Air and Space Power Conference 2024 – Terms and Conditions
The Air and Space Power Conference 2024 will take place at The National Convention Centre Canberra from 8 – 9 May 2024.
These Terms and Conditions apply to delegates registering and attending the Conference whether in-person or virtually. When registering to attend the conference, you accept the following registration terms. Registrations are subject to capacity restraints, which may increase or decrease depending on government restrictions.
Registration
All applications to register for the Conference are subject to availability and you making full payment (if required).
Delegates must complete an online registration form and adhere to any instructions provided in order to register for the Event. A registration confirmation email will be sent to the email address you provided during the process of registration after your registration has been completed successfully.
Please contact the conference organisers on raaf.events@defence.gov.au if you do not receive a confirmation email.
If enrolling on behalf of another person, you must inform the delegate(s) of the terms and conditions of registration, which they will be agreeing to on the delegate's behalf. Providing complete information about the delegate(s)' confirmed registration information is another aspect of responsibility.
Early Bird Registration rates, available from Monday 15 January 2024 – Friday 23 February 2024, must be booked and paid in full prior to the early bird closing date. Any unpaid early bird registrations will revert to standard registration fees after the closing date.
The Organisers cannot guarantee the availability of social function/s ticket/s to delegates who register late as there is a possibility the social program may be fully subscribed.
Acceptance of registration is at the discretion of the conference organisers and they reserve the right to decline any registration application. A refund will be provided for any declined registration forms.
Any changes to your registration or transfer to another delegate, must be emailed to raaf.events@defence.gov.au
Payment
Payment in full must be received at the time of registration. The online form will allow payment by credit card (Visa or Mastercard only). In the event the full payment is not received, the delegate may be refused entry to the Event. Non-payment will not be considered as a cancellation.
A formal cancellation by email is required to be submitted to the conference organiser on raaf.events@defence.gov.au or you will be liable as per the cancellation policy for the event. Payment can be made by credit card, Visa or MasterCard and may incur credit card surcharges.
Currency and GST
All prices are quoted in Australian Dollars (AUD$) and include GST unless otherwise stated.
Cancellation
We understand that occasionally events may occur that prevent you from attending. If you are unable to attend the Conference, you may:
1. Send a Substitute
As an alternative to cancellation, your registration may be transferred to another person without incurring any penalty. The Conference organiser must be advised of the transfer in writing. Please email the name, title/rank, organisation, position, phone and email address of the new delegate to raaf.events@defence.gov.au.
2. Request a Refund
If you would like a refund of conference registration fees paid, requests must be made in writing to raaf.events@defence.gov.au. Refunds will be processed after taking into consideration the relevant cancellation policy as stated below, within 7 business days of receiving a refund request.
All credit card surcharges payable at the time of registration are non-refundable.
Refunds will only be processed to the credit card of the individual, organisation or institution from which the payment was received.
Cancellation Policy
Where permitted, you may cancel your registration. Notification of cancellation must be made in writing and sent by email to raaf.events@defence.gov.au
Please note, your cancellation will be subject to the following:
- Cancellation more than 60 days before the event: 100% refund
- Cancellation less than 60 days and more than 30 days before the event: 80% refund
- Cancellation less than 30 days but more than 14 days before the event: 50% refund
- Cancellation 14 days or less, no refund
Delegate Passes
The named attendee is the only person who is permitted to utilise delegate passes issued for the Conference. During the Conference, you may be requested to show a photo ID and can be asked to leave the conference if your identification doesn't match your delegate pass.
Event Changes
The Event schedule, location, and timings are all subject to change at any time by the organiser. The organisers will not be responsible for any costs, losses, or damages that the delegate incurs in the event that it is determined to be necessary, for any reason, to postpone the Event or change the dates. If the event can be moved or postponed, the booking between the delegate and the organisers will still be in effect and be subject to the aforementioned cancellation policy.
Force Majeure
The Organiser will not be liable (except as required by law) for any loss, damage, injury, costs, or expenses in relation to:
- Events that are out of the organiser's control include, but are not limited to: acts of God, pandemics, epidemics, or other widespread illnesses; blackouts; fires, explosions, floods; earthquakes; wars; military unrest; terrorist attacks; protests; riots; civil unrest; industrial action; lockouts; strikes; or other labour disputes.
- The independent contractor's or another party's actions or inactions who provides goods or services for the Event but is not within the Organiser's control.
- Any location, vehicle, equipment, or material utilised in conjunction with the Event that has unknown or unforeseen flaws.
Insurance
We strongly encourage Delegates to purchase travel and/or health insurance. The Delegate registration fee does not include any travel or health insurance coverage. The conference organiser will assume no liability for cancellation of reservations, loss or discomfort, or theft/damaging of property in this situation.
Special Requirements
Individuals with special dietary/mobility requirements will not be accommodated unless they request this during or prior to the event registration closure date. In case you forgot to mention the details while registering, please e-mail them to raaf.events@defence-gov.au or update the registration form.
Speakers and Presenters
The conference organiser will not accept any responsibility or liability for any advice provided or opinions expressed by any guest speakers or presenters at the conference or in any materials distributed to delegates.
Photography, media and intellectual property
By participating in the Conference, participants understand that they may be subject to filming, recording and/or photography by photographers, media personnel or any other third party. Participation in the Conference grants Air Force the right to utilise any image or likeness of participants for marketing and promotion purposes, unless the participant explicitly requests the removal of the photograph or video. All rights in presentations, documents and other materials published or made available in connection with the Conference shall be owned by or included with the authorisation of the rights holder. All materials and content shall be protected by the relevant copyright laws of Australia, and shall be used exclusively by personal for non-commercial purposes. No reproduction, reproduction, modification, distribution, transmission, or republishing of any materials or content shall be permitted in any manner whatsoever without the explicit written consent of the author.
Limitations on Use
By registering for this event, participants agree to waive any right to sell, transfer, trade or share their access link (or code) unless the conference organiser grants such transfer. In the event of a breach of this policy, the conference organiser reserves the right to terminate access, retain payments made by participants, report participants to law enforcement, and exclude them from future events.
Disruptive Conduct
By participating in, or registering for, any in-person and online/virtual events, you acknowledge and agree to the foregoing; The conference organiser reserves the right to disqualify any person from participating in any such event, Furthermore, the venue staff (National Convention Centre Canberra) and/or contracted security personnel, may remove any participant from the event if the conference organiser determines that your attendance or conduct constitutes a disruption or impedes the performance of the event or its content by other participants.
Travel & accommodation
Unless otherwise stated, the individual is responsible for their own travel arrangements, including flights and accommodation. Some hotels may have stringent cancellation policies. Please refer to the hotel cancellation policies at the time of booking. Any alterations to the original hotel reservation must be communicated to the conference organiser in writing via raaf.events@defence.gov.au
Privacy Policy
The Defence Privacy Policy is designed to inform individuals about the way Defence collects, stores, uses and discloses personal information. This policy also provides guidance about how personal information held by Defence can be accessed or corrected. The Defence Privacy Policy is relevant to individuals who interact with, or are considering interacting with, Defence.
Link to the Defence Privacy Policy: Defence Privacy Policy
WARNING: FRAUDULENT WEBSITES AND BOOKING AGENCIES
The conference industry faces a growing challenge of fraudulent websites that mimic authorised conference websites and unauthorised booking agencies, which lack the authorisation to facilitate bookings for conference attendees.
We kindly request the Conference participants to exercise caution regarding potential scams and strongly encourage all attendees to exclusively utilise the official conference website.
Please be aware that any other company or agency that contacts you regarding accommodation for the conference is not authorised to represent the Air and Space Conference 2024 in any capacity. Additionally, they do not have access to the officially contracted room blocks or rates.
Please note that certain unauthorised imitation sites and agencies may request conference attendees to provide their personal information, including credit card details, in exchange for travel and accommodation arrangements. It is important to exercise caution as these companies may not fulfil their promises and may even charge the credit card without providing any services to the conference participant.