National and international delegations visitor request

Please read the following terms and conditions to make sure that you understand the basis on which the City agrees to facilitate an official visit by your delegation (the Delegation).

1. Acknowledgements:
1. These terms and conditions apply to the individual members of the Delegation as well as to the Delegation as a whole.  Where the word “Delegation” is used in these Terms and Conditions, it refers to the individual members of the Delegation separately and as a group.
2. Where the word “City” is used, it refers to the City of Greater Geelong, including the councillors, employees, agents and contractors.
3. The Delegation will nominate a primary contact to act on its behalf (Primary Contact).  The Primary Contact agrees to receive communications from the City on behalf of the Delegation, and is authorised to act on behalf of the Delegation.
4. The Primary Contact agrees to provide feedback to the City at the conclusion of the visit.  This may take the form of a short survey or a final meeting at the conclusion of the official activities of the Delegation.
5. The City may undertake its own research or background checks prior to the arrival of the Delegation.
6. The City may advertise or promote the Delegation’s visit including via media releases and on its web site.  The Delegation agrees that images and names of its members, and any logos or other branding relevant to the Delegation may be used in such media.  If there is information or imagery that the Delegation does not wish to have publicised, the Primary Contact will inform the City of this by not later than 48 hours prior to the visit commencing.
2. No legal relationship:
1. Nothing in these terms and conditions shall imply or create any legal relationship between the City and the Delegation or any of the Delegation’s members.
3. Liability and Indemnity:
1. The Delegation agrees that undertaking the visit is at its own risk and that the City is not liable for any loss or damage suffered by the Delegation, whether that loss or damage is personal injury or property damage, including theft.
2. The Delegation agrees to indemnify the City for any loss or damage suffered by the Delegation in attending, or in any way arising from, or in connection with, the visit to the City.
3. The Delegation agrees to indemnify the City against any claims from third parties who suffer loss or damage as a result of the negligence, or unlawful or unruly conduct of the Delegation during its visit.
4. Delegation obligations:
1. Participation in the Delegation’s visit to the City is done so at the Delegation’s own risk and cost. Costs such as airfares, transfers, accommodation, insurance and other costs such as meals, hospitality, personal expenses, mobile/phone, tips and all other expenses incurred by the Delegation are the Delegation’s responsibility.
2. The Delegation is responsible for all flight and other transport bookings, and for arranging its own accommodation, visas and passports.  The Delegation is also responsible for ensuring that it has made its own inquiries concerning any covid-19 or other health restrictions or requirements that might be in place in Geelong, and that it has made sure that members have received any appropriate vaccinations or other medical treatments before commencing the visit.
3. The Delegation must ensure that its members have their own travel and health insurance in place.
4. The Delegation must arrange for its own translator services if this is required.
5.  The Delegation must ensure that it is aware of, and complies with, the laws in place in Victoria, Australia.
6. The Delegation will ensure that at all times during its visit its conduct is respectful and courteous towards its own members, the City, and members of the public.  The Delegation agrees that it will not harass or bully any person while on the visit.  The Delegation will also inform the City’s representative as soon as practicable if it becomes aware of any disrespectful or other unacceptable conduct or actions against it or its members while on the visit.
7. The Delegation will ensure that the Primary Contact has an up to date list of emergency contacts for each member of the Delegation.  If the Delegations consents, the Primary Contact may also provide that list to the City’s representative.
8. The Primary Contact will advise the City’s representative as soon as practicable of any injury or loss incurred by the Delegation during the visit to the City.   The Delegation agrees that the City may keep a record of any loss or damage, including details of the incident giving rise to that loss or damage.
5. Confidentiality:
1. Both the Delegation and the City agree that if they wish to share information that is commercial in confidence, sensitive or confidential with one another, then they will advise the other that the information is confidential, and will enter into a separate confidentiality agreement with one another with respect to that information.
6. Changes to the visit schedule
1. The City will use its best endeavours to ensure that meetings, tours, presentations, introductions, functions and any other agreed activities take place as scheduled.  The City will not be responsible, however, for any loss or damage to the Delegation arising from the cancellation, change of venue or other alteration to a planned event or activity.
2. The City is not liable for any missed flights or other costs to the Delegation arising from delays or alterations to the visit schedule.
3. The Delegation will use its best endeavours to inform the City within 48 hours of any changes to its travel plans or other incidents or requirements that may impact the visit schedule.