EXHIBIT SPACE RENTAL AGREEMENT AUSTRALASIAN MUTUALS INSTITUTE (AMI) ABN 50 023 683 196 ANNUAL CONFERENCE & EXPOSITION NATIONAL CONVENTION CENTRE 31 CONSTITUTION AVE, CANBERRA ACT 15 – 17 March 2009 MEMORANDUM OF AGREEMENT made this day of between the Australasian Mutuals Institute (AMI) (hereinafter known as the “Institute”) and (Name of exhibitor - please print) Address City State Postcode Telephone Fax Email (hereinafter known as the “Exhibitor”) In consideration of payment of exhibit space rental fee amount specified in the Schedule, the Institute hereby leases the booth space(s) specified in the Schedule in the Exhibit Area of its 2009 Annual Conference and Exposition at the National Convention Centre, Canberra to the Exhibitor for the duration of the Exposition. The Institute agrees to carry through the arrangements and programme therewith; to conduct a trade exposition in connection therewith, substantially in accordance with the letter and brochure of invitation to be forwarded to prospective Exhibitors; and to rent to the Exhibitor the space(s) specified in the Schedule. The Exhibitor agrees to observe all points of information and regulations as set forth in the Institute Exposition Information & Regulations which shall be considered to be part of this contract as if fully set forth herein. Violators of the Institute Exposition Information & Regulations shall be subject to immediate ejection, shall be liable for all damage resulting from the violation and shall lose their right to participate in future Institute exposition programmes. Any data collected as the result of a survey of delegates, a competition or a similar type of activity conducted during the AMI Conference & Exposition, by the Exhibitor, or an authorised agent/representative of the Exhibitor, may only be used by the Exhibitor and may not be made available to any third-party individual or organisation (including a subsidiary organisation or association) of the Exhibitor. Payment for the exhibit space rental fee must be received by the Tax Invoice due date for this agreement to be valid. A Tax Invoice will be issued upon receipt of this agreement and cheques should be made payable to and sent to Australasian Mutuals Institute (AMI), PO Box 525 Burwood NSW 1805. CANCELLATION POLICY. A 50% deduction from the Floor space/Shell Scheme Rental Fee will be made on cancellations received in writing prior to 21 January 2009. No refunds will be made after this date. SCHEDULE Specified Exhibit Space(s) at 2009 Exposition: Please select:  Floor Space/  Shell Scheme Exhibit Fee for 2009 Exposition: $ The following individual is designated as the authorised Exhibitor Representative to have charge of the Exhibitor’s space (name one only) and to receive any further mailings concerning the Institute’s Annual Conference and Exposition. It is the responsibility of the Exhibitor to advise the Institute of any changes to personnel representing the Exhibitor. Signed on behalf of the above Exhibitor. I have read and understood the Exposition Information and Regulations. REPRESENTATIVE (please print) Name Date PLEASE RETURN COMPLETED AGREEMENT TO AMI AT THE ABOVE ADDRESS OR VIA FAX TO 02 9744 5752 10 Exposition Information & Regulations Australasian Mutuals Institute ABN: 50 023 683 196 2009 Annual Conference & Exposition National Convention Centre, Canberra 15-17 March 2009 Exhibitor Information Booth Assignments Assignments of space will be made in the order signed contracts are received at PO Box 525 Burwood NSW 1805 or faxed to (02) 9744 5752 and payment received in full by due date. Floor Exhibit Rental Rates & Payment The Floor Exhibit Rental fee for each exhibit space is as set out in the Floor Exhibit Rental Agreement. Payment of the exhibit space rental fee must be received by the Tax Invoice due date for this agreement to be valid. A Tax Invoice will be issued upon receipt of this agreement and cheques should be made payable and sent to the Australasian Mutuals Institute PO Box 525 Burwood NSW 1805. Cancellation Policy: if cancelled before 21 January 2009, 50% of full Exhibit Rental Fee will be refunded. No refunds will be made after this date. Exhibition Registration All representatives of the exhibiting firm MUST REGISTER either as a Conference Attendee or as an Exhibitor in order to work in or on the booth or enter the Exhibit Area. Each registered Exhibitor will receive a name badge in order to gain entrance to the Exhibit Area. Exhibitor Representative The Exhibitor will name ONE individual as its duly authorised representative and assumes responsibility for such representative, or advised alternate, being in attendance at its Exhibit Booth throughout all exhibit hours. A maximum of four people “manning” each booth space at any one time is allowed. Exhibitor Move In: Sunday 15 March 2009 The exhibitor move-in will commence at 10 am on Sunday 15 March 2009. Stands will be ready to occupy by 5.00pm. All stands must be completely dressed and excess rubbish removed by 5pm Sunday. Exhibitor Move Out: Tuesday 17 March 2009 Removal of products and exhibits will commence at 3.30pm on Tuesday 17 March 2009. No exhibitor will be permitted to remove products prior to this time. All displays must be completely packed up by 6pm. The National Convention Centre will not store any goods after the event concludes. All goods must be removed within 24 hours of conclusion of the event. The National Convention Centre reserves the right to dispose of any goods after 14 days. Exhibit Dimensions Exhibits should not exceed 2.5m in height without express prior approval from the Institute and must remain within the floor space allocated. Failure to Occupy Space by Sunday 15 March will be forfeited by the Exhibitor and the space may be re-assigned or used by Exhibit Management without refund, unless arrangements for delayed occupancy has received prior approval by AMI Management. Limitation of Liability The Australasian Mutuals Institute and the National Convention Centre will not be liable for any loss or damage to Exhibitor’s property from fire, theft or any cause, or for personal injury to the Exhibitor, its representatives, agents or employees. The Exhibitor agrees to indemnify and hold harmless the Australasian Mutuals Institute and the National Convention Centre Canberra, its representatives, agents and employees, from any and all claims from property damage or personal injury by whosoever sustained including any other Exhibitors, arising from or in any way connected with the Exhibitor’s use or occupation of the display space. By law, every exhibitor MUST be covered for Public Liability Insurance in respect of bodily injury and/or property damage to a 11 minimum of $5,000,000. This refers to damage or injury caused to third parties/visitors on or in the vicinity of an exhibition. Unless a current copy of your Company's Public Liability Insurance is received by AMI prior to the March 2009 Exposition, you will not be allowed to exhibit. LPG use on exhibitor stands The National Convention Centre must be notified of intent to install LPG appliances prior to the move-in period. Each application is assessed with the safety of the public at its prime pre-requisite. The National Convention Centre reserves the right to accept or reject any application. Rigging Licensed riggers must perform all rigging work done at the National Convention Centre. Riggers will be asked to produce their license before they commence work. Riggers must complete a hazard analysis and submit this to the Centre seven (7) working days prior to the work being undertaken. Scissor Lift and Boom Lift Arrangement s can be made to hire a scissor left through the National Convention Centre. A current operating ticket must be sighted before hire approval is granted. Alternatively, qualified staff may be hired to operate the lift. The current hire charges, both with and without operators are available upon request. Set-Up of Exhibits • The Australasian Mutuals Institute will lease to the Exhibitors carpeted floor space and/or shell scheme package and supply electricity (but not fittings) only, for the use of the Exhibitor. • Floor Space Only: Exhibitors with space only stands must gain prior approval by submitting detailed plans and your stand builder’s details to AMI before proceeding. All shell scheme walls must be supplied and built by the official contractor, Exhibition Hire. • The Exhibitor must make its own arrangements for the set up and supply of telephones and all other materials and services required by the Exhibitor and will be responsible for any damage caused by the set up, supply and use of such services and materials. • No structure can be fixed to the venue structure, and must not interfere with adjacent stands. • No equipment, fittings or materials may be placed in any aisle walkway or in such a position that the access to any designated exit is in any way obstructed. • Materials used in stand construction and design must not be readily ignitable nor be able to emit toxic fumes should ignition take place. • No signs or other articles are to be fastened to walls outside of individual displays or electrical fixtures. • No sawing, drilling etc. will be allowed on any floor surface. Only small works can be completed and proper floor covers are to be provided. • No painting is permitted unless proper drop sheets are provided. • No pins, nails, tape or tacks are to be used on any surface of the Centre. Bluetak is the only approved method for affixing. • Tape used by contractors for marking out of floor plans, must be such that it does not leave any adhesive residue on the carpet or floors. • The Structure of the building must remain in exactly the same condition prior to set-up. Any changes to the building and property of the National Convention Centre will be charged to the company at fault. Special Instructions • Give-away's are permitted and also the discount selling of display items at the close of the Exposition Program. Any prizes donated by an Exhibitor and the method of selecting the winners should be approved by the Institute; the prizes should be offered unconditionally subject only to the winner being registered for the Conference and present at the prize drawing. • Exhibitors are prohibited from using amplifying equipment of any nature without permission from the Australasian Mutuals Institute and if permission is granted, the use of such equipment must not interfere with adjacent Exhibitors or other activities in the Exhibition area. • Exhibitors must confine their activities to the space for which they have contracted. 12 • Exhibitors will not be permitted to distribute samples or souvenirs except within their booths. • Exhibitors who use costumed performers or mannequins should be sure that their manner and appearance does not offend. • Exhibits which, in design or operations, are objectionable in the opinion of the Australasian Mutuals Institute will be prohibited. • The exhibitor shall be responsible for any damage to the structure, floor, wall, pillar and any other part of the National Convention Centre. No glue, tape, self-adhesive paper, screws, nails, spikes, pins or paint may be used on any surface of the National Convention Centre. Inspections of the Exhibition Hall pre and post exhibition will be conducted. Amendments The Australasian Mutuals Institute shall have sole authority to interpret and endorse all rules and regulations contained herein; to make any reasonable amendments thereto and to make such further rules and regulations as shall be necessary for the orderly conduct of the Exposition Program. The Australasian Mutuals Institute shall make every effort to inform all Exhibitors of amendments and additional regulations adopted under this section. For further information contact the Australasian Mutuals Institute, P O Box 525 Burwood NSW 1805 or phone Fay Morritt on (02) 9744 5717. Endorsement The Australasian Mutuals Institute’s acceptance of an Exhibitor in the Exposition Program does not constitute an endorsement of their product or services. The Australasian Mutuals Institute reserves the right to accept or reject an exhibiting firm based on the belief that they are reputable and that their products or services would be of interest and benefits to its members. Any data collected as the result of a survey of delegates, a competition or a similar type of activity conducted during the AMI Conference & Exposition, by the Exhibitor, or an authorised agent/representative of the Exhibitor, may only be used by the Exhibitor and may not be made available to any third-party individual or organisation (including a subsidiary organisation or association) of the Exhibitor. NOTE: It is the responsibility of the official Exhibitor’s representative to see that each person manning their exhibit and representing their firm at the Exposition be aware of and adhere to the above rules and conduct themselves in a professional manner throughout the Exposition. For and on behalf of: The Australasian Mutuals Institute Fay Morritt Manager Exposition & Sponsorship General Information Access Main vehicle access to the Exhibitor loading area (back of the Exhibition Hall) at the National Convention Centre is via Constitution Avenue. Passenger vehicles may also use the car park to access a one-metre wide goods lift. Vehicles are required to unload and move their car to the car park. The loading dock at the National Convention Centre is for loading and unloading only. It is open from 8.00am to 12.00pm, and 1.00pm to 4.30pm Monday to Friday (excluding public holidays). Under no circumstances are vehicles to be left unattended on the terrace area or on the loading dock. The height of the Exhibitor Loading dock is 10m. Please be aware the National Convention Centre does not possess a forklift. Admissions The Australasian Mutuals Institute shall have sole control over the admission policies at all times. All persons visiting the Exposition Area as well as manning the booths must register either as an exhibitor or conference attendee and wear the official name badge to enter. Animals No animals – birds, fish etc. (with the exception of Seeing Eye dogs) are permitted in the Centre at any time, except as an approved exhibit, or as part of an approved activity or approved performance requiring the use of animals. Such animals that are permitted must be under control, in a pen or on a leash and 13 at all times remain the full responsibility of the exhibitor. Written approval must be obtained prior to any animal (other than Seeing Eye dogs) entering the Centre. Audio Visual Audio Visual equipment is available from the National Convention Centre. For further details, tick the appropriate box on the Exhibitor Services Form or contact Kevin Abbott on (02) 6247 2344 to discuss you requirements. Banners & Signs The National Convention Centre can arrange to hand your banners and signs in accordance with organiser’s requirements. This service must be arranged prior to arrival at the Centre. For further information regarding banner hanging please contact Staging Connections on 02 6257 6786. Delivery/Collection All exhibition goods being forwarded to the National Convention Centre should be marked with a delivery label (refer to forms). Arrangements should be made for goods to arrive on the Exhibitor pack-in day or two working days prior. The National Convention Centre will not accept responsibility for the security of any items delivered to the Centre in the absence of the Exhibitor or their agent. Disclaimer Subject to any provision of the Trade Practices Act 1974 (if applicable) which cannot be excluded the National Convention Centre will not accept responsibility for damages or loss of goods and property left in the Centre prior to, during or after an exhibition. All goods and chattels belonging to clients must be claimed and removed from the Centre on the last day of the exhibition or on the following day by prior arrangement. The National Convention Centre reserves the right to inspect vehicles leaving the Centre during pack in/pack out of an Exhibition. Electrical equipment For the purpose of overall safety the Australasian Mutuals Institute requires that the Exhibitor use the Institute’s nominated Electrical Contractors for the supply of electrical services and fittings at the Exposition. Any electrical wiring, leads and plugs used with relation to the display must comply with Australia Standards 3760:2000, 3002:1985 and Workplace Health and Safety Regulations. The National Convention Centre reserves the right to refuse any equipment use by contractors or exhibitors. Points to note: • Electrical equipment and leads must have current test and tag. • Damaged faulty equipment will not be permitted to be used in the Centre. • Frayed Electrical cables and leads will not be permitted to be used in the Centre. The Exhibitor will be liable for any damage arising from the incorrect installation or use of electrical services. Fire Regulations & Dangerous Substances An exhibitor must not bring in or use at the exhibition site, dangerous and hazardous goods or equipment such as poisonous gas, fuel, noxious materials, and other flammables, and equipment using such flammable materials as gas stoves and electric stoves without prior consent from the National Convention Centre Management. Even if consent is given, it will be subject to adequate precautionary measures being taken and will comply with all ordinances and laws of the Australian Capital Territory and the Commonwealth of Australia. Parking Paid parking for 260 cars, with internal lift access from entry level, is available underneath the National Convention Centre (Monday to Friday). Pre-paid parking is available at Reception, in the main foyer. Passes may be obtained by completing the exhibitor services request form and returning it to the National Convention Centre will full payment at least 14 days prior to your event. Alternatively, voucher public parking is available across the road from the Centre. Under no circumstances are exhibitors permitted to park in or around the centre, other than in the designated spaces provided. Security Permanent on-site security will be available from Sunday 15 March until Tuesday 17 March between the hours of 9am and 6pm Smoke Detector Isolation Please be aware that smoke detector beams are in place throughout the Exhibition Hall. Items such as helium balloons, smoke, steam and vapour may 14 trigger this device. Therefore it is imperative that you advise your Event Coordinator prior to arrival at the Centre and arrange for Smoke Detector Isolation if necessary, at a cost of $295 per day. Please note that this service will be reinstated daily. Should this request be made the exhibitor will need to pay for the panel to be monitored at an additional cost of $40 per hour for the duration of the times isolation is required. If the detectors are set off due to exhibitor negligence, a charge of $500.00 will be passed on directly from the ACT Fire Brigade. Storage Goods will only be accepted two working days prior to an event. Materials for packaging, crates, boxes etc. should be labelled and removed from the premises during Exhibition open hours. Packing materials may only be stored at your stand if they are out of sight and must be contained within the booth area. Once the event has concluded all goods should be removed from the Centre within 24 hours. Vehicles and other Machinery • Vehicles must be driven in and out of the building during pack-in and pack- out of an Exhibition at a walking pace. Passenger or Non-Exhibitor vehicles are not to enter the building except in loading dock areas. • The weight load of the vehicle must be approved. • The integrity of the vehicle’s fuel and oil system is to be inspected by the Exhibitor or their nominated representative, before they are permitted to enter the building. • The cap of the fuel tank must be locked. If there is no locking device on the cap, the fuel pipe must be sealed prior to the cap being placed on it. Self-adhesive seals shall cover the locked fuel caps. • Battery terminals must be disconnected unless approval in writing has been given stating otherwise to the exhibitor, • All display vehicles and machines must be inspected daily by the exhibitor whilst it is located in the building. If a fuel system is found to be leaking, the vehicle must be removed from the building for repairs to be carried out. • No motor in any vehicle or appliance may be started during an exhibition for demonstrations or any other purpose whilst within the Centre. • No exposed tyres are allowed on any floor. This is particularly important when driving forklifts, scissor or boom lifts. • All keys for any vehicles on site must be signed in at reception (i.e. show vehicles, forklifts, boom and scissor lifts). Venue The Australasian Mutuals Institute 2009 Exposition will be held in the National Convention Centre, 31 Constitution Avenue, Canberra, ACT 2601. Phone: (02) 6257 4905 Fax: (02) 6257 6405