A business requesting participation in a Victoria Invitation Program (VIP) and Inbound Trade Mission (Applicant), agrees that its application and, if accepted, participation on the VIP or Trade Mission, is in accordance with the Terms and Conditions set out below (Terms and Conditions).

Eligibility checklist and applicable terms and conditions

  1. A business requesting participation in a Victoria Invitation Program (VIP) or Global Victoria Inbound Trade Mission (Applicant) agrees that its application and, if accepted, participation on the VIP or Trade Mission, is in accordance with the Terms and Conditions set out below (Terms and Conditions).
  2. An Applicant must satisfy the following criteria (Mandatory Criteria) in order to be eligible for approval to participate in a VIP or Trade Mission:
    • have a sound case to do business with Victoria and the ability to make a significant contribution to Victoria's exports and jobs;
    • not be bankrupt or insolvent or subject to any form of insolvency procedure (including amongst other things administration, liquidation and receivership);
    • demonstrate that it imports (or is ready to import) goods or services that are of Victorian origin or demonstrate that significant “value add” has taken place in Victoria (Victorian Goods and Services);
    • agree that it will only pursue Victorian Goods and Services during the VIP or Trade Mission; and
    • nominate one (1) employee or officer to represent the Applicant on the VIP or Trade Mission.

Approval of Applicants

  1. Acceptance of an Applicant to participate in a VIP or Trade Mission is at the absolute discretion of the Victorian Department of Jobs, Precincts and Regions (Department).
  2. Successful Applicants will be notified in writing by the Department of their acceptance as a participant in the VIP or Trade Mission (Participating Business) and any eligibility to receive program benefits.
  3. Subject to sub-clause (a), successful Applicants must nominate one (1) employee or officer to represent the Applicant on the VIP or Trade Mission (Trade Mission Delegate):
    • approved international government ministers may be accompanied by one of their (international) aides or advisors as an official participant/ beneficiary on the Trade Mission (Associate).
  4. No Participating Business, VIP or Trade Mission Delegate or Associate is by virtue of these Terms and Conditions or their participation in the VIP or Trade Mission, deemed to be a partner or agent of, or in the service or employment of, the State of Victoria.
  5. No warranty or representation is made that the Applicant will be accepted. The Department reserves the right to reject any application without being obliged to discuss the reasons for doing so. Any decision made by the Department will be final and no correspondence will be entered into.
  6. The VIP has a dedicated business agenda and there is no VIP or Trade Mission Delegate spouse/partner program facilitated.

Conduct and Cooperation of Trade Mission Delegates

  1. At all times, Participating Businesses, VIP and Trade Mission Delegates and Associates must conduct themselves in a professional manner having regard to the spirit and business intent of the VIP or Trade Mission and (amongst other things) are required to:
    • take responsibility for their own safety, welfare and conduct (including within and outside of official events arranged by the Department during the VIP or Trade Mission (Official Events);
    • cooperate with the Department in relation to their participation in the VIP or Trade Mission;
    • attend and participate in their program of Official Events;
    • comply with all Victorian and Australian federal laws; and
    • refrain from acting inappropriately or engaging in conduct which might bring the Department, the State of Victoria, the VIP or Trade Mission, the Participating Business and/or the VIP or Trade Mission Delegate into disrepute.
  2. If the Department reasonably considers that a Participating Business, VIP or Trade Mission Delegate or Associate has breached any obligations under clause 2.1, the Department may:
    • immediately exclude the Participating Business, VIP or Trade Mission Delegate and Associate from participation in the VIP or Trade Mission (in which case the Department shall not be liable for any costs, expenses or damages in any way associated with the exclusion);
    • invoice the Participating Business for any anticipated or incurred expenses;
    • exclude the Participating Business, VIP or Trade Mission Delegate and its Associates from participation in future trade missions.

Acknowledgment of Risk & Responsibility

  1. VIP or Trade Mission Delegates and Associates attend the VIP or Trade Mission at their own risk and must hold and maintain at their own (or the Participating Business’ expense) visas, and appropriate insurances (including amongst other things travel insurance as described in clause 4.1) in connection with attendance at, and participation in, the VIP or Trade Mission.
  2. Participating Businesses, VIP or Trade Mission Delegates and Associates accept full responsibility for all of the business and organisational outcomes arising from their participation. The Department will not be held responsible for the investment decisions or any commercial endeavours of any party that participates in the VIP or Trade Mission.

Warranties and disclaimers

  1. The Participating Business warrants that at all times while participating in the VIP or Trade Mission, the VIP and Trade Mission Delegates and Associates are covered by travel insurance that includes coverage for overseas medical expenses, evacuation as well as accidental injury or death. The Participating Business must also provide evidence of this coverage prior to the VIP or Trade Mission upon request.
  2. The Participating Business warrants that it will provide its VIP or Trade Mission Delegate (and if applicable, Associate) with notice of these Terms and Conditions before they attend the VIP or Trade Mission.
  3. To the fullest extent permitted at law, the Department excludes all terms, conditions or warranties implied by general law or custom or by statute.
  4. This Agreement is to be read subject to any Victorian and Australian Federal laws which prohibit or restrict the exclusion, restriction or modification of any implied warranties, conditions, guarantees or obligations (non-excludable term).

Limitations on liability

  1. If a non-excludable term applies, to the extent permitted by law, the Department limits its liability for default of a non-excludable term to providing the Participating Business with another opportunity to attend a VIP or Trade Mission.
  2. Subject to clause 5.1, the Department’s liability to the Participating Business, VIP or Trade Mission Delegate and Associate under this Agreement must be reduced proportionally to the extent that any liability, damage, loss or cost incurred arises from or is attributed to any act or omission of the Participating Business, VIP or Trade Mission Delegate or Associate.
  3. Notwithstanding any other provision of this Agreement, the Department shall not be liable to the VIP or Trade Mission Delegate or its Associate for any of the following losses howsoever arising (including in negligence): loss of goodwill; denial of opportunity; loss of access to markets; loss of anticipated savings; loss of profit or revenue; loss from business interruption; indirect, incidental, special, consequential or punitive loss or damage.

Release and Indemnity

Subject to clause 4 and 5, the Participating Business releases and indemnified the Department, its employees, contractors, subcontractors and agents against any:

  • cost or liability incurred by the Department;
  • loss of or damage to the Department’s property; or
  • loss or expense incurred by the Department in dealing with any claim against the Department, including legal costs and expenses on a solicitor/own client basis and a cost of time spent, resources used or disbursements paid by the Department;
  • the VIP or Trade Mission Delegate’s (and if applicable, Associate’s) participation in the VIP or Trade Mission;
  • any act or omission by the VIP or Trade Mission Delegate or Associate in connection with the VIP or Trade Mission or this Agreement, where there was fault on the part of the person whose conduct gave rise to that liability, loss, damage, or expense; or
  • any breach by the Participating Business, VIP or Trade Mission Delegate or Associate of this Agreement;

except to the extent that the Department or its employees, contractors, subcontractors or agents has caused or contributed to such cost, loss, damage, or liability.

Trade Mission Evaluation

  1. If requested by the Department, the Participating Business agrees to participate in a formal evaluation of the VIP or Trade Mission conducted by the Department or its agents immediately after the mission and again six (6) and twelve (12) months post the mission.
  2. If evaluation forms are not received, the Department reserves the right to exclude the Participating Business, VIP or Trade Mission Delegate and Associate from participation in future VIPs or trade missions.
  3. Participating Business data is collected for aggregate statistical reporting purposes only and, subject to clause 8 and 9, specific data related to individual VIP or Trade Mission Delegates and Associates is not intended for publication or release except with their written permission.

Promotion & Acknowledgment

  1. The Department reserves the right to publicise the benefits accruing to the Participating Business and the VIP or Trade Mission Delegate arising from the VIP or Trade Mission.
  2. If requested by the Department, a Participating Business and VIP or Trade Mission Delegate must acknowledge the support provided by the Department in any relevant publicity undertaken by the Participating Business or VIP or Trade Mission Delegate.

Business Information Collection Notice

The Participating Business consents to the collection and disclosure by the Department of their business and contact information and declares that the Department is authorised to provide the business and contact information to third parties for the purpose of the VIP or Trade Mission.

  1. The Participating Business consents to the Department contacting the VIP or Trade Mission Delegate or their company/organisation nominee to facilitate networking opportunities with other businesses and for program evaluation purposes. The Participating Business will obtain the VIP or Trade Mission Delegate’s (and if applicable, Associate’s) consent to the collection, use and disclosure of their business and personal information (including any personal information) for the purpose of the VIP or Trade Mission, for example disclosure to other VIP or Trade Mission Delegates. The Participating Business acknowledges that if the VIP or Trade Mission Delegate (and if applicable, Associate) does not consent to the collection, use and disclosure of any business and personal information in accordance with this clause 9, the Participating Business’, VIP or Trade Mission Delegate’s and Associate’s ability to participate in the VIP or Trade Mission is likely to be restricted.
  2. Business and personal information collected by the Department will only be disclosed lawfully. All persons have a right to access and correct their personal information. Go to djpr.vic.gov.au/privacy for the Department’s privacy policy and more information.
  3. The Participating Business will obtain the VIP or Trade Mission Delegate’s (and if applicable, Associate’s) consent to the Department using their photos for promotion and marketing material during the VIP or Trade Mission and for future trade missions.

What is included and excluded?

  1. The Department covers Approved Trade Mission Delegate costs for one delegate per company (unless otherwise approved):

    What is included:

    • accommodation (booked and paid by the Department) – 1 x single room at a 4+ star rated facility for the duration of the Trade Mission program or to a maximum of five nights
    • breakfasts (for one person) and some meals when part of an Official Event
    • all Official Event activities
    • transport to and from Official Event activities
    • a visa support letter is available for Approved VIP or Trade Mission Delegates through the VIP online registration process (automatically generated where required).

    These costs will be paid directly to the service provider. Delegates who wish to extend their stay before or after the trade mission are free to do so at their own expense.

    The department does not cover delegates airfare, visa, allowance or private meal costs, other hotel expenses, nor arrangements outside the official program (such as surface transport/interstate travel etc.).

  2. The following is a non-exhaustive list of excluded expenses:

    What is excluded:

    • any expense relating to an Associate
    • airfare and any associated travel expenses
    • visa fees
    • travel insurances - including medical/accident coverage
    • the cost of transport to and from the airport
    • meals which are not part of an Official Event
    • room service
    • laundry/dry cleaning
    • the cost of travel to individual business appointments arranged by the VIP or Trade Mission Delegate
    • any activities outside of the program of Official Events
    • any private expenses incurred by the VIP or Trade Mission Delegate
    • accompanying spouse/partner expenses
  3. Where the Department incurs any cost relating to:
    • a VIP or Trade Mission Delegate that is not referred to in clause 10.1, or
    • any cost in relation to an Associate

    the amount will be a debt due from the Participating Business to the Department and payable within 14 days of receipt of invoice.

Information required from all Participating Business’ and VIP and Trade Mission Delegates – provided as part of the online registration process:

  1. The Department requires the following information in relation to the Participating Business:
    • business biography
    • the purpose of the Participating Business’ participation in the VIP or Trade Mission and an indication of any specific areas of interest
    • advice of any specific business meetings requested
  2. The Department requires the following information in relation to the Participating Business’ nominated VIP or Trade Mission Delegate (and if applicable, Associate):
    • emergency contact details (a relative or colleague) whilst participating in the mission
    • the cellphone/mobile contact number whilst participating on the mission
    • professional biography & photo (headshot)
    • specific allergies or disabilities
    • dietary requirements

Acceptance of Terms and Conditions

  1. These Terms and Conditions will be governed by the laws of the State of Victoria and the parties submit themselves to the jurisdiction of the courts in the State of Victoria.
  2. The person checking where indicated on the online registration database accepts these Terms and Conditions for and on behalf of the Participating Organisation and warrant that they are duly authorised to do so.