Registration Terms & Conditions

Please understand, by registering for this year’s conference, you accept the following terms and conditions.

1. General
   
   1. E business Media Pty Limited trading as the AADA Convention & Expo (EBMA) is the organiser of the 2023 AADA Convention & Expo (AADA 2023) to be held in the period 14-15 June 2023. These Terms and Conditions reflect the EBMA’s approach to minimising risk and facilitating a successful 2023 AADA Convention & Expo.
   2. AADA 2023 is being planned as a hybrid event including an in-person component and a virtual component where delegates can view proceedings external to the AADA 2023 venue.
   3. References to “delegate” in this document refer to all classes of delegate registrations including; members, non-members, sponsors, exhibitors, and expo day pass, whether paid or complimentary.
   4. References to COVID include all coronavirus variants known and unknown.
   5. All amounts are in Australian dollars ($AUD) and include GST, unless indicated otherwise. The conference will accept payments via Electronic Funds Transfers, Credit Cards (MasterCard, Visa and AMEX) and Cheques.
   6. Please note that all credit card payments will attract a transaction fee. The fees are 1.55% for all credit card transactions. Debits to your credit card will appear as ‘E Business Media Pty Limited trading AADA Convention & Expo’ on your statement.
   7. EBMA reserves the right to modify these Terms and Conditions at any time without limitation.
   8. EBMA reserves the right to, at its sole discretion; restrict participation in the AADA 2023 and related events/activities.
2. Registration (including function bookings)
   
   1. All registration and function booking prices include GST unless otherwise stated.
   2. All prices are in AUD unless otherwise stated.
   3. Payment for registration and related functions must be paid in full prior to the commencement of the conference. If full payment is not received, admission to the conference may be refused and there will be no access to the virtual platform and associated content.
   4. No refund will be provided for a registered and paid up delegate for non-attendance at the Conference.
   5. Delegates may not share a registration without prior written approval from the EBMA.
   6. Refunds, where eligible, will be processed no later than 30 days after the conclusion of the conference.
   7. If circumstances arise, as determined solely by EBMA, that necessitate that the conference must be held virtually only, delegates who have registered for the in-person conference will be automatically switched to the virtual conference.
   8. Credit cards will be charged by E Business Media Pty Ltd on behalf of AADA Convention & Expo.
   9. All credit cards will incur a 1.55% merchant fee.
   10. All Onsite Delegate Passes will automatically include access to our AADA 2023 Event Virtual Platform.
   11. Virtual-only Delegate passes will not give you access to our onsite 2023 AADA Convention & Expo at the International Convention Centre Sydney. 
   12. Catered Event bookings must be purchased by Tuesday 23 May 2023 12:00PM during your registration process.
   13. Expo Open Day Pass will not give you access to any plenary sessions or workshops.
3. Registration Cancellations/Amendments
   
   1. Cancellation requests must be sent via email (register@aadaconvention.com.au).
   2. Cancellation requests of registration and/or catered events received:
      
      1. after registration is submitted will incur a 25% cancellation fee
      2. after 5:00PM AEST Tuesday 16 May 2023 will not be accepted and will not be entitled to any refund.
   3. In the event that travel restrictions are imposed, within 14 days of the commencement of the AADA 2023, by any government, local, federal or international that prohibit or limit in-person attendance at AADA 2023, any in-person registration will be transferred to a virtual registration and on-site fees such as catering fees will be refunded.
   4. Cancelling registration does not automatically cancel hotel and travel arrangements, even if they were booked through the online registration process. For delegates who have accommodation booked through EBMA, refer to Section 6.
   5. Until the event start date, substitute delegates may be nominated to attend at no additional cost. Transfers must be advised by email (register@aadaconvention.com.au) with details of the replacement person including name, title, phone number and email address.
4. Virtual Platform
   
   1. Delegates will be provided access to recordings of any sessions that AADA 2023 has received permission to record, via the AADA 2023 Event Virtual Platform.
   2. The virtual platform may include technology that monitors activities throughout the conference, such as session attendance and virtual booths visited.
5. Accommodation
   
   1. EBMA are responsible for the accommodation negotiation and booking process for hotels booked through the AADA 2023 registration portal. For any issues regarding this process contact EBMA via email (vanessa@aadaconvention.com.au).
   2. Bookings for arrivals and departures outside of the conference dates will be subject to availability and may not be offered at special conference rates (at the hotel’s discretion).
   3. Confirmation from AADA 2023 will be sent to the email address provided within 3-5 business days of receiving booking request.
   4. It is preferred that all guests must be able to present the same nominated guarantee credit card as entered in the accommodation booking request process, upon arrival at confirmed hotel.
   5. In case of cancellation the following will be deducted from the nominated accommodation guarantee credit card provided at registration. At their discretion, the hotel has authority to process this debit at anytime between confirmation and check-out. (Note: if your accommodation is paid by a third party or guaranteed with a third party credit card the following terms and conditions will apply to them)
      
      1. PARKROYAL Darling Harbour: Any cancellations or room night reductions received before 31-days to arrival will not incur a penalty. Any cancellations or room night reductions received within 30-days to arrival, including no-shows, will incur a 100% penalty fee (full booking) on their guarantee credit card. Upon guest arrival, the full payment of the booking will be processed. 
      2. Novotel Sydney Darling Square: Any cancellations or room night reductions received before 31-days to arrival will not incur a penalty. Any cancellations or room night reductions received within 30-days to arrival, including no-shows, will incur a 100% penalty fee (full booking) on their guarantee credit card. At 30-days prior to arrival, full payment of the booking will be processed on the guarantee credit card provided. Note: if your accommodation is paid by a third party or under a different payment arrangement, these conditions still apply.
      3. Sofitel Sydney Darling Harbour: Any cancellations or room night reductions received before 31-days to arrival will not incur a penalty. Any cancellations or room night reductions received within 30-days to arrival, including no-shows, will incur a 100% penalty fee (full booking) on their guarantee credit card. At 30-days prior to arrival, full payment of the booking will be processed on the guarantee credit card provided. Note: if your accommodation is paid by a third party or under a different payment arrangement, these conditions still apply. 
6. Privacy Policy
   
   1. In accordance with the requirements of the Australian Privacy Act 1988, AADA 2023 comply with such legislation which is designed to protect the rights of the individual to privacy of their information.
   2. All information collected with respect to registration for AADA 2023 will be used for the purposes of planning, conduct of the event or communication regarding future events and AADA activities. These details may be made available to parties directly related to the conference including but not limited to AADA venues, accommodation and travel providers (for the purposes of room/travel bookings etc.), sponsors and other related parties as deemed necessary.
   3. When registering, delegates will be offered the option to opt-out of periodic communications from AADA 2023, other providers and AADA 2023 partners.
   4. Registration, attendance at or participation in AADA 2023 constitutes an agreement by the registrant to the use and distribution (both now and in the future) of the delegate’s image or voice in recordings, both live and on-demand, photographs, videotapes, electronic reproductions and audiotapes of such events and activities by EBMA and other third parties, including but not limited to the sponsors.
7. Liability / Insurance
   
   1. In the event of industrial disruptions, natural disasters and/or COVID rules and requirements, EBMA (including staff and volunteers) cannot accept responsibility for any financial or other losses incurred by the delegates.
   2. The EBMA (including staff and volunteers) take no responsibility for injury, infection or damage to persons or property occurring during the conference.
   3. All insurance, including medical cover, for expenses incurred in the event of the cancellation of the conference is the individual delegate’s responsibility.
   4. EBMA are not responsible if delegates are travelling from outside Australia and travel documents (passport/visa approval) and/or mandatory quarantine are not received/completed on time. Travel arrangements and associated funding are the sole responsibility of the delegate.
   5. Delegates assume all liability for and waive and release any and all rights, demands, losses, liabilities, claims and causes of action whatsoever which may now or later be entitled to assert against EBMA and its affiliates. This release covers claims for death, injury, or other harm or loss of any nature whatsoever caused by, contributed to, or arising out of your attendance at AADA 2023 , including participation in any activities at booths, any games in which you choose to participate, and any prizes you may win in connection with the conference.
   6. EBMA will not be in breach of these Terms and Conditions for any failure to provide the AADA 2023 that is caused by or arises from any event or circumstances beyond reasonable control, including any acts of God, severe storm, flood, fire, earthquake or other natural occurrences, war, terrorism, civil commotion and riots, strikes and industrial action, epidemic, pandemic or public health emergency, or any resulting governmental action including work stoppages, mandatory business, service or workplace closures, full or partial lockdowns of affected areas, quarantines, border closures and travel restrictions or acts or omissions of governments and regulatory authorities (Force Majeure Event). If AADA 2023 is delayed or prevented by a Force Majeure Event, EBMA will notify delegates of the nature, extent, affect and likely duration of the circumstances constituting the Force Majeure Event as soon as reasonably practicable.
   7. It may be necessary, for reasons beyond the control of EBMA, to: a) alter the times, dates, itinerary, speakers, location or timing, b) postpone the event or any part of the event or c) cancel the event or any part of the event. In the event of cancellation or postponement of the Conference, the maximum liability of the EBMA is limited to the convention event with no additional liability for travel costs, hotel costs, or any other costs or expenses whatsoever.