Terms and conditions

IDP Education Ltd (ACN 117 676 463) ("IDP") is the owner of the Australian International Education Conference ("AIEC" or “Conference”).

Think Business Events (ABN 66 121 965 428) ("TBE") is contracted by IDP to manage AIEC registration, accommodation and sponsorship/exhibition bookings. All enquiries in regards to AIEC should be directed to Think Business Events at aiec@thinkbusinessevents.com.au.

IDP and Think Business Events reserve the right to change these terms and conditions at any time without prior notice. These terms and conditions will be governed by and construed in accordance with the laws of the state of Victoria, Australia and the parties submit to the jurisdiction of the courts of that state.

On this page:

Privacy policy

IDP respects your privacy. AIEC is subject to the Australian Privacy Principles (APPs) under the Privacy Act 1988.

To read AIEC’s detailed privacy policy and information, please see AIEC privacy policy.

To read IDP’s detailed privacy and information handling practices, please refer to the IDP & IELTS Australia Privacy Policy.

Code of conduct

AIEC is dedicated to providing safe, friendly, enjoyable and harassment-free conference experience for everyone, regardless of gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, nationality, race, age or religion.

We do not tolerate harassment of or offensive behaviour towards conference participants in any form. Sexual language and imagery is not appropriate for any conference venue, including talks.

We expect participants to abide by the code of conduct at all conference activities, including related social events and online communications.

Conference participants violating these rules may be sanctioned or expelled from the conference without a refund and/or banned from attending future events. The behaviour may also reported to their employer and relevant authorities.

Read AIEC code of conduct

Registration conditions

Cancellation statement

All cancellations must be made in writing to Think Business Events at aiec@thinkbusinessevents.com.au.

Refunds are subject to the terms and conditions stated below.

  • Full conference or day cancellations: If you have registered for the main conference as a full or a day delegate, cancellations received on or before Monday 3 September 2018 will incur a $150 administrative fee. This fee also covers cancellation of any other pre-conference events or non-inclusive social event tickets that are also cancelled at this time.

  • Pre-conference session cancellations: If you have registered for a pre-conference session (workshop, masterclass or the IEAA Research Roundtable) as a standalone registration (i.e. you will not be attending the main conference), cancellations received in writing at the Conference Office on or before Monday 3 September 2018, will incur a $65 administrative fee.

  • Part cancellation: If you would like to cancel part of your registration package (e.g. cancel a workshop, non-inclusive social event or the Research Roundtable), we are able to refund you the difference minus an administrative fee of $25, if requested in writing on or before Monday 3 September 2018.

  • Final date to claim refund: To claim applicable refunds for cancellations or alterations, please email aiec@thinkbusinessevents.com.au on or before Monday 3 September 2018. No refunds (in part or in full) will be accepted after this date, but you may choose to transfer your registration to another person within your organisation.

Processing time for refunds: Refunds (less applicable administrative fees) will be processed no later than 30 days of the conclusion of the conference.

Transfer of registration

All fully paid registrations are transferable to other persons from the same organisation. Transfers can be made by the registered person in writing to Think Business Events at aiec@thinkbusinessevents.com.au no later than Friday 5 October 2018. Details must include the full name of the replacement person, their title, contact phone number and email address. All other registration details will be carried over to the new person unless otherwise specified. Transfer of registrations to another person will include the registration, all associated social event tickets (including additional purchases), or IEAA Research Roundtable tickets and accommodation bookings.

Should the new delegate not require an item previously booked by the original delegate, the cancellation and refund policy for the item cancelled will apply. Transfers notified after Friday 5 October 2018 or at the time of registration at the conference will incur a $25 name badge re-printing fee.

Delegates who have purchased a ticket to a workshop, a masterclass or the IEAA Research Roundtable and can no longer attend the pre-conference session cannot transfer the workshop ticket to a different person. In this case, the pre-conference workshop will be cancelled on the original attendee’s booking. The new attendee can register separately to attend the pre-conference workshop.


No refund will be made for non-attendance at the Conference, pre-conference workshop(s), research roundtable or social events.

Eligibility for discounted registrations

  • Early bird: To qualify for early bird registration, registration fees must be received by Wednesday 1 August 2018. Registration fees are based on date of payment receipt, not the date of receipt of registration form.

  • IDP Education client: Applies to full or part time employees of an organisation that is an IDP client (education institution) at the time of registration, who must register with their work email. Your client status will be verified with the IDP Client Relations team.

  • IEAA member: Applies to members of IEAA at the time of registration. If your membership application is in progress, please ensure that you become a full member before you register at this rate. Your membership status will be verified by IEAA.

  • Speaker: Applies to presenters and co-presenters, poster presenters, café session facilitators, session chairs, panellists or co-panellists, panel moderators and/or session discussants. Speakers must be confirmed speakers and must have received written confirmation of their invitation to speak at the conference, chair a session or moderate a panel.

  • Student: Applies to full-time students and must provide their student card as proof of student status when collecting their registration.

  • School staff: Applies to full-time staff at a primary or secondary Australian school and must use their work email address when registering as proof of school staff status.

Purchasing additional social events tickets

Delegates who only attend the pre-conference sessions on Tuesday (workshop, masterclass or Roundtable) can only purchase one social function for each of the evening events (Welcome Reception, Happy Hour and Conference Dinner).

Delegates attending the full conference can only purchase one additional ticket for each evening event (Welcome Reception, Happy Hour and Conference Dinner).

Cancellation of the conference by IDP or Think Business Events

It may be necessary for reasons beyond the control of IDP or Think Business Events to alter the times, dates, itineraries or speakers of the conference by notice to you at any time. In the unlikely event of cancellation of the conference, the maximum liability of IDP or Think Business Events is limited to a refund of the conference registration fee with no additional liability for travel costs, hotel costs, or any other costs or expenses whatsoever. In the unlikely event of cancellation or postponement of the conference due to circumstances beyond IDP or Think Business Events reasonable control including but not limited to, acts of terrorism, war, acts of God and natural disaster, IDP or Think Business Events cannot be held responsible for any cost, damage or expense which may be incurred by registrants as a consequence of the event being postponed or cancelled.


Registration fees do not include insurance of any kind. It is strongly recommended that registrants take out insurance at the time of registration to include any eventuality including but not limited to loss of fees through cancellation of registrant's participation in the conference or through cancellation of the conference, loss of airfares through cancellation for any reason including airline or related services, strikes, loss or damages to personal property, force majeure or any other reason.


Registrants attend the conference at their own risk. Registrants agree not to hold IDP or Think Business Events liable for any losses, damages, expenses, costs, claims or liabilities suffered or incurred by registrants including consequential or indirect losses or loss of profit through registering for the conference, attending the conference, cancellation of the conference, failure of the conference to achieve your expectations, or for any error or omission by IDP or Think Business Events. Registrants agree not to hold IDP or Think Business Events liable or responsible for any personal injury (i.e. physical, psychological or emotional stress) or any loss or damage to personal property.

Accommodation conditions

How to book accommodation

Rooms are being held by the conference organisers on behalf of the delegates until Monday 3 September 2018.

To book accommodation, please complete the accommodation section on the online registration form. Rooms will be held by the conference organiser on behalf of the delegates until Monday 3 September 2018. After this date, hotel bookings must be made directly with hotels.

Credit card details are needed to secure accommodation. The conference organiser will forward your contact details, reservation and credit card details to the hotels and they may charge the one night deposit 30 days prior to the conference start or at check in.


The rates per room per night are inclusive of goods and services tax (GST), which is charged by the hotel on checkout. the hotels may charge you a surcharge for credit card transaction fees.

The hotel may charge the one night's deposit at 30 days prior to the conference start or at check in. Delegates must settle the balance of their account and any incidentals upon check out. The deposit for the first night is non-refundable if the reservation is cancelled on or after Monday 3 September 2018, or if you do not arrive on the date specified in your booking.

The credit card details will also be used to pay for all room nights if you cancel within 15 days of your arrival date or do not show up.

Accommodation cancellation policy

A one-night deposit will be deducted from the credit card provided if the reservation is cancelled on or after Monday 3 September 2018.

Please Note: 15 – 0 days prior to your arrival date, all nights/rooms cancelled will incur 100% cancellation fee. This includes any reductions to total nights booked.

No shows will be charged at the full accommodation rate for the duration of the booking. That is, all nights for all rooms booked will be charged directly by the hotel to the credit card provided at the full accommodation rate.

Early/late arrival

Most hotels allow you to check in from 2pm. If you wish to check in earlier, additional charges will apply. If you will be arriving after 6pm, please notify the conference organiser at aiec@thinkbusinessevents.com.au. Failure to advise late arrival may result in your room being released.

Change of booking

Prior to Monday 3 September 2018, changes to bookings must be forwarded in writing to the conference organiser at aiec@thinkbusinessevents.com.au. After this date, all changes must be directed to the hotel.

Call for proposals conditions

Submitting a proposal

All persons who submit a new proposal (‘primary contacts’) agree to:

  • receive consent from their co-speakers to submit their personal details such as name, organisation and contact details via the X-CD online submission form and to have their details stored in the X-CD database
  • ensure that all their co-speakers are aware of the terms and conditions, privacy policy and registration fees applicable should their proposal be accepted into the program
  • be the main point of contact in the pre-planning of the conference program if their proposal is accepted and inform all speakers of any communications and information regarding the conference
  • advise the committee in writing of any changes as soon as they are known.

Withdrawing a proposal

Withdrawals need to be communicated in writing by the person who originally submitted the proposal (‘primary contact’). In doing so, the committee assumes that all other co-speakers have been informed of the withdrawal. Once a proposal is withdrawn, it will not be reinstated.

Speaker conditions

Speaker registration fees

The acceptance of a proposal does NOT include registration or any costs associated with attendance at the conference (such as travel and accommodation), or any other costs associated with the preparation or delivery of the presentation or poster.

All speakers agree to:

  • register for the conference by 1 August 2018
  • pay the speaker registration fee
  • be available to present on any of the main three days of the conference
  • Speakers who fail to notify the committee and/or who do not pay and register to attend by 1 August 2018 may be withdrawn from the program at the discretion of the committee.
  • If none of the speakers of an accepted proposal have registered by 1 August 2018, the presentation or poster may be completely withdrawn from the program at the discretion of the committee.

Conference proceedings

PowerPoint or Prezi presentations and videos will be collected and made available on the AIEC website after the conference either as PDF documents or in SlideShare.

Speakers who do not want their presentations to be shared must inform the conference organisers (Think Business Events) during the conference or provide an updated/revised version for publication within one week of the conference finish.

Non-commercial policy

All persons who submit a new proposal (‘primary contacts’) and all speakers understand and agree that AIEC is a forum for learning and networking and as such is non-commercial. Under no circumstances should a programmed session be used for direct promotion of a presenter’s product, service or other self-interest.

Video and photography

Sessions will be photographed, filmed or webcasted (live or on demand) at the conference for publication on the conference website, CD-ROM, in hard copy and/or online or to use to promote future conferences.

Sponsors and exhibitors

For terms and conditions relating specifically applicable to sponsors and exhibitors, please see AIEC sponsorship and exhibition terms and conditions.

Key dates

16 January - Call for proposals opens

28 February - Call for proposals closes

22 May - Call for proposals notifications

1 June - Registration opens

1 August - Early bird registration closes

9 October 2018 - Conference starts