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.

All attendees, whether delegates, speakers, exhibitors, sponsors or vendors must be aware of, and agree with, the AIEC privacy policy and code of conduct.

Privacy policy 

Code of conduct

On this page, you will find terms and conditions relating to:

Registration

Accommodation

Speakers and call for proposals

Sponsors and exhibitors

Registration terms and 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 9 September 2019 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 9 September 2019, 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 9 September 2019.

  • Final date to claim refund: To claim applicable refunds for cancellations or alterations, please email aiec@thinkbusinessevents.com.au on or before Monday 9 September 2019. 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 11 October 2019. 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 11 October 2019 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.

Non-attendance

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 Thursday 1 August 2019. 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, 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.

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 terms and conditions

How to book accommodation

Rooms are being held by Think Business Events on behalf of the delegates until Monday 9 September 2019.

To book accommodation, please complete the accommodation section on the online registration form. Rooms will be held by Think Business Events on behalf of the delegates until Monday 9 September 2019. After this date, hotel bookings must be made directly with hotels.

Credit card details are needed to secure accommodation. Think Business Events will securely forward your contact details including your email, reservation details, any special requests and credit card details to the hotels. The hotels may charge the one night deposit 30 days prior to the conference start or at check in.

Payment

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

The hotel may charge the one night's deposit on or after Monday 9 September 2019. Delegates must settle the balance of their account and any incidentals upon check out. The credit card details will also be used to pay for all room nights if you cancel within 30 days of your arrival date or do not show up.

Accommodation cancellation policy

If the reservation is cancelled on or after Monday 9 September 2019 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.

Please note that cancellation policies listed on individual hotel websites do not apply, as the above rates are contracted at a group 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 9 September 2019, changes to bookings must be forwarded in writing to the conference organiser at aiec@thinkbusinessevents.com.au. After this date, any changes cannot be guaranteed and cancellation policies may apply. After Monday 9 September, all changes must be directed to the hotel.

Speaker terms and conditions

All speakers, whether invited or accepted via the call for proposals and all persons submitting or coordinating a proposal on behalf of a speaker, must be aware of, and agree with, the AIEC speaker terms and conditions, the speaker registration fees, privacy policy and code of conduct.

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 or a session

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 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.

All speakers agree to:

  • register for the conference by 1 August 2019
  • 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 2019 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 2019, the presentation 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 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 terms and conditions

The term ‘conference organiser’ refers to Think Business Events Pty Ltd (ABN 66 121 965 428) and includes associations, corporate and government bodies that have engaged Think Business Events as their representative.

The term ‘sponsor’ includes any person, firm, company or corporation and its employees and agents identified in the booking form or other written request for a sponsorship item.

The term ‘exhibitor’ includes any person, firm, company or corporation and its employees and agents identified on the application form or other written request for exhibition space.‘AIEC’ means the annual Australian International Education Conference of IDP Education Ltd (ABN 59 117676 463) (‘IDP’).

The Australian goods and services tax (GST) at 10%is applicable to all goods and services offered by the conference. All prices sponsorship and exhibition packages listed include GST.

Application/booking

1. A signed application form or online booking form is required to allocate sponsorship and exhibition booth(s).

2. Space will be allocated on a ‘first come’ basis close as possible to the desired location Payment does not have to accompany the application form.

3. Selected booths in prime location are reserved for major sponsors (refer to floor plan) until 1 June.

4. A standard furniture package (consists of two (2) chairs and one (1) trestle table or two (2) bar stools and one (1) bar table) is included in the exhibition booth package and exhibition pods for all bookings confirmed by 1 June 2019. After this date, furniture is not included in the package, and must be ordered directly with the exhibition company. Inclusive furniture is not transferrable to other items. Colours and furniture type will be determined by the organisers and does not guarantee your preferred colour.

5. Major sponsors are required to choose options within two weeks of receiving the proposal or all options will be open to other sponsors/exhibitors.

6. Acceptance of sponsorship, exhibition and advertising offers is at the discretion of IDP. AIEC is owned by IDP, a world leader in student placement services, in association with the International Education Association of Australia (IEAA). The decision to approve a sponsorship, exhibition or advertising request is made solely by IDP. Please note that the acceptance of your sponsorship/exhibition application is not to be considered an endorsement of products or services that may be displayed.

Payment

7. Upon receipt of a signed application form, the conference organiser will confirm entitlements in writing and forward acknowledgement of receipt, together with a tax invoice for the deposit.

8. The deposit will be 50% of the full amount and payment is due 14 days from date of invoice. After this time, the space will be available for sale to another company.

9. The balance of the full amount will be due by Friday 6 September 2019. No exhibitor shall occupy allocated exhibition space until all monies owing to the conference organiser are paid in full.

10. All amounts are payable in Australian dollars. Cheque/direct deposits must be made payable to ‘AIEC 2019’ and forwarded to the address below. Credit card payments will incur a 4% service fee.

11. All payments must include 10% goods and services tax component (which is included in the fees).

12. The conference organiser agrees to promote the exhibition to maximise participation.

13. Cancellation policy: In the event of a cancellation, the sponsor/exhibitor must submit the request in writing to the conference organiser. A fee of 50% of total fees applies for cancellations prior to Friday 6 September 2019. No refunds will be made for cancellations after this date. After applications have been confirmed and accepted, a reduction of the sponsorship package or exhibition space is considered a cancellation.

Privacy statement

14. In order to assist with your participation, your organisation and contact details may be shared with suppliers and contractors and be included in participant lists and for the information distribution in respect to other related events organised by Think Business Events Pty Ltd.

15. If you object to your details being shared, please inform the conference organiser - aiec@thinkbusinessevents.com.au

Additional events and subleasing

16. Sponsors/exhibitors are not permitted to assign, sublet or apportion the whole or any part of their package or booked space unless prior consent in writing from the conference organiser is provided.

17. Sponsor or exhibitor functions or events during or co-existent with AIEC 2019 must not be held without prior approval from IDP. All functions and events that coincide with AIEC must seek approval through the conference organiser.

Exhibition

18. All exhibitors must produce a valid insurance certificate of currency for the period of the exhibition and this must be submitted to the conference organiser by Friday 6 September 2019.

19. The conference organiser reserves the right in unforeseen circumstances to amend or alter the exact site of the location of the stand and the exhibitor undertakes to agree to any alteration to the site or the space reallocated by the conference organiser.

20. The conference organiser reserves the right to change the exhibition floor layout if necessary.

21. The conference organiser may shorten or lengthen the duration of the exhibition and alter the hours during which the exhibition is open.

22. The conference organiser agrees to provide the exhibitor with an exhibition manual before the exhibition for the purpose of communicating required actions on the part of the exhibitor.

23. The conference organiser reserves the right to refuse any person including exhibitor staff, representatives, visitors, contractors and/or agents entry to the exhibition if they do not hold a conference name badge.

24. The conference organiser will specify conditions relating to the movement of goods and displays before, during and after the exhibition.

25. The conference organiser will arrange security onsite during the period of the exhibition but will accept no liability for loss or damage.

26. The conference organiser will not be liable and makes no guarantee of the number of visitors to the exhibition. Equally, the conference organiser will not be accountable for the level of commercial activity generated.

27. The exhibitor must comply with all the directions/ requests issued by the conference organiser including those outlined in the exhibition manual.

28. The exhibitor will not display an exhibit in such a manner as to obstruct or affect neighbouring exhibitors. This includes blocking or projecting light, impeding or projecting into aisles or neighbouring exhibition spaces.

29. The exhibitor agrees to adhere to all Perth Exhibition and Convention Centre (PCEC) venue rules and regulations.

30. The exhibitor acknowledges that the conference organiser has a preferred freight forwarder and agrees to comply with all instructions relating to delivery times. If an alternate freight forwarder is engaged, the exhibitor acknowledges that the conference organiser will not be able to provide assistance in tracking lost deliveries. The exhibitor agrees that the conference organiser will not be liable for any goods rejected by the venue, lost or damaged prior to the delivery date specified.

31. Official contractors will be appointed by the conference organiser to undertake stand construction and freight forwarding plus supply furniture, electrics and IT equipment. This is for insurance and security reasons.

32. Discounts for any entitlements not used or required will not be provided.

33. The exhibitor will submit plans and visuals of custom designed exhibits to the conference organiser by no later than Friday 6 September 2019. Exhibitors failing to do so may be denied access to the exhibition to build or may be requested to cease building.

Branding and advertising

34. Sponsors/exhibitors/advertisers will submit all artwork, branded materials and videos for advertising, either purchased or forming part of their package entitlements, to the conference organisers by the due date for approval. Failing to do so may result in items being withdrawn.

35. Placement of sponsor logo on branded items is at the discretion of IDP (if applicable).

36. Placement of sponsor advertisements on the conference website or phone app is at the discretion of IDP (if applicable).

37. Choice of lanyard is at the discretion of IDP.

Registration

38. Sponsors are limited to purchasing three (3) additional discounted conference registrations. Exhibitors are limited to purchasing one (1) additional discounted registration.

Key dates

21 January - Online submission opens

1 March - Online submission closes

May - Call for proposals notifications

4 June - Registration opens

1 August - Early bird registration closes

15 October 2019 - Conference starts