Game Plan Japan: Sports Business Delegation

Terms and Conditions

Applicable to all AJBCC-ASTN Sports Business Delegation Applicants and Participants

Delegation Dates:

Monday 21 – Friday 25 April 2025

Organisers:

Australia Japan Business Co-operation Committee (AJBCC)

Australian Sports Technologies Network (ASTN)

1. Approval of Applicants

1.1 Applicants will be contacted by email if their application to participate in the Sports Business Delegation has been approved and will be sent an invoice for payment of the participation fee. Unsuccessful applicants will also receive an email notification.

1.2 Applicants will be assessed on:

· Stage / export readiness

· Incorporation status

· The relevance of solutions and services offered

· Capacity to service export markets

1.3 In the event that the number of applications exceeds the capacity of the Delegation, priority will be given to Australian businesses / organisations and Members of the AJBCC / ASTN.

1.4 The organisers reserve the right to reject any application without being obliged to discuss the reasons for doing so. Any decision made by the organisers will be final.

2. Participation Fee

2.1 The fee to participate in the Sports Business Delegation is AU$3,500 per participant.

3. Program Inclusions/Exclusions

3.1 All Approved Applicants should refer to the Sports Business Delegation itinerary for the latest update on the list of the meetings and events that are included in the delegation program.

Additionally, the above participation fee includes:

• Interpreting services for all elements of the program, whenever required
• Japanese translation of a one-page introduction of the participant's company / organisation
• Bus transfers to and from all events and meetings included in the itinerary
• (TBC) Ticket to a baseball match at Tokyo Dome on Tuesday 22 April
• Ticket to Expo 2025 Osaka on Friday 25 April

3.2 All costs outside the Sports Business Delegation itinerary are the responsibility of the Participant.

These costs include, but are not limited to:

• International flights to and from Japan
• Domestic transfers by bullet train (Tokyo<->Osaka)
• Airport transfers
• Accommodation
• Meals (unless provided during networking events included as part of the itinerary)
• Taxes, travel insurance, etc
• Transport costs, such as bus transfers, taxis, Ubers and public transport
• Any other costs incurred outside of activities included in the itinerary

4. Participant Conduct and Cooperation

4.1 All Participants must conduct themselves in a professional manner having regard to the spirit and intent of the Sports Business Delegation.

4.2 To ensure maximum benefits are gained from the Sports Business Delegation, Participants are strongly encouraged to participate in all events attached to the itinerary unless discussed and agreed in advance with the organisers.

5. Acknowledgment of Risk & Responsibility

5.1 Applicants must make their own assessment regarding the appropriateness and risk of travel to Japan to participate on this Sports Business Delegation. The organisers do not warrant the safety of travel in any respect, nor to the sites and cities being visited as part of the Delegation. All Applicants are advised to visit smartraveller.gov.au​ for more information prior to travel.

5.2 All Delegation Participants, must hold, maintain and provide the organisers with details of travel and other appropriate insurances in connection with attendance at, and participation in, the Sports Business Delegation, including emergency contact details.

5.6 All Applicants accept full responsibility for all of the business and organisational outcomes arising from their participation in the Delegation. The organisers accept no duty of care or any liability in connection with an Applicant's participation in the Sports Business Delegation.

5.6 A Delegation Participant's business engagement with any third party, referred to them by the organisers, is their own decision. The organisers accept no duty of care or liability in connection with this engagement (including but not limited to any services that may be provided by any third party to the Applicant). Delegation Participants should make their own inquiries as to the appropriateness and suitability of any engagement with any third party.

6. Promotion & Acknowledgment

6.1 The organisers reserve the right to publicise the benefits accruing to the Delegation Participants arising from the Sports Business Delegation.

6.2 Delegation Participants acknowledge that photos and videos may be taken during the Sports Business Delegation by the organisers or their representatives. By participating in the Sports Business Delegation, Participants grant the organisers a non-exclusive, royalty-free, worldwide license to use any photos or videos containing their likeness, voice, or other identifying features, for promotional purposes, including but not limited to marketing materials, website content, social media, brochures, and advertisements, in any medium now known or hereafter devised, without further consent or compensation.

6.3 Participants who do not wish to have their likeness used in this manner should inform the organisers in writing prior to the commencement of the tour. While the organisers will make reasonable efforts to comply with such requests, it may not be possible to exclude all individuals from all media.

7. Minimum Participant Requirement

7.1 The Sports Business Delegation is contingent upon a minimum of twenty (20) Delegation Participants. In the event that fewer than twenty (20) participants have booked and fully paid the participation fee by Friday 28 February 2025, the organisers reserve the right to cancel the Delegation. In such a case, all Applicants will receive a full refund of all monies paid to the organisers. The organisers will make a final decision regarding the viability of the tour no later than 5 March 2025 and will notify all booked participants of the decision at that time.

8. Cancellation and Refund Policy

8.1 Once the participation fee of AU$3,500 has been paid as part of the formal application process, no refunds will be issued for cancellations by the Participant. By submitting an application and paying the participation fee, participants acknowledge and accept this no cancellation policy.

8.2 The only exception to this policy is if the organisers decide to cancel the Sports Business Delegation due to low participation numbers (below 20 participants) or if your application is unsuccessful. In the event of cancellation by the organisers or of an unsuccessful application, the Participant will receive a full refund of all monies paid to the organisers. The organisers will communicate the outcome of applications no later than 5 March 2025. 

8.3 Applicants are advised to secure appropriate travel insurance which may cover unforeseen cancellation events.

9. Privacy Collection Notice

9.1 Applicants consent to the collection and disclosure of their personal information by the organisers and any online platform used in connection with the Sports Business Delegation and declare that they are authorised to provide the personal information of third parties where applicable.

9.2 Applicants consent to the organisers contacting the Applicant or nominee to facilitate networking opportunities with other businesses and for delegation evaluation purposes. Applicants further consent to the disclosure of the personal information to other Sports Business Delegation participants and businesses or organisations in Japan that are part of the itinerary.

9.3 Personal information collected by the organisers will only be disclosed lawfully. All persons have a right to access and correct their personal information.