Terms & Conditions

Registration fees

All registration fees are inclusive of Goods and Services Tax (GST). The registration fee includes cost of book of abstracts, attendance at conference sessions, welcome reception, closing ceremony, lunches, morning and afternoon tea.

Online registration is strongly encouraged.

For those without access to the internet, please call the Conference Secretariat on +61 8 9332 2900 to discuss your registration over the phone. 

Please note that all person intending to attend the Conference must register, including Speakers, Chairpersons, and Delegates.

Payment of fees

Registrations will not be processed or confirmed until payment in full is received.

Payment may be made by cheque, bank transfer or credit card. MasterCard and Visa are the credit cards accepted at the Conference. Please note all transactions by credit card will appear on your statement as payment to Success Events Management.

Delegates paying via transfer will find the required bank details on their invoice once their registration is complete. Remittance advice must be sent through to  promaco@promaco.com.au  one payment has been made.

Cheques should be made payable to Promaco Conventions. Your name and full address should be typed or printed clearly on the back of the cheque. Cheque payments from overseas must be a bank cheque in Australian Dollars drawn on an Australian Bank. No other currency will be accepted.

Cancellation and Refund Policy

Cancellations must be received in writing – mail, or email – to Promaco Conventions. Cancellations will not be deemed to be received until you have written confirmation from Promaco Conventions. If you have not received acknowledgement within two business days, please contact us on 08 9332 2900.

Refund policy:

Social Functions:

No refunds will be made to international bank transfer payments under any circumstances.

Acknowledgements

Your registration and payment will be acknowledged via email with confirmation of your requirements according to your online registration. Your registration will not be processed or confirmed if payment has not taken place.

Your letter of acknowledgment will include any further advice necessary prior to your arrival at the Conference. At the Conference you will receive the final program. Other information shall be posted on the Conference website as it comes to hand.

Entrance to conference

Each member of the Conference will receive a name badge on registration. The badge will be your official pass and must be clearly visible at all times to obtain entry to all sessions, the Welcome Reception and Conference Dinner. The Conference Managers expect appropriate behaviour from attendees and reserve the right to revoke the badge and privileges of anyone behaving in an inappropriate manner.

Insurance

Registration fees do not include insurance of any kind. It is recommended that participants take out their own general travel insurance. It is suggested that the insurance policy should also cover loss of fees/deposit, airfares, accommodation charges, medical expenses, loss or damage to personal property and repatriation expenses. The insurance should cover loss arising from the cancellation of the conference by the organisers or a person’s inability to attend due to any reason whatsoever. No responsibility is taken by the conference managers for any person not holding insurance.

Photography

The conference might have photographer and videographers on the day to be used for future events and promotional materials and on social media platforms. If you do not wish to have your photo taken, please advise Promaco Conventions onsite or via email before the event.

Accommodation 

Should you wish to amend your already made accommodation booking please contact the Conference Secretariat. 

Please note as per the terms and conditions of all accommodation bookings: All deposits are nonrefundable if reservation is cancelled on or after 1 May 2019 and will also be forfeited if you do not arrive on the date for which you have booked for. If you have used credit card details to guarantee your reservation please be aware one night’s room rate will be deducted from the supplied card, by the hotel, if the reservation is cancelled or you fail to arrive on the specified date. 

Accommodation Cancellation Policy 

Rooms are being held by the Conference Managers on behalf of the delegates until 1 May 2019. All hotel accommodation bookings must be accompanied by credit card details in order to secure a reservation. Delegates must settle the balance of their account with the hotel concerned upon check out. The hotels may apply credit card surcharges upon check out if you choose to settle your account with your credit card. Credit card surcharge fee may vary according to the hotel. 

As of the 1 May 2019 a cancellation fee of one night’s accommodation will be retained by the hotel. Cancellations must be made in writing. 

Please note if you do not arrive at the hotel on the specified date the hotel will hold the room for each paid night and all monies will be retained by the hotel. 

How to Book Accommodation 

To book, complete the details with your online registration. The Conference Managers will forward your contact details, reservation and credit card details to the hotel of your choice. 

Change of Booking 

Any change to a reservation must be notified to the Conference Managers and not directly to the hotel. Please note that any changes should be made to the Conference Managers by 1 May 2019. Cancellations must be made in writing. 

Late Arrivals 

Please indicate on your registration form or notify the Conference Managers in writing if you will arrive at your hotel after 1800 hours, failure to do so may mean that your room will be released. 

Check-in and Check-out Times 

Many international flights arrive into Australia in the early morning. For most hotels, Check-in time is 3.00 pm hours and Check-out time is 12.00 pm. Should you wish to guarantee check-in before 3.00 pm hours you will need to pre-book, and pay for the previous night. If you wish to guarantee a late checkout you will need to book for the next night. These additional nights can be booked at the time of making your reservation. If required please indicate on your registration form. 

Hotel Check in Procedures 

As per standard hotel policies and procedures delegates will be required to provide a credit card or full cash payment upon check in. This is to cover any incidental charges incurred during your stay and all remaining unpaid room nights, regardless if your booking was guaranteed by a deposit to secure your booking.

The hotel will hold on your credit card, until point of check out, all unpaid accommodation nights reserved plus a daily amount for incidental charges. If you will be settling your accommodation account by cash you will be asked to prepay for your accommodation in full plus a cash deposit for incidentals. Should you not utilise any incidentals during your stay the cash deposit, for incidentals only, will be refunded to you by the hotel upon check out. 

Please note the daily incidental charge may vary across the listed hotels. Should you wish to confirm the amount that will be held against your card prior to check in, please contact the hotel directly.