This document constitutes the terms and conditions of agreement between the Health Information Management Association of Australia (‘HIMAA’), the Conference Organisers and the signatory Sponsor (‘Sponsor’) or Exhibitor (‘Exhibitor’) to an agreement (‘Agreement’) to purchase partnership or exhibition booth space at the 2026 National Health Information Management Conference (HIMAA26).
We are committed to ensuring that participation in HIMAA26 is a mutually beneficial experience for our sponsors, exhibitors, attendees, and our respective organisations. This Code of Conduct is intended to conserve and enhance the integrity of business relationships developed through contact with attendees, to protect attendee confidentiality and respect attendees’ privacy. Accordingly, we require sponsors and exhibitors to comply with the principles set out in this Code of Conduct. Attendees also agree with the Code of Conduct. Sponsors, Exhibitors and Members all agree to abide by any health protocols of HIMAA or the Hilton Sydney, which will be outlined and updated in line with NSW and Federal Government health advice. HIMAA reserves the right to remove from the Event, at any time, any delegate, sponsor or exhibitor deemed to be causing, or potentially causing, a disturbance or exhibiting disruptive or inappropriate behaviour. Such removal does not constitute a right to refund of any fees paid.
Sponsors and Exhibitors are expected to promulgate the highest standards of ethical behaviour, both within their employer businesses, and the wider business community generally. Sponsors and Exhibitors must comply with all laws and regulations and must not infringe trademarks and other intellectual property rights.
Sponsors and Exhibitors will not disclose any confidential information acquired in the course of HIMAA-managed events, whether or not still employed by their organisation, except when legally obliged to do so.
Sponsors and Exhibitors are welcome to interact appropriately and professionally with attendees at HIMAA-managed events and build business relationships with attendees over time. Any information about attendees provided on registration lists or gathered by Sponsor or Exhibitor representatives at HIMAA-managed events must not be added to mailing lists unless the attendee has provided consent. Sponsors and Exhibitors must comply with any applicable privacy legislation in relation to the personal information it collects and holds.
Sponsors and Exhibitors must not make any false representations in connection with any dealings with Conference stakeholders including, but not limited to, misrepresentations of facts associated with their products or the promotion or utilisation of false documentation, such as false or inaccurate records.
If a Sponsor or Exhibitor becomes aware of a breach, or a suspected breach of this Code of Conduct, it must notify HIMAA immediately. HIMAA may also audit compliance with this Code of Conduct or appoint a third party to conduct an audit. HIMAA members may report unethical practices or inappropriate behaviour by a Sponsor or Exhibitor to the relevant Branch Committee, HIMAA National Office or HIMAA Board, for investigation and resolution.
Any violations will be reported by HIMAA to the Sponsor or Exhibitor’s management for their attention and, if appropriate, corrective action. HIMAA may then take any action it deems appropriate, including working with the Sponsor or Exhibitor to rectify the breach, suspend or terminate the applicable Agreement.
HIMAA reserves the right to accept or reject any offer of partnership. In determining offers, the following terms and conditions will apply to each application submitted:
Partnership space must be paid for as follows:
After registering, an invoice will be sent to the relevant company for payment. For invoices issued before 24 June 2026, 50% of the invoice total is payable within 14 days from the invoice date, with the remaining balance due no later than 8 July 2026. Entitlements will not commence until the minimum deposit has been paid.
For invoices issued on or after 24 June 2026, full payment is due immediately. Entitlements will not commence until full payment has been received.
If payment is not received in line with the deadline dates stipulated, packages and/ or booth space will be released and reassigned at the discretion of HIMAA. There will be NO EXCEPTIONS.
The Sponsor or Exhibitor must present written intent to cancel a partnership. All communications regarding cancellation must be made in writing to events@himaa.org.au.
Cancellations received before 26 August 2026, will receive a 50% refund of the total cost of the partnership.
Cancellations received on or after 26 August 2026, will not be eligible for a refund and the full cost of the partnership may be payable. This will be at the discretion of the HIMAA, in line with costs incurred through third parties and/ or entitlements deemed to have been executed.
Companies cancelling their partnership will:
forfeit all advertising opportunities;
forfeit any remaining partnership entitlements in place;
forfeit any other benefits of partnering; and
forfeit all complimentary registrations.
HIMAA may terminate this agreement immediately and retain all fees paid if (a) the Sponsor or Exhibitor fails to pay all fees as outlined in the Payment Schedule or (b) the Sponsor or Exhibitor fail to comply with or perform any material terms or conditions of the agreement or refuse to abide by these Terms and Conditions.
Exhibitors are liable for any damage caused, directly by the Exhibitor or the Exhibitor’s agents, to building floors, walls, or columns, or to standard booth equipment, or to other Exhibitors’ property. Exhibitors may not mark, tack, make holes, or apply paint, lacquer, adhesives, or other coating to building columns and floors or to standard booth equipment.
Exhibitors will be responsible for labour charges incurred in connection with the assembly, draping, repairs, and dismantling of their booth(s). All construction material, in addition to that supplied by the exhibition contractor, must conform to standard safety practices. All display materials, including table, back drapes, textile, paper displays, and decorations, must be fire resistant or flame proof. No combustible decorations may be used at any time.
All packaging containers and materials are to be removed from the floor and may not be stored under tables or behind displays. All aisles, corridors, exit areas, and stairways must remain unobstructed at all times the exhibition is open.
Exhibitors are charged with knowledge of all laws, ordinances, and regulations pertaining to health, fire prevention, and public safety while participating in this exhibition. Compliance with all such laws is mandatory and the sole responsibility of all Exhibitors.
The violation of any of these rules is grounds for dismissal from the exhibition hall and forfeiture of all associated monies paid.
Badges will be required for entry into the exhibition hall and must be worn at all times. Badges are not transferable and will be confiscated if worn by persons other than to whom they were issued. Only registered Exhibitors and their installation personnel may enter the exhibition hall during bump-in and bump-out.
The Exhibitor agrees to comply with assigned move-in and installation times as notified. Exhibits may not be removed from the exhibition hall until the official closing of the exhibition.
The Exhibitor shall defend, indemnify, protect, save, and hold HIMAA, its officers, directors, employees and agents; and the Hilton Sydney (“the Facility”), its agents and employees thereof, (hereinafter collectively called “Indemnities”) forever harmless from any damages, liabilities, claims, demands, or actions arising out of the actions or inactions of the Exhibitor, its servants, employees, contractors, or agents.
This indemnification shall extend to claims for actual or alleged:
The Exhibitor shall at all times defend, protect, indemnify, save, and hold harmless the indemnities against and from any and all losses, costs, damages, liability, or expenses (including legal fees) arising from or out of or by reason of any accident or bodily injury or other occurrences to any property, person or persons, including the Exhibitor, its agents, employees, and business invitees which arise from or out of or by reason of said Exhibitor’s occupancy and use of the facilities, or any part thereof.
All property of the Exhibitor is understood to remain in its custody and control in transit to and from and/or within the confines of the Facility. HIMAA, and the Facility do not maintain insurance covering the Exhibitor’s property and will not be responsible for damage to, loss, or theft of property belonging to any Exhibitor, their agents, employees, business invitees, visitors, or guests. The Exhibitor shall carry Comprehensive General Liability coverage, including premises, operations, and contractual liability and Public and Property Damage Liability and statutory Worker’s Compensation insurance in full compliance with all federal and state laws and covering all of the Exhibitor’s employees with coverage to the value of $20,000,000. A certified copy of the Exhibitors’ Certificate of Currency shall be furnished to HIMAA at a reasonable time and prior to the start of the Conference.
Subject to the following provisions of this clause, if a Party is or will be affected by Force Majeure:
such Party will immediately notify the other Party of the Force Majeure event and its anticipated impact on the performance of this Agreement;
neither Party will exercise a right or remedy under this clause unless and until the Parties have endeavoured to agree upon amendments to this Agreement for the delay, postponement, alteration, or cancellation of the Conference;
if a delay or failure by a Party to perform its obligations due to such Force Majeure exceeds thirty (30) days, the other Party may immediately terminate this Agreement by providing notice in writing to the other Party.
If the Conference is delayed, postponed, altered, or cancelled by an event of Force Majeure, then:
this Agreement will not end, but both parties will be released from further performance of their obligations under this Agreement from the time when the event of force majeure occurs;
HIMAA will be entitled to retain from any deposit, advance payment or other money paid by the Sponsor or Exhibitor to HIMAA, the amount of any costs, charges or expenses actually incurred by HIMAA before the event of force majeure occurring, less any amount recovered by HIMAA on account of successful insurance claims;
HIMAA will not be liable to the Sponsor or Exhibitor for any loss or damage, either direct or consequential, which may be suffered or incurred by the Sponsor or Exhibitor;
it is the intention of the Parties that this clause will supplant the common law doctrine of frustration and the operation of the Frustrated Contracts Act 1978 (NSW) and equivalent legislation in other jurisdictions, to the extent applicable.
An event of force majeure includes, but is not limited to:
war (whether declared or undeclared), revolution, act of public enemies or acts of terrorism;
riot, blockade, insurrection or civil commotion;
strike, lockout, stoppage, ban or limitation on work, restraint of labour or other industrial dispute;
act of God;
epidemic or disease;
fire, flood, earthquake, storm or cyclone;
malicious damage, smoke or explosion;
sabotage, bomb threat or other threats of violence;
act or restraint of any governmental or semigovernmental or other public or statutory authority;
judgements, rulings, decisions or enforcement actions of any court or tribunal having jurisdiction; (k) breakdown of any facilities or machinery or unavailability of essential equipment, supplies or services;
cessation of or interruption to water or electricity supply;
any other cause or event not reasonably within the control of HIMAA, which may affect in whole or in part the obligations and/or liabilities of either party to this agreement.
Exception for self-induced events
However, any event which (but for this clause) would be an event of force majeure, which happens or is brought about (directly or indirectly) as a result of any act or omission of HIMAA, or the Sponsor / Exhibitor, will not be taken to be an event of force majeure for the purposes of the above clauses.
Postponement or Cancellation of the Conference
If postponement is required or deemed necessary by HIMAA, this agreement will be extended to a mutually agreed date, subject to availability and carryover of any deposits paid.
A virtual format may be offered to Delegates, Sponsors, and Exhibitors instead of cancelling the Conference. If the event is cancelled, a Sponsor or Exhibitor can either carry over their deposits to other HIMAA-managed events or request a refund, subject to any processing or bank fees which HIMAA may incur.
The Sponsor or Exhibitor represents and warrants that they shall not violate any copyright, trademark, or other similar intellectual property laws and that it shall comply with all copyright restrictions including, but not limited to, any license HIMAA may obtain or any other laws and restrictions with respect to the use or performance of music. The Sponsor or Exhibitor further represents and warrants that it shall obtain any additional license or grant of authority required under copyright laws and present HIMAA with a copy of such license or grant no less than thirty (30) days prior to the start of the Conference, if requested to do so by HIMAA.
CONDUCT OF EXHIBITORS:
Sponsors and Exhibitors shall be required to conduct all business within the confines of their booth space. Only authorised representatives of companies and organisations which have an agreement with HIMAA for exhibition space are permitted to display or demonstrate any products, processes, or services, to solicit orders, to wear identification of their company or organisation, or to distribute advertising or other materials at the exhibition. Any violations of this regulation will result in prompt removal of the offending person from the Facility. Exhibitors may not enter the booth of other Exhibitors without invitation. Use of noisemakers, promotions and presentations that may be judged not in good taste, lacking in dignity, or not in keeping with the purpose of the Conference are prohibited.
Circulars and advertising materials of any description may only be used or distributed within the booth assigned to individual Sponsors or Exhibitors.
Exhibitors may not assign, sublet, or share their exhibit space with another business or firm unless approval has been obtained in writing from HIMAA. Exhibitors must only showcase goods or services manufactured or offered by the company named in this agreement, during their regular course of business.
Should an article of a third party be required for operation or demonstration in an Exhibitor’s display, identification of such article shall be limited to the usual and regular nameplates imprint, or trademark under which the same is sold in the general course of business. Exhibitors that wish to transfer their booth in whole or in part to another company shall be subject to the cancellation policy in this agreement.
Use of audio-visual equipment will be permitted, where appropriate to the display. Sound must be maintained at not more than a level of 75 decibels. HIMAA reserves the right to restrict Exhibitors’ use of sound and other devices which exceed 75 decibels and interferes with the best interests of the exhibition. No photography or videography is allowed by any photographer, other than the designated show photographer, unless otherwise approved by HIMAA.
Complaints of any violation of the Agreement Terms and Conditions are to be made promptly to HIMAA and its representatives. Exhibitors and their personnel agree to abide by the decisions of HIMAA.
AMENDMENTS:
Any and all matters not specifically covered herein are subject to the decision of HIMAA. HIMAA shall have the full and exclusive power to interpret, amend, and enforce these Agreement Terms and Conditions, provided amendments are brought to the notice of Sponsors and Exhibitors. Each Sponsor and Exhibitor, for itself and its employees, agrees to abide by the foregoing Agreement Terms and Conditions and by any amendments or additions thereto, in conformance with the preceding sentence. Violation of the Agreement Terms and Conditions is grounds for dismissal from the Hilton Sydney and forfeiture of all associated monies paid.
LAWS APPLICABLE:
This agreement shall be governed in accordance with the laws of the New South Wales (NSW). Any and all litigation arising from, or as a result of this Agreement will be conducted in Sydney, NSW and shall be governed in accordance with the laws of the State of NSW without regard to choose of law principles. This application does not represent a joint venture between the respective association and the Sponsor or Exhibitor; each shall retain the status of independent contractors and shall not have the authority to bind or represent the other. The agreement may not be assigned to another person or entity without prior written consent from HIMAA.
