Monday to Friday inclusive. A surcharge for use of the Venue is applicable outside of these hours.
Liability
The Client is responsible for and is liable to its employees, agents, invitees and any contractors attending the Event.
To the fullest extent permitted at law, and except in the case of fraud or gross negligence, GS1 Australia accepts no responsibility or liability in respect of any damage or theft or loss of any property, goods, articles or things whatsoever placed, deposited, brought into or left at the Venue, either by the Client, the Client’s employees or agents or by any persons attending the Event. All deliveries or collections for Events must be arranged with and approved by the Events Manager prior to delivery or collection.
In no event shall GS1 Australia be liable for loss of profit or consequential damages or losses, whether based on breach of contract, negligence, warranty or otherwise.
Insurance
The Client will hold the following policies which will be valid during the term of this Agreement:
Public Liability Insurance to the amount of $10,000,000;
Workers’ Compensation insurance as required by the applicable law;
Personal accident, theft and breakage insurances; and
Any other insurance policy reasonably required by GS1 Australia as notified to the Client for the purposes of the Event.
The Client agrees that it will produce adequate evidence of the currency of the required Insurance Policies prior to the commencement of the Event.
Indemnity
The Client shall indemnify and keep GS1 Australia, its employees, agents and any contractors, against any claims, actions losses, demands, damages and expenses for which GS1 Australia, its employees, agents and contractors shall or may become liable or suffer in respect of damage to GS1 Australia’s property or injury or death of persons arising out of any wilful, unlawful or negligent act or omission of the Client, its employees, agents, invitees or subcontractors in connection with this Event.
The Client’s liability to indemnify GS1 Australia under this clause will be reduced proportionately to the extent that GS1 Australia contributed to the loss or damage.
Jurisdiction
This Agreement shall be governed by the laws of the State of Victoria and the parties agree to submit to this jurisdiction.