Event Policy

By completing and submitting the Registration Form for PCOA24, you agree to be bound by the following terms and conditions:

Refund Policy

Refunds are not payable if you simply change your mind, however if your circumstances change please contact PCO Association Inc (ABN 3069 0730722) Professional Conference Organisers Association Inc. immediately via email to amend your registration or associated requirements.

PCO Association Inc (ABN 3069 0730722) trading as Professional Conference Organisers Association Inc. will refund any fees paid to PCO Association Inc (ABN 3069 0730722) trading as Professional Conference Organisers Association Inc. as a result of amending your registration and/or associated requirements, after taking into consideration the relevant cancellation policy, within 7 business days of receiving a refund request.

Should an Event be cancelled or postponed due to unforeseen circumstances, PCO Association Inc (ABN 3069 0730722) trading as Professional Conference Organisers Association Inc. will endeavour to process a full refund within 90 days of such circumstances becoming known. Refunds will only be processed to the credit card or bank account of the individual, organisation or institution from which the payment was received. Should payment have been via direct debit you will be contacted to confirm your current bank account details.

Full payment, in cleared funds and in Australian dollars, of the registration fee, applicable GST, and all other monies due and payable in connection with Your attendance at this Event must be made:

•  by credit card when You submit Your application to register for this Event; or
•  if You submit Your application to register for this Event at least 30 days before the commencement of the Event and request an invoice, by credit card or electronic funds transfer, within 14 days of the date of Our invoice, and in the case of "early-bird" registration, payment must be made in full by the advertised cut-off date for early-bird registration, otherwise the standard registration fee will apply; and
•  You will be denied entry to the Event if Your attendance fee is not paid in full, as provided above.

 Cancellation of your Registration

•   If you notify us by email before 5pm on or before Thursday 19 September 2024, you must pay a cancellation fee of $150.00 (including GST);
•  If you notify us by email between Friday 20 September 2024 and Friday 4 October 2024 by 5.00pm you will receive a 50% refund on the registration fees.
•  You may cancel your registration after 5pm on Friday 4 October 2024, but you will not be entitled to a refund;
•  When we communicate with you, we will generally do so by email. You agree that email communications are contractually binding in the same way as properly signed and dated documentation sent by post;
•  Nothing in this agreement or on our website and any website owned, operated, licensed or controlled by PCO Association Inc (ABN 3069 0730722) trading as Professional Conference Organisers Association Inc. shall confer on any third party any benefit or obligation;
•  If any of these terms is at any time held by any jurisdiction to be void, invalid or unenforceable, then it shall be treated as changed or reduced, only to the extent minimally necessary to bring it within the laws of that jurisdiction and to prevent it from being void and it shall be binding in that changed or reduced form. Subject to that, each provision shall be interpreted as sever-able and shall not in any way affect any other of these terms;
•  No waiver by us, in exercising any right, power or provision in this agreement shall operate as a waiver of any other right or of that same right at a future time; nor shall any delay in exercise of any power or right be interpreted as a waiver;
•  In the Event of a dispute arising out of or in connection with these terms or any contract between you and us, then you agree to attempt to settle the dispute by engaging in good faith with us in a process of mediation before commencing arbitration or litigation;
•  We are not liable for any breach of our obligations resulting from causes beyond our reasonable control;
•  This Agreement shall be governed by and construed in accordance with the law of Australia, and all international governance is expressly excluded.
•  You are deemed to have accepted these terms and conditions when you proceed with the registration process by ticking "l agree".

 Registration Confirmation

On completion of your registration, a confirmation email will be sent to your nominated email address. Please check your registration carefully. Should an error have been made, please contact PCO Association Inc (ABN 3069 0730722) trading as Professional Conference Organisers Association Inc. within 24 hours via email to withdraw or amend your registration. Should you not contact PCO Association Inc (ABN 3069 0730722) trading as Professional Conference Organisers Association Inc. within 24 hours, a cancellation fee will apply.

Registration Payment Terms

Payment of your registration fee and any selected additional activities are due on completion of your registration. A tax invoice will be emailed to you with confirmation of your registration. All fees are payable prior to commencement of the Event to ensure admission, unless by prior arrangement.

Travel and Accommodation Expenses

Expenses for any arrangements you may make for travel and accommodation are at your sole risk and your rights to a refund or partial refund are your sole entitlements on cancellation, postponement and conversion of the Event. We recommend you consider making accommodation and transport arrangements that permit variation or cancellation with appropriate refunds. We further recommend that you obtain insurance (if available) that will reimburse your accommodation and transport costs in the event of cancellation.

Accommodation Bookings

Should you book accommodation via one of the accommodation providers on the PCOA website, a confirmation email will be sent to your nominated email address. Please check your accommodation carefully, especially your arrival and departure dates. Should an error have been made, please contact the relevant property as soon as possible to advise amendments.

Accommodation Cancellation Policy

Accommodation Providers have their own cancellation policies, and they generally apply when cancellations are made less than 30 days prior to arrival. We are not the Accommodation Providers and you should not rely on this timeframe. Please contact the relevant hotel. as soon as possible if you wish to cancel or amend your accommodation. 

Privacy and Electronic Messages

• You consent to Our collection, use and disclosure of Your personal information, including sensitive information as defined in the Privacy Act 1998 (Cth), as set out in Our Privacy Policy and Collection Statement. You acknowledge that You have accessed those documents by the links provided in this website.
• You consent to Our disclosure of Your personal information, including "sensitive" personal information to the Host, and to Suppliers, to the extent We consider it necessary or desirable to enable them to provide appropriate goods or services to You.

Event App

 Your First Name, Last Name and Organisation will be shared on the conference app. You will receive your login details to the app closer to the event to adjust your profile and set your sharing preferences.

 Cancellation or Postponement of the Event by the Host

The Host (and PCO Association Inc (ABN 3069 0730722) trading as Professional Conference Organisers Association Inc., as the agent of the Host) may cancel or postpone the Event at any time, for any reason. We will notify you by email if any of the foregoing occurs:

• If the Event is cancelled, we will refund all monies paid to date;
• If the Event is postponed, and you tell us that you cannot or do not wish to attend on the new date, you may cancel your registration by notice to us by email. If you tell us that you wish to attend on the new date, we will retain the monies you have paid as your registration Fee for the Event as postponed. If you do not notify us that you wish to attend the Event as postponed within the period we specify when we give you notice of postponement, your registration will be cancelled unless we otherwise agree in writing, and we will refund all monies paid to date.

Event Subject to Change

While the Host will make reasonable endeavours to stage the Event as advertised, You agree that, the following may occur without liability of any kind to You:

• changes to the Event dates, the venue or the location of the Event or components of the Event within the venue;
• changes to program content, its order or session times;
• changes to the speakers, entertainers and other presenters;
• changes to the social program and the venue(s) for dinners and other social events.

If any changes occur to the Event as advertised, reasonable endeavours will be made to arrange for reasonable substitutes, subject to availability and the circumstances that made the change(s) necessary or desirable. Notice of substantial and material changes will be placed on this website. You are responsible for checking for such notifications/alerts prior to the Event.

Photography and Videography/filming

You may use handheld cameras and/or smart phones at the Event to take photographs and videos/films for personal, non-commercial use, provided the act of so doing is not disruptive, intrusive or in breach of intellectual property or privacy rights and provided that the subject of such photography and videography/filming consents. Such photographs and videos/films may not be published, sold, reproduced, transmitted, distributed or otherwise commercially exploited in any manner whatsoever.

We or the Host may hire service providers (photo/video/streaming/audio) to document and display the Event experience. We and the Host may also use social media to post photos and videos and to display select submissions at the venue and on Our or the Host’s websites.

You irrevocably authorise Us and the Host to:

• record you (picture and voice) on photos, films and sound recordings (each, a "recording"); and
• edit and incorporate the Recording into a photo, video gallery, short film or webinar as a record of and for the promotion of the Event and future similar events, for no monetary or other compensation to you and you acknowledge and agree that you have the right, title or interest in such recording.

Conduct at this Event

At all times during this Event You must:

• not act, speak or otherwise communicate in a manner that is offensive, obscene or that reasonable persons may consider to be offensive or obscene;
• if You consume alcohol, do so reasonably and responsibly;
• not place the safety and health of any person(s) at the Event at risk;
• not cause personal injury to, or defame, any person or damage the property of any person;
• be respectful towards speakers and others expressing their opinions and refrain from causing a nuisance or interrupting or disrupting programme content;
• comply promptly with Our reasonable and lawful directions and those of the authorised staff of the Host, its contractor and of the relevant venues;
• ensure that each Relevant Person complies with the foregoing.

We or the Host may, without liability to You or any Relevant Person, eject You (and/or a Relevant Person) from the Event and/or refuse entry to the Event or any part of the Event if We or the Host, acting reasonably, consider that You or a Relevant Person are/is in breach of these terms and conditions, or for any other reasonable cause.

Review the full Conference terms and conditions on registering.