Drone Zone Terms & Conditions

These Drone Zone Exhibitor Terms & Conditions (“Drone Zone Terms”) are between Super Fine Events Pty Ltd ABN 25 159 701 050 (“the Organiser”, “we”, “us”) and the Exhibitor. The Drone Zone Terms form part of the Exhibitor Agreement between the Organiser and the Exhibitor and apply to any Exhibitor, its personnel or its contractors participating in a demonstration, display or flight within the Drone Zone. Terms defined in the Exhibitor Terms & Conditions have the same meaning here unless otherwise defined below.

1. Definitions
Operator means Australian UAV Pty Ltd, appointed by the Organiser to operate the Drone Zone, and its related bodies corporate, officers, employees, contractors and authorised representatives.
Aircraft means the drone, RPA, payload, ground control equipment, batteries, accessories, software and all associated systems submitted by the Exhibitor for a Demonstration.
Demonstration means any display, ground run, test flight, operational trial, static display or service presentation conducted within the Drone Zone.
Event Rules means the event pack, approved flight envelope, operational briefings, on-site directions and safety briefings issued by the Organiser or the Operator on the Organiser’s behalf, including any instruction of the CRP.
Chief Remote Pilot or CRP means the Chief Remote Pilot appointed by the Operator, who exercises operational authority over the Drone Zone on behalf of the Organiser in accordance with these Drone Zone Terms.

2. Binding effect and relationship with the Operator
2.1 By applying to participate in the Drone Zone, providing an Aircraft, attending onboarding, or conducting any Demonstration, the Exhibitor agrees to be bound by these Drone Zone Terms.
2.2 The Organiser has appointed the Operator to operate the Drone Zone and to exercise, through the CRP and its personnel, the operational authority described in these Drone Zone Terms on the Organiser’s behalf. A direction, instruction, approval, refusal, suspension or removal given by the Operator or the CRP under these Drone Zone Terms is given with the Organiser’s authority and has the same effect as if given by the Organiser directly. The Operator is not a party to these Drone Zone Terms.
2.3 The Organiser may refuse, suspend, limit or terminate the Exhibitor’s Drone Zone participation at any time where the Organiser or the Operator considers that safety, compliance, operational control, insurance, documentation, airworthiness, competence, event integrity or reputational risk is not adequately managed.

3. Operational authority
3.1 The Organiser, acting through the Operator, retains sole operational authority over the Drone Zone operating environment, including the demonstration area, sequencing, approval of flight profiles, and Go/No-Go determinations.
3.2 The Exhibitor acknowledges the Drone Zone is a controlled demonstration environment with a defined flight area, defined public separation and non-negotiable operational rules, including a 10m x 10m flight box, playing-surface-only operations, no flight toward or over the crowd, one aircraft in operation at a time, and no deviation from the approved demonstration profile.
3.3 The Exhibitor must immediately comply with any instruction issued by the Organiser, the Operator, the CRP, the Senior Remote Pilot, or safety or security staff.
3.4 No Aircraft may operate in the Drone Zone unless approved by the Organiser (on the Operator’s assessment). Where required, an Aircraft that is not listed on the Operator’s ReOC RPA list must not be operated by Operator personnel.
3.5 The Organiser (through the Operator or the CRP) may immediately stop operations where a safety risk is identified, aircraft behaviour is unsafe, or public separation is compromised.
3.6 No compensation is payable by the Organiser or the Operator for any stop-work direction, suspension or removal under this clause.

4. Documentation, disclosures and truthfulness
4.1 The Exhibitor warrants to the Organiser that all information provided in connection with Drone Zone participation is complete, current, accurate and not misleading.
4.2 The Exhibitor must disclose: aircraft make, model, MTOW, flight systems, safety systems and control architecture; CASA classification and registration status; ReOC and RePL status where relevant; pilot flight time and type experience; service history, component life, propeller condition and battery condition; and any known defects, incidents, accidents, insurance claims, non-conformance reports, safety bulletins or operational limitations relevant to the Aircraft or proposed Demonstration.
4.3 The Organiser and the Operator may rely on the accuracy of all information provided by the Exhibitor when assessing onboarding, airworthiness, insurance, safety and event suitability.

5. Regulatory compliance
5.1 Where the Exhibitor proposes to operate under its own ReOC, the Exhibitor must provide evidence of a current ReOC; a current RePL for the pilot and aircraft category/rating as relevant; CASA registration for the Aircraft; and current operational documentation relevant to the Aircraft and intended operation.
5.2 If the Exhibitor does not hold the required regulatory status, or the Organiser (on the Operator’s advice) does not accept the Exhibitor’s regulatory package, the Organiser may, in its sole discretion, arrange for the Aircraft to be onboarded under the Operator’s ReOC and operated by suitably trained Operator personnel, subject to an airworthiness assessment and any additional fees under clause 7.
5.3 Flight authorisation requires documented procedures, supporting documentation and CRP approval.

6. Insurance obligations
6.1 Where the Exhibitor proposes to self-fly under its own ReOC, the Exhibitor must maintain, at its own cost, for the duration of the Event and any associated testing:
(a) public liability insurance of not less than AUD $20,000,000 per occurrence;
(b) third party liability insurance appropriate to the Aircraft and Demonstration;
(c) professional indemnity insurance where the Exhibitor provides a professional service as part of the Demonstration;
(d) hull insurance for the Aircraft to its full replacement value; and
(e) any other aviation or specialist cover reasonably required by the Organiser or the Operator for the Demonstration.
6.2 The Organiser or the Operator may require certificates of currency, policy schedules, policy wording, insured values, territorial scope, named insured details, exclusions, and evidence that the proposed activity is not excluded.
6.3 If the Organiser (through the Operator) agrees to arrange or extend insurance for the Demonstration, the Organiser may charge the Exhibitor an insurance fee determined having regard to the declared replacement value and operational risk of the Aircraft. Where insurance is arranged in this way, the Exhibitor remains liable for any exclusion, deductible or underinsurance. The Organiser may refuse participation where insurance is inadequate or coverage is unclear.
6.4 The Exhibitor remains responsible for any uninsured, underinsured, excluded or excess component of any loss unless the Organiser expressly agrees otherwise in writing.
6.5 Where an Aircraft is onboarded and operated under the Operator’s ReOC under clause 5.2, the Organiser must ensure appropriate insurance is in place for that Aircraft for the duration of its operation, and the Exhibitor is not required to separately hold the insurance described in clause 6.1 for that Aircraft.

7. Onboarding, review fees and additional costs
7.1 The Organiser (through the Operator) will review the Exhibitor’s submitted technical specifications, supplier documentation, airworthiness information and operational suitability as part of onboarding.
7.2 The first hour of review is included in the Exhibitor’s Drone Zone participation fee. Additional review, assessment or onboarding time is charged at AUD $160 per hour per aircraft, payable to the Organiser (or, at the Organiser’s direction, directly to the Operator).
7.3 Chargeable time may include document review, technical meetings, airworthiness review, operational compatibility review, insurance review, manual amendment review, test flight planning, pilot conversion or familiarisation planning, and event-specific risk review.
7.4 The Exhibitor must reimburse the Organiser for reasonable costs incurred (including costs incurred by the Operator on the Organiser’s behalf) as a result of the Exhibitor’s application or participation, including specialist review, additional approvals work, rework arising from incomplete information, site attendance, freight handling, storage, recovery planning, and rectification of Exhibitor-caused disruption.

8. Airworthiness and suitability
8.1 The Exhibitor is solely responsible for presenting an airworthy, fit-for-purpose Aircraft unless and until the Organiser expressly accepts operational control of that Aircraft under clause 5.2.
8.2 The Organiser (on the Operator’s advice) may refuse any Aircraft that is not adequately documented; is outside the Operator’s authorised scope; is not compatible with the event environment; does not demonstrate predictable behaviour; or cannot safely conform to the approved flight envelope.
8.3 The Exhibitor must ensure the Aircraft uses an active fail-safe mode that will hold position and land or terminate clear of non-operational personnel in the event of data-link loss, consistent with the Operator’s operations manual.

9. Demonstration limits and no deviation
9.1 Only the approved demonstration profile may be performed.
9.2 The approved demonstration environment is limited to the space and movements published by the Organiser or the Operator, and no deviation is permitted without written approval and on-site reconfirmation.
9.3 Permitted activities may be restricted to controlled hover, lateral movement within the approved box, vertical manoeuvres, non-hazardous sensor demonstrations, and data capture demonstrations. High-speed flight, aggressive manoeuvres, and payload drops are prohibited unless separately approved.

10. Suspension, stop-work and removal
10.1 The Organiser (through the Operator or the CRP) may issue an immediate stop-work direction or remove the Exhibitor from the Drone Zone if: the Aircraft becomes unsafe or non-compliant; documentation is incomplete or false; the Exhibitor or its personnel do not follow instructions; weather or site conditions are unsuitable; public separation is compromised; the Demonstration differs from the approved profile; or the Organiser considers there is a safety, compliance, commercial or reputational risk.
10.2 No compensation is payable by the Organiser or the Operator for any stop-work, refusal, suspension or removal under this clause.

11. Assumption of risk
11.1 The Exhibitor acknowledges that Demonstrations involving aircraft, batteries, software, communications systems, payloads and live public event environments involve inherent operational risks, including malfunction, loss of control, weather impacts, signal interference, human factors and third-party interference, as reflected in the Operator’s risk register.
11.2 Except to the extent prohibited by law, the Exhibitor accepts those inherent risks in participating in the Drone Zone.

12. Indemnity
12.1 The Exhibitor indemnifies and must keep indemnified the Organiser, the Operator, the Venue, and their respective related bodies corporate, officers, employees, agents and contractors (the “Indemnified Parties”) from and against all claims, demands, losses, damages, liabilities, penalties, costs and expenses (including legal costs on a full indemnity basis) arising out of or in connection with:

(a) any inaccuracy or omission in the Exhibitor’s application or disclosures;
(b) any defect, malfunction, unsafe condition or limitation of the Aircraft or any supplied equipment;
(c) any breach of these Drone Zone Terms by the Exhibitor or its personnel;
(d) injury, death, property damage, economic loss or consequential loss caused or contributed to by the Exhibitor, the Aircraft, or the Exhibitor’s personnel;
(e) any regulatory non-compliance attributable to the Exhibitor;
(f) any third-party claim arising from the Exhibitor’s Demonstration, display, statements, marketing or conduct, including any misrepresentation of capability; and
(g) any recovery, retrieval, repair, cleanup or specialist response required due to the Exhibitor’s Aircraft or conduct, including recovery of an immobilised aircraft or a dropped controller.
12.2 This indemnity survives completion, cancellation or termination of the Event, and is in addition to (not in substitution for) the indemnity given by the Exhibitor under the Exhibitor Terms & Conditions.
12.3 This indemnity does not apply to the extent that a loss, claim or liability is caused by the negligence of the Operator or its personnel in exercising operational control of the Aircraft under clause 5.2.

13. Recovery, repair and damage costs
13.1 The Exhibitor is liable for all reasonable costs of recovering the Aircraft; making the site safe; rectifying damage to infrastructure, Venue property, third-party property, or Operator or event assets; and specialist labour, cranes, rope access, or other technical services required because of the Exhibitor’s Aircraft or conduct.
13.2 Where the Organiser or the Operator incurs costs responding to an Exhibitor-caused incident, the Exhibitor must reimburse those costs in full.

14. Reputational conduct
14.1 The Exhibitor must not do anything that may reasonably be expected to bring the Organiser, the Operator, the Venue or associated stakeholders into disrepute, including by making any misleading, inaccurate, unauthorised or unverified statement about approval status, CASA compliance, event approvals, the capabilities or safety of the Aircraft, or any incident, stoppage, limitation or refusal decision.
14.2 If the Organiser forms the view that the Exhibitor’s conduct has caused or may cause reputational harm, the Organiser may remove the Exhibitor from the Drone Zone immediately, and the Exhibitor remains liable for the Organiser’s resulting loss, including response costs, stakeholder management costs and lost event value, to the extent recoverable at law.

15. No recourse for refusal or performance outcomes
15.1 The Exhibitor acknowledges that the Organiser does not guarantee approval of any Aircraft, that any Demonstration will proceed, or that the Aircraft will perform as the Exhibitor intends in the event environment, because Demonstrations occur in a constrained environment and may be cancelled at the Organiser’s discretion for safety or compliance reasons.
15.2 Except to the extent prohibited by law, the Exhibitor has no recourse against the Organiser or the Operator for loss arising from refusal to approve a Demonstration, suspension or cancellation of a Demonstration, failure of the Aircraft to perform as intended, or restrictions imposed for safety or compliance reasons, including for consequential loss, lost opportunity or failure to deliver an intended outcome.

16. Limitation of liability
16.1 To the maximum extent permitted by law, the Organiser and the Operator exclude all indirect, special, exemplary, punitive, incidental or consequential loss, including loss of profits, opportunity, market, goodwill, data or reputation suffered by the Exhibitor.
16.2 To the maximum extent permitted by law, the aggregate liability of the Organiser and the Operator arising from or in connection with the Exhibitor’s Drone Zone participation is limited to the lesser of the fees actually paid by the Exhibitor to the Organiser for Drone Zone participation, or the amount recovered under any applicable insurance for the particular claim.
16.3 Nothing in these Drone Zone Terms excludes any right or guarantee that cannot be excluded under applicable law, including the Australian Consumer Law.

17. Payment terms
17.1 The Organiser may invoice (or direct the Operator to invoice on its behalf) onboarding fees, review fees, insurance fees, variation fees, test fees, site fees and recovery costs.
17.2 Invoices are payable within the period stated on the invoice.
17.3 If payment is overdue, the Organiser may suspend Drone Zone participation, withhold approval, cancel participation, and recover reasonable debt collection costs and interest to the extent permitted by law, consistent with the “Fees and payment” provisions of the Exhibitor Terms & Conditions.

18. Intellectual property, images and publicity
18.1 The Organiser and the Operator may photograph, record and document the Drone Zone, in accordance with the “Intellectual property and marketing” clause of the Exhibitor Terms & Conditions.
18.2 The Exhibitor must not use the Organiser’s or the Operator’s name, logo, event association or approval status in publicity without prior written consent, and any publicity relating to the Exhibitor’s Drone Zone participation must be accurate and not imply broader approval than has actually been granted.

19. Confidentiality
19.1 Each of the Exhibitor and the Organiser must keep confidential any non-public technical, commercial, insurance, procedural or safety information received from the other in connection with the Drone Zone, except where disclosure is required by law, a regulator, an insurer, or a professional adviser.
19.2 The Organiser may disclose relevant information to the Operator, the Venue, insurers, contractors, regulators or emergency responders where reasonably necessary for safety, compliance, insurance or incident management.

20. Relationship with the Exhibitor Terms & Conditions
20.1 These Drone Zone Terms form part of the Exhibitor Agreement between the Organiser and the Exhibitor. In the event of any inconsistency between these Drone Zone Terms and the Exhibitor Terms & Conditions as they relate to Drone Zone participation, these Drone Zone Terms prevail to that extent.
20.2 These Drone Zone Terms are governed by the laws of Queensland, Australia. The parties submit to the exclusive jurisdiction of the courts of Queensland and the courts competent to hear appeals from those courts.
20.3 The dispute resolution provisions of the Exhibitor Terms & Conditions apply to these Drone Zone Terms.
20.4 The Operator is not a party to these Drone Zone Terms and has no liability to the Exhibitor under them, other than as the Organiser’s appointed contractor as described in clause 2.2. This does not affect any separate liability the Operator may have to the Exhibitor at law.