12th World Symposium on Choral Music

Terms & Conditions - Trade Expo

Welcome to the World Symposium on Choral Music 2020 website. These terms and conditions set out important information about the WSCM2020 Trade Expo registrations. 

Please refer to our Privacy Policy and Data Processing Consent  for information about how we collect, hold and use your personal information.

In these terms and conditions, the 12th World Symposium on Choral Music is referred to as ‘WSCM2020’ and the organising body, Symposium 2020 Limited is referred to as ‘we’, ‘us’ etc. ‘You’ means any person who registers for the WSCM2020 Trade Expo or uses the WSCM2020 website.

By registering for the WSCM2020 Trade Expo you are deemed to confirm that you have read, understood and agreed to be bound by these terms and conditions. 


1. Trade Expo Registration Fee
1.1 The Trade Expo registration fee includes ONE trade expo booth package and ONE exhibitor pass, as detailed below.

(a) Trade Expo booth package includes the following:

  • 2.4m wide x 1.9m deep booth
  • 2 x 150-watt spot lights
  • 1 x 10-amp power supply
  • 2 x chairs, 1 x table, 1 x wastebasket
  • identification sign with booth number
  • listing in the exhibitor directory within the Symposium website, app and programme book
  • Wi-Fi internet access

(b) Exhibitor pass includes the following:

  • Exhibitor access to the Trade Expo area
  • WSCM2020 songbook and printed programme
  • Stand-by access to the Symposium programme of seminars, workshops and masterclasses
  • Stand-by access to Symposium concerts

1.2 Additional Trade Expo passes can be requested closer to the Symposium, at no additional charge. Access for all additional passes will be limited to the Trade Expo only, and not include access to the Symposium programme of seminars, workshops, masterclasses and concerts.

1.3 In these terms and conditions, trade expo registrations are collectively referred to as ‘registrants’.


2. Assignment of Booth Space
2.1 Booths will be assigned at the sole discretion of WSCM2020, with consideration given to booth configuration requirements, date of registration, sponsorships and balance. Booth assignments will be made in early 2020.


3. Products / Services Exhibited
3.1 Products or services exhibited (or referred to) must be related to the interests of WSCM2020.

3.2 We reserve the right to decline any registrations that are not consistent with the interests and principles of WSCM2020. We may require the exhibitor to provide additional information regarding their products and services.


4. Exhibitor Presentations
4.1 Exhibitors may offer a presentation for delegates and participants as part of the Symposium programme. This opportunity is included within the booth package price.

4.2 There are a limited number of Exhibitor Presentation sessions available, and these will be allocated on a first-come-first-served basis.

4.3 Exhibitors may request one 40-minute Exhibitor Presentation per booth purchased. Extended or extra sessions may become available, but only if time or space permits.

4.4 Exhibitor Presentations will be listed within the Symposium website, app and programme book.

4.5 Scheduling will be determined by WSCM2020, with consideration given to the wider Symposium programme and any industry conflicts.

4.6 Exhibitors will need to cover all costs involved in staging their Exhibitor Presentation, including scores, pianist and/or demonstration choir.

4.7 To register your interest in hosting an Exhibitor Presentation, check the box on the online Trade Expo registration form and we will provide further details in late 2019.


5. Use of Space
5.1 Exhibitors are expected to operate and provide staffing at their booths during the scheduled Trade Expo hours.

5.2 Within the designated Trade Expo areas, promotion of goods and services, or conducting business related thereto, is limited to registered exhibitors and exhibitors’ representatives.

5.3 Exhibitors may not assign, sublet, or apportion all or any part of their space without the prior knowledge and written consent of WSCM2020.

5.4 Each exhibit will be confined to the spatial limits of its respective booth(s). Exhibits or displays that block the view of adjoining booths will not be permitted. Aisles and exits must be kept clear of displays and exhibits at all times. All booth materials must conform to applicable local building, electrical, fire safety, and environmental codes. Nothing shall be displayed at a height above the top of the standard booth back wall.

5.5 All demonstrations, interviews, or other sales activities must be confined to the limits of the exhibit booth.

5.6 Audio-visual, audio, and other sound and attention-getting devices and effects will be permitted only at a level that, in the opinion of WSCM2020, does not interfere with the activities of neighbouring exhibitors. Instrumental or vocal demonstrations should only be for brief periods and at a reasonable sound level. Audio-visual devices must be equipped with earphones.

5.7 Exhibitors may only distribute materials from their booths. Anyone conducting ambush marketing techniques or distributing materials in the aisles, foyers or break-out spaces will be requested to stop this activity immediately.


6. Care of Building
6.1 Exhibitors shall not injure or deface the building, the booths, or the equipment of the booths. When such damage appears, the exhibitor will be charged.


7. Dismantling
7.1 Exhibitors expressly agree not to dismantle their exhibit or do any packing down before the scheduled pack-out time.

7.2 Goods and materials used in the exhibit (except bona fide samples) shall not be removed from the exhibit hall before the pack-out time unless approval in writing has been obtained from WSCM2020.
7.3 Any merchandise left in the Trade Expo area after removal deadline may be removed with handling and storage charges applying.


8. Marketing Opportunities
8.1 Exhibitors will be able to take advantage of further opportunities to connect with the WSCM2020 audience, both in the lead-up to and during WSCM2020. This will include:

  • Advertisement in the programme book
  • Advertisement through the Symposium app
  • Advertisement through the WSCM2020 digital channels (website, social and e-newsletters)
  • Insertion of marketing material in delegate and participant bags
  • Sponsorship opportunities

8.2 Full details on the additional marketing and sponsorship opportunities, including the advertising rate card, will be available in late 2019.


9. Cancellation Policy
9.1 All registrations are strictly non-transferable. All cancellations must be advised in writing to us by email to admin@wscm2020.com

9.2 For cancellations received in writing on or before 31 December 2019, 100% of the Trade Expo registration fee will be refunded, less an administration fee of NZ$50.

9.3 For cancellations received in writing between 1 January 2020 and 31 March 2020, 75% of the Trade Expo registration fee will be refunded.

9.4 There will be no refund for cancellations received on or after 1 April 2020.

9.5 We accept no responsibility for costs incurred by the registrant in attending WSCM2020.

9.6 Except as set out above, no refunds will be given to registrants who do not attend WSCM2020, for whatever


10. Payment
10.1 We accept payment via Visa, Mastercard or direct credit following an invoice.

10.2 Payment or proof of payment must be provided to us in order to receive the Trade Expo registration confirmation. Please note that your registration is not guaranteed until payment is received.

10.3 We are a New Zealand-registered limited liability company operating in New Zealand. All transactions will be billed in New Zealand dollars and must be paid to us in New Zealand by one of the methods described below.

10.4 We use the Stripe, Inc payments platform for all payments processed on our website. If you make a payment on our website, Stripe, Inc will process your payment.  If you make a payment using a credit card, Stripe will encrypt and store your payment card number securely, in accordance with Stripe’s Privacy Policy available at https://stripe.com/nz/privacy.  Stripe protects personal information (at a minimum) to the Payment Card Industry Data Security Standards (PCI-DSS). Your payment card number is not held by and is never revealed to us.


11. Direct Credit – International
11.1 If paying by direct credit, we will supply an invoice and payment is due within 7 days of registration. Please note, if you are paying by direct credit from a bank based outside of New Zealand this will incur a NZD17.25 Inward International Payment fee in addition to the normal registration fee. This fee will be added to your invoice.


12. Credit Card – Visa or MasterCard
12.1 Your card will be debited immediately for the full amount. Please note if paying by credit card that a credit card fee of 2.9% will be charged at the time of payment in addition to the normal registration fee.


13. Registration Confirmation
13.1 Confirmation of the Trade Expo registration and payment will be sent to you by email upon completion of your registration and receipt of payment. Please check this information for accuracy and promptly notify any corrections to us at admin@wscm2020.com.


14. Liability/Insurance
14.1 Trade Expo registration fees do not include insurance of any kind.

14.2 We recommend that registrants ensure that they have appropriate travel, medical and property insurance. Please check with your local advisor(s) as to the scope and level of insurance cover you may require.
14.3 In the event of industrial disruptions or natural disasters, we will not accept responsibility for any financial or other loss or damage incurred by delegates, or injury or damage to property or persons, however caused.


15. Visa Requirement
15.1 It is the sole responsibility of the registrant to take care of their visa requirements. Registrants who require an entry visa to New Zealand must allow sufficient time for the application procedure. Registrants should contact the nearest embassy or consulate to determine the appropriate timing of their visa applications. Lack of a visa will not of itself qualify for a reimbursement of registration fees – see paragraph 9 above for reimbursement conditions.


16. Alterations
16.1 While every effort will be made to keep choirs, presentations and speakers as represented, we reserve the right to make alterations to the conference programme, venue and timings at any time.

16.2 If the selected location becomes unavailable, or if we believe it is in the best interests of WSCM2020, we shall, at our sole discretion, move the exhibition to another location.

16.3 While every effort will be made to keep the Trade Expo as represented, we reserve the right to make alterations to the offer at any time.


17. Liability 
17.1 If WSCM2020 is cancelled, changed or interrupted for any reason whatsoever, we will not be liable to registrants for any direct or consequential losses or costs incurred, including but not limited to transportation and accommodation costs.

17.2 In the unlikely event that WSCM2020 is cancelled, Trade Expo registration fees will be refunded, after the deduction of expenses already incurred.


18. General Notices
18.1 We reserve the right to change the terms and conditions under which WSCM2020 Trade Expo registrations are offered (including registration fees) at any time. Any such change in terms and conditions will be effective as soon as reflected in the text of these terms and conditions as published on the WSCM2020’s web page. You are responsible for reviewing these terms and conditions regularly to ensure that you are aware of any updates.


19. Privacy Policy
19.1 We will collect, hold and use any personal information provided to us in accordance with our Privacy Policy and Data Processing Consent.

These terms and conditions were last updated on 1 July 2019.


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