EXHIBITOR TERMS & CONDITIONS

Exhibitor Terms & Conditions of Participation

PRIMEX FIELD DAYS 2026 (as at 7 April 2026)
TERMS AND CONDITIONS OF EXHIBITION AND SITE AGREEMENT (FINAL EXECUTION VERSION)

1. Interpretation and Definitions

1.1 Interpretation
Unless the context requires otherwise:

  • singular includes plural and vice versa;
  • references to persons include entities;
  • obligations bind jointly and severally;
  • headings are for convenience only.

1.2 Definitions

Claim means any claim, loss, damage, liability, cost or expense.
Council means Lismore City Council.
Delay Event means force majeur or any event beyond the Organiser’s control including natural disaster, pandemic, government direction, infrastructure failure or venue unavailability.
Event means Primex Field Days in any format.
Exhibitor means the applicant or site holder.
Fees means all monies payable under these Terms.
Organiser means Primex Field Days Pty Ltd.
Rules means all directions issued by the Organiser.
Site means the allocated exhibition space.
Venue means Lismore Showgrounds.
Venue Authority means Lismore Show Society.

2. Application and Participation

  • The Organiser may accept or refuse any application at its discretion.
  • No exclusivity applies unless agreed in writing.
  • Participation grants a revocable licence only, not a lease.

3. Personal Guarantee

The Organiser may require a director or principal to provide a personal guarantee as a condition of participation.

4. Time of the Essence

In dealings with this Agreement, time is of the essence and the Organiser and the Exhibitor must do all things necessary to advance this Agreement

5. Compliance

The Exhibitor must comply with:

  • all applicable laws and regulations; provide those laws and regulations that apply to the exhibitor
  • Work Health and Safety Act 2011 (NSW);
  • public health and biosecurity requirements; cite the applicable legislation
  • all Rules and directions of the Organiser; provide a guideline or standard terms and conditions
  • all requirements of Council and the Venue Authority. what are these requirements? does the council have written requirements

6. Fees, Deposit and Payment

  • All Fees must be paid in advance.
  • Fees are exclusive of GST unless stated otherwise.

Non-Refundable Deposit

  • A deposit is payable upon booking.
  • In circumstances other than a default of the Organiser, the deposit is non-refundable and covers administration and planning costs.
  • The deposit remains payable even if the Exhibitor cancels or does not attend for reasons other than a “force majeur”.

Condition of Entry
No access or participation rights are granted until:

  • all Fees are paid; and
  • all compliance requirements are satisfied. what are the compliance requirements

Default in payment or compliance
If payment is overdue the exhibitor is in breach and access will not be provided to the event.

  • interest applies at 15% p.a.;
  • the legal or collection costs of recovery where the Organiser suffers loss or damage as a result of the Exhibitor’s actions, negligence or non-observance of the essential terms and conditions.;

7. Insurance

The Exhibitor must maintain:

  • public liability insurance of at least $20,000,000;
  • workers compensation insurance of $2,000,000 for each occurrence;
  • vehicle and equipment insurance for the replacement value of the assets used at the event.

Evidence must be provided prior to Site access.

8. Work Health and Safety

  • The Exhibitor is responsible for a safe Site.
  • All equipment must be deemed safe and you must have the item tested against relevant joint Australian/New Zealand standards (such as AS/NZS 3820) .

8.1 PCBU Responsibility
The Exhibitor acknowledges it is a Person Conducting a Business or Undertaking (PCBU) and must ensure, so far as reasonably practicable, the health and safety of workers, contractors, other exhibitors and the public.

8.2 Induction

  • All persons entering the Venue for the Exhibitor must complete induction.
  • Induction must remain current.
  • Non-compliant persons may be refused entry or removed.

9. Public Safety and Demonstrations

  • All demonstrations must be conducted safely.
  • Barriers, supervision and signage must be used.
  • Only licenced operators may operate machinery.

The Exhibitor is responsible for all risks arising from its activities and indemnifies the Organiser.

10. Event Equipment, Drones and Demonstrations

Drones, machinery and equipment may be used during the Event by licensed or qualified operators.

By participating in the Event, the Exhibitor acknowledges that:

  • demonstrations may occur within or around the Event;
  • a minimum safety distance of 15 metres public attendees must be maintained from any operating equipment or drone;
  • all operating instructions from the Organiser must be followed.

10.1 Drone Use Restrictions

  • Drones are prohibited unless approved in writing by the Organiser.
  • Any approved drone use must comply with all requirements of the Civil Aviation Safety Authority.
  • The Organiser may revoke approval at any time.

The Exhibitor is responsible for any drone operated on its behalf and indemnifies the Organiser from any loss or damage caused by this operation.

11. Electrical, Gas and Hazardous Activities

  • All electrical equipment must be tested and tagged by certified electricians or licensed event electricians.
  • Unsafe equipment may be disconnected.
  • Gas, fuel and hazardous materials must comply with all relevant laws.
  • Hot works require approval. what is a Hot work?

12. Food, Beverage and Alcohol

  • The relevant state licence and approval is required for all food and beverage service.
  • Alcohol is prohibited unless approved.
  • The Caterer/Vendor shall assume full responsibility for the service of alcoholic beverages at the Event. The Vendor agrees to comply with all local and state liquor laws. The Vendor shall maintain valid liquor liability insurance of at least $1,000,000. The Vendor reserves the right to refuse service to any guest who appears intoxicated or is under the legal drinking age. The Organiser is held harmless from any claims arising from the Vendor’s service of alcohol.

13. Site Allocation

  • Allocation is at the Organiser’s discretion and subject to the payment of the required deposit and fee.
  • Site allocation may be changed if required prior to the Event due to storm or flooding forcasts.
  • No liability arises from relocation in these circumstance.

14. Site Use

  • No encroachment beyond Site boundaries.
  • No subletting, licensing or sharing without approval.
  • Non-compliance with this requirement is a default under the essential terms and conditions.

15. Structures and Displays

  • All structures must be safe and compliant.
  • Permanent structures require the approval of the Organiser and venue authority.
  • All items remain at the Exhibitor’s risk (subject to clauses 21–22).

16. Vehicles and Traffic

  • Maximum speed: 10 km/h
  • No movement during times open to the public without approval
  • All directions from the Organiser or his agents must be followed
  • All vehicles at the Venue must be registered unless included in an exhibit
  • NO PASS = NO ENTRY

17. Heavy Vehicles and Transport

The Exhibitor must comply with all Heavy Vehicle National Law requirements including:

  • Chain of Responsibility
  • mass and dimension limits
  • load restraint
  • fatigue management
  • vehicle standards

The Exhibitor is solely responsible for transport safety.

18. Loading and Handling

Any assistance in loading and handling of the Exhibitor’s goods and equipment provided by the Organiser:

  • is at the Exhibitor’s risk;
  • does not transfer responsibility.

19. Environmental contamination and Site Damage

The Exhibitor is responsible for:

  • environmental contamination
  • remediation and repair costs.

20. Site Cleaning and Removal

  • The Site must be reinstated to the condition prior to the Exhibitor’s set-up.
  • If goods remain on the site after the expiry of 24 hours, the Organiser may remove and store or sell abandoned items at its sole discretion and at the Exhibitor’s cost.

21. Security Interest (PPSA) and Lien

Until payment in full of all costs and expenses incurred by the Organiser or due and payable by the Exhibitor for the event in full, the Exhibitor grants the Organiser a security interest over all goods and equipment on site and consents to registration of this interest on the Personal Property Security Register and enforcement of this registration.

22. Liability Exclusion

To the maximum extent permitted by law:

  • The Exhibitor participates at its own risk.
  • The Organiser’s liability is limited to the deposit paid less any expenses incurred in administration of this Agreement or and it is expressly agreed that the Organiser is not liable for any loss or damage suffered by the Exhibitor (including negligence or inaction by the Organiser), including for the:
    • Event cancellation or changes;
    • Site relocation;
    • Business interruption or other indirect loss;
    • Force Majeur.

23. Indemnity

The Exhibitor indemnifies the Organiser against all Claims including loss or damage to equipment or persons arising from this Agreement or the Event.

24. A Delay Event

The Organiser may:

  • postpone, relocate or cancel the Event;
  • reformat or suspend the Event.

Fees may be credited.
No liability applies to the Organiser.

25. Public Health and Pandemic

The Exhibitor must comply with all public health and biosecurity requirements.
These events are treated as a Delay Event.

26. Event Changes

The Organiser may change the dates or organisational structure of the Event.
Fees may be credited.
No liability applies to the Organiser.

27. Exhibitor Cancellation

  • Written notice followed by the Organiser’s acknowledgement is required
  • Fees payable prior to the Event:
    • up to 5 months: 25%
    • under 5 months: 50%
    • under 8 weeks: 100%

Deposits are forfeited.

28. Failure to Attend

All Fees remain due and payable Deposits and any monies paid are forfeited.

29. Termination

The Organiser may terminate for breach, safety risk or insolvency of the Exhibitor.
No refund applies.

30. Removal

The Organiser may remove any Exhibitor or activity for reasonable cause including any breach under this Agreement.
No refund applies.

31. Prohibited Products

Includes:

  • weapons
  • unlawful goods
  • counterfeit items
  • unsafe or inappropriate materials

32. Marketing Rights

The Organiser may use exhibitor branding and images as part of the marketing campaign for the Event.

33. Privacy

The Organiser may only disclose information within the public domain without the consent of the Exhibitor and will obtain a privacy release where required for information to be used for Event operations.

34. Site Disputes

Must be raised within 21 days of notice of site assignement.
The Event Organiser reserves the right to exercise its powers under this Agreement.

35. Virtual Event

The Organiser may operate digital or hybrid events pursuant to clauses 24 and 26.

36. Prospectus Disclaimer

the Organiser provides no guarantees in relation to the outcome of any Event.

37. Camping

Camping is subject to the Organiser and Venue Authority’s approval.

38. Notices

Notices may be given to the email, postal address or delivery pursuant to section 109X of the Corporations Act 2001 (Cth).

39. Governing Law

The jurisdiction of the State in which the Event is held applies.