Leading Meeting Professionals

Professional Convention Management Association

Melbourne Citywide Auction Package Terms & Conditions

PCMA Citywide Auction of Melbourne

  • The winning bidder will receive assistance by MCB to seek hotel room blocks.  There is no requirement to use any specific hotel and contracting of hotels would be between the client and the preferred hotels.
  • Bidder acknowledges they have completed “Check Your Dates” form and received approval from both MCB/MCEC and PCMA confirming space availability prior to bidding.
    • Meeting contact information
    • Event Name
    • Preferred dates (month, year, pattern)
    • Convention Centre space required (number of meeting rooms, largest session/meeting room required, net square footage exhibit space)
    • Total F&B (if known) at convention centre and headquarter hotel
    • Preferred hotels
    • Room block (peak night and total room nights)
  • Upon confirmation of space availability and acceptance of bidder’s “Check Your Dates” form, the MCB/MCEC will place a hold on the requested dates/space.   MCEC will not take any space out of inventory until final confirmation of availability, acceptance of “Check Your Dates” form, and receipt of Winning Bid/Buy Now received by PCMA and MCB/MCEC.
  • The successful bidder shall be required to complete Letter of Confirmation or enter into a standard license with MCEC to use the Convention Centre Space.
  • If all or any part of the Convention Centre is rendered unusable, or if holding any event therein would otherwise be rendered commercially impracticable by reason of acts of God, strikes against third parties, civil disorder, terrorism or acts of war, governmental directive, or any reason beyond the control of Melbourne Convention Bureau/Convention Centre, Melbourne Convention Bureau/Convention Centre shall be under no obligation to provide the Convention Centre Space, and MCB/MCEC shall not be liable for any loss or damage suffered by any other party.
  • By entering a bid, the bidder warrants that s/he has full authority to do so on behalf of his/her organization.
  • The bidder acknowledges that all bids are final and that no refunds will be issued.
  • All bids are in U.S. dollars.
  • Any bids placed on the following will not be qualified or accepted for this auction
    • Contracted business/confirmed event
    • Any business/event already negotiated and being held by the MCB/MCEC
    • Any meeting/event bids currently in motion
    • Any meeting/event previously bid on but declined by the organisation/event for the auction open years
  • All bids and bidders must comply with all bidding terms and conditions, including minimum bid and minimum bid increase increments.  Bids and bidders not in compliance will be disqualified.
  • The bidder acknowledges that the MCEC is the provider of the convention center and is responsible for the fulfillment of the obligations.
  • Winning bidder will be required to execute a contract with and release of liability for PCMA within 30 days of the auction close, including payment terms to PCMA.
  • PCMA will require a 25% deposit to confirm each final winning bid upon auction close November 30, 2016. The remaining balance will be required in two equal installments on July 1, 2017 and January 1, 2018 or prior to the event occurring, whichever is first.
  • Bidders are advised that no part of the bid may be deductible as a charitable contribution, but is likely deductible as an ordinary business expense if paid as part of a trade or business. Bidders are advised to consult with their tax or legal advisors for further details.
  • Complimentary tram transport is provided by Public Transport Victoria and MCB/MCEC cannot be held responsible for delivery of this service.