Businesses planning to exhibit will need to be proper trading entities...
Last I heard it was still legal for an individual to be a sole trader in Australia, so please clarify exactly what you mean by this.
... and have liabilty insurance cover for the event.
Presumably this is a requirement of the venue. Could you please post the exact wording of what type (and amount) of liability insurance cover the venue requires. Can the event organisers please purchase blanket insurance cover and split the cost amongst the exhibitors?
I don't think your ultra-cautious approach is going to produce a vibrant and lively conference. Why not feature a Bitcoin-centric version of the "
Agora Valley" that is held as part of the Porcupine Freedom Festival?
We are looking at accomodation packages
Just make sure the accommodation package isn't a compulsory bundle. For the proposed European conference it turned out that most attendees prefer a cheaper and more flexible accommodation option than the official conference accommodation.