TLA Landscape Expo Terms and Conditions

2025 TLA Landscape Expo – Terms and Conditions 

Terms of Reference
“Expo” or “Event” – TLA Landscape Expo
“The Organiser” – The Landscape Association (TLA)
“The Exhibitor” – the company or organisation named as the Exhibitor on the Exhibitor Agreement and their staff.
“Exhibitor Agreement” – Completed and returned online booking request form. 

Booking and Payment 

Expressions of interest are made through the completion of the online booking request form. Once received an invoice will be issued to secure the site.  

The Exhibitor agrees to make payment on the due date as set out in the tax invoice issued upon receipt of the completed booking request form. Failure to pay by the due date, will forfeit the reservation of the allocated stand, which may then be released to another exhibitor. 

Cancellation of Exhibitor Agreement 

60+ days prior to the event – Cancellation will attract a fee equal to 50% of the total invoice cost. Less than 30 days prior to the event – If an alternate exhibitor is available to hire the stand, cancellation will attract a fee equal to 25% of the total invoice cost. If an alternate
exhibitor cannot be found and the stand is vacant on the day of the Expo, the total invoice amount, will be payable. 

Less than 30 days prior to the event – No refund will be given for cancellation. 

Involuntary cancellation – In the event of the Expo being cancelled by circumstances outside the Organisers control, the Organiser will retain 10% of the fee outlined on the payment schedule to remediate losses. The balance of Exhibitor payments will be refunded where possible. 

If the Exhibitor fails to attend on the day, the Organiser is authorised to make use of, or re-allocate the space, without releasing the Exhibitor from any liability to pay all monies. All such monies then being the entitlement of the Organiser as liquidated damages. 

Rights and responsibilities 

The Organiser reserves the right to postpone or change the date and published times of the Expo where circumstances necessitate such action. 

The Organiser shall determine all access times including bump-in times for Exhibitors and access on the day of the event. An exhibitor handbook will be provided, outlining all these details and all exhibitors agree to adhere to all guidelines as provided by the organiser.  

The Organiser may postpone or cancel part or all the Expo due to reasons due to fire, storm, lightning, national emergency, labour dispute, lockout, civil disturbance, explosion, inevitable accident, or any other cause not within direct control of the Organiser or if the event space becomes unavailable. 

The Organiser may terminate this Agreement and at its sole discretion return part of the space costs paid by the Exhibitor. In any such case, the Organiser shall not be liable in any way whatsoever for any expenditure or liability or loss including consequential loss and loss of publicity incurred by the Exhibitor. 

The Organiser accepts no liability for damage or theft of goods during the Expo and encourage Exhibitors to ensure their property insurance covers them for any potential losses. In addition, all Exhibitors must provide a copy of their certificate of currency for public liability cover to cover any personal injury incurred by any person whilst on the Exhibitor’s stand. The insurance must be for a minimum of $20M and coverage should be Australia-Wide. 

The Organiser gives no guarantee of attendance numbers. 

The Organiser reserves the right to reduce the size and/or relocate the stand, the price of which will be adjusted accordingly. 

The Exhibitor agrees to give the Organiser consent to share personal information to assist in the promotion solely of the Expo. 

The Exhibitor agrees to allow the Organiser to use photographs taken at the Expo, of their staff, products and stands to be used in future promotional materials. 

The Exhibitor Stand 

The Exhibitor named on the Exhibitor agreement is permitted to display and promote their products or services at the Expo. 

The Exhibitor agrees not to sublet the stand or display and promote the products or services of other companies, without the Organiser’s express prior approval in writing. 

Stands will be allocated on a first in first served basis. The organiser will endeavour to secure first preferences, but this cannot be guaranteed.  

Outdoor sites will be tailored to display type and allocated in line with venue requirements and restrictions. These restrictions include, but are not limited to: 

• Pegs are not permitted for securing marquees; instead, appropriate weights must be used  

• All structures larger than 3×3 metres require engineer sign-off 

• Marquees must be adequately spaced to ensure safety and accessibility 

• Large vehicles or equipment must be displayed on concrete surface areas only 

The Exhibitor agrees to occupy their stand for the duration of the event and will not pack down their stand, either fully or partially prior to the events close. 

It is expected that the Exhibitor will make all effort to leave the stand area in the same clean and undamaged condition as it presented at the start of the event. The Exhibitor agrees to remove all belongings and rubbish from the area at the event’s conclusion. 

The Exhibitor will comply with any site safety directions and instructions issued by the Organiser which may include traffic directions and the wearing of safety vests during bump-in/bump-out. 

Public Liability Insurance 

The Exhibitor must hold a current certificate of currency for Public Liability insurance coverage of $20million. 

A valid certificate of currency must be provided to the organiser, no later than 30 days prior to the event.