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 2016 registration, accommodation and sponsorship/exhibition bookings. All enquiries in regards to AIEC 2016 should be directed to Think Business Events at aiec@thinkbusinessevents.com.au.

Please ensure you have read and understood the AIEC Privacy Policy.

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.

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.

  1. 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 13 September 2016 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.
  2. Pre-conference workshop cancellations: If you have registered for a pre-conference workshop 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 13 September 2016, will incur a $75 administrative fee.
  3. Research roundtable cancellations: If you have registered for the IEAA International Research Roundtable only (i.e. you will not be attending the main conference), cancellations received on or before 13 September 2016, will incur a $55 administrative fee.
  4. Incorrect registration rate: If you are an IDP client, IEAA member, speaker, school staff or student, but did not indicate this and proceeded with the incorrect registration type at time of registration, we are able to refund you the difference minus an administrative fee of $25, if requested in writing on or before 13 September 2016.
  5. Part cancellation: If you would like to cancel part of your registration package (e.g. cancel a workshop, non-inclusive social event or Research Roundtable fee), we are able to refund you the difference minus an administrative fee of $25, if requested in writing on or before 13 September 2016.
  6. Final date to claim refund: To claim applicable refunds for cancellations or alterations, please email aiec@thinkbusinessevents.com.au on or before 13 September 2016. 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.
  7. Processing time for refunds: Refunds (less applicable administrative fees) will be processed no later than two weeks after the conclusion of the conference and if bank details aren’t received within that timeframe the refund is forfeited.

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 14 October 2016. 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 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), pre-conference workshop(s) 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 14 October 2016 or at the time of registration at the conference will incur a $10 name badge re-printing fee.

Non-attendance

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

Eligibility for discounted registrations

  1. Early bird: To qualify for early bird registration, registration fees must be received by Friday 19 August 2016. Registration fees are based on date of payment receipt, not the date of receipt of registration form.
  2. IDP Education client: Applies to full or part time employees of an organisation that is an IDP client at the time of registration, who must register with their work email. Your client status will be verified with the IDP Client Relations team.
  3. IEAA member: Applies to members of IEAA at the time of registration and provide your IEAA membership number. If your membership application is in progress, please ensure that you become a full member before the conference commences on 18 October 2016. Your membership status will be verified by IEAA.
  4. Speaker: Applies to presenters and co-presenters, poster presenters or poster tour guides, 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. The speaker registration rate is only available until 19 August 2016.
  5. Student: Applies to full-time students and must provide their student card as proof of student status when collecting their registration.
  6. 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.

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.

Insurance

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.

Liability

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

Rooms are being held by the conference organisers on behalf of the delegates until Tuesday 13 September 2016.

Booking

To secure an accommodation booking all hotels require credit card details which must accompany the registration form. Regardless of method of payment for the conference, you must provide credit card details which will be forwarded to the hotel at 30 days prior to the conference. The conference organiser will forward your contact details, reservation and credit card details to the hotels.

The rates per room per night are inclusive of 10% 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.

Payment

The hotel may charge the one nights 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 Friday 13 September 2016, 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 for your booking.

Hotel cancellation policy

One nights deposit will be charged to the credit card provided if the reservation is cancelled on or after Friday 13 September 2016.

Please Note: 15 – 0 days prior to your arrival date, all nights/rooms cancelled will incur 100% cancellation fee. That is, all rooms cancelled for each night cancelled will be charged the full accommodation rate. Any 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 for the duration of the booking.

Change of booking: Prior to Friday 13 September 2016, 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.

Speaker terms and 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 co-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 registration

All speakers agree to:

  • register for the conference by Friday 19 August 2016 and pay the speaker registration fee
  • the AIEC registration terms and conditions
  • be available to present on any of the main three days of the conference (19 to 21 October 2016); in the case of pre-conference workshops, be available to present on 18 October 2016

The acceptance of a proposal does not include any costs associated with the attendance at the conference (registration fees), nor the provision of travel, accommodation or registration for the conference, nor any other costs associated with the preparation or delivery of the presentation, unless otherwise communicated by the committee in writing.

Speakers who fail to notify the committee and/or who do not pay and register to attend by Friday 19 August 2016 may be withdrawn from the program at the discretion of the committee.

If none of the speakers of an accepted proposal have registered by Friday 19 August 2016, 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.

 

Key dates

1 June 2016 - Registration opens

19 August 2016- Early bird closes

18 October 2016 - Conference starts