Conference Cancellation Policy – Attendees

The VACPSP is committed to delivering a stellar conference to all attendees. We don’t want you to miss out on receiving the benefits that an amazing conference can bring.

In order for us to deliver a wonderful conference, we need to be able to rely on attendees committing to their booking. As there are limited spaces for attendees, we want to ensure that all persons who want to attend can attend. Unfortunately, booking cancellations made too close to the conference date can result in people missing out and the benefits of full attendance at the conference being compromised.

Accordingly, our conference cancellation policy aims to:

Minimise the cancellations of attendees.
Provide you with information about our commitments to you in the event of a cancellation by us.
Provide you with information about your obligations to us in the event that you cancel your booking at late notice or do not attend.

If you need to Cancel your booking

In order to cancel your booking or any part of it, you must notify us in writing. You can send your notice to us by email to admin@vacpsp.org.au

The effective date of cancellation is the date that it is acknowledged, in writing, by the Conference Manager or two business days after dispatch, whichever is earlier.

If you have not received acknowledgement within two business days of sending it, please contact the Conference Manager on 0423041935.

Substitution

If, after booking your spot at the VACPSP conference, you are unable to attend, you are welcome to nominate someone else to attend in your place. You should advise the Conference Manager – Carmel Cameron of your substitution by email so that the necessary arrangements can be made.

Unfortunately, places at the VACPSP Conference cannot be shared.

If a non-member replaces a member, an additional fee will be charged to reflect the correct non-member rate to attend.

Refunds

When booking your place at the VACPSP Conference, you are required to pay a 50% deposit to secure your place. The balance of your conference attendance fees are due 30 days prior to the conference.

As spots are limited, late cancellations can affect our ability to fill any cancellations, adversely impacting on the delivery of the conference. Accordingly, we may not be able to refund booking fees for late cancellations. Our refund policy is:

Cancellation more than 60 days before the event: 100% refund
Cancellation less than 60 days and more than 30 days before the event: 50% refund
Cancellation less than 30 days prior to the conference: no refund

In accordance with the terms set out above, cancellation must be in writing. The effective date of cancellation is the date that it is acknowledged by the Conference Manager or 3 business days after dispatch, whichever is earlier.

Waiver of Cancellation Fees

We may waive cancellation fees in exceptional circumstances at our sole discretion. When making this determination, will consider the nature of the cancellation and reasons for it, in determining whether to waive a cancellation fee.

Cancelling your accommodation

To confirm your booking, your one night’s deposit – in cash or via your supplied Credit Card – will be transferred to the hotel you have selected. On check out you will be responsible for payment of remaining nights and any incidentals. In some cases where a credit card has been supplied to hold a room, on check out you will be responsible for all nights’ accommodation and incidentals.

All accommodation refunds are subject to the cancellation policy maintained by the accommodation provider.

Please contact the Conference Manager to cancel your accommodation prior to the conference. If you need to cancel your accommodation booking within 30 days of your arrival date, any refund whether cash or credit card, will be subject to the hotel cancellation policy. Therefore no accommodation refund can be guaranteed within 30 business days of the conference.

If you alter your accommodation booking after you have checked in, please deal directly with the hotel. If you arrive 24 hours later than your indicated arrival day you may find that you have forfeited your deposit.

COVID-19 Pandemic

We know that the world has changed and there is always going to be uncertainty around events in the age of a pandemic. Our priority is to maintain the safety and wellbeing of all persons who attend the conference. Accordingly, the event will be fully COVID-safe and compliant with all government health requirements. We will do all that we reasonably can to protect your health and safety and that of all attendees. That will include appropriate social distancing and other measures.

COVID postponement

In the event that the Victorian Government or Australian Government defines, declares or imposes a pandemic and/or health emergency and the definition, declaration or imposition of the pandemic and/or health emergency results in restrictions or prohibitions that prevent the conference from being run, then we will make all reasonable endeavours to postpone the conference to another suitable date in that year.

Any booking or registration fees paid by attendees will be held over to the postponed date.

Sufficient notice will be given to all attendees of the postponed date. Following that notice, the terms of the cancellation and refund policy set out above apply.

COVID cancellation

In the event that the Victorian Government or Australian Government defines, declares or imposes a pandemic and/or health emergency and the definition, declaration or imposition of the pandemic and/or health emergency results in restrictions or prohibitions that prevent the conference from being run, and if suitable postponement arrangements cannot be made, then we will cancel the conference.

If the conference is cancelled, you will be offered a full refund.

If you are required to self-isolate under any declarations or restrictions imposed by the Victorian Government or Australian Government and are unable to attend the conference due to this, you should make reasonable endeavors to substitute your booking to another person. Where a substitute cannot reasonably be arranged, you will be offered a refund of 50% of your booking fee.

Insurance

Registration fees do not include insurance of any kind. It is strongly recommended that participants take out their own general travel insurance. It is suggested that the insurance policy should also cover loss of fees/deposit, airfares, accommodation charges, medical expenses, loss or damage to personal property and repatriation expenses.

The Insurance should cover loss arising from the cancellation of the conference by the organisers or a person’s inability to attend due to any reason whatsoever. No responsibility is taken by the conference managers for any person not holding insurance.

Conference Cancellation Policy – Sponsors

The VACPSP is committed to delivering a stellar conference to all attendees. Part of that experience is to have strong support from sponsors who create a buzz around the event.

In order for us to deliver a wonderful conference, we need to be able to rely on sponsors committing to their booking. As there are limited spaces for sponsors and opportunities are highly sought after, we want to ensure that all sponsors who want to be part of the event can. Unfortunately, cancellations made too close to the conference date not only prevent sponsors from attending but can have a significant impact on the event’s financial viability and result in people missing out on the benefits of full attendance and sponsorship at the conference.

Accordingly, our conference cancellation policy aims to:

Minimise the cancellations of sponsors.
Provide you with information about our commitments to you in the event of a cancellation by us.
Provide you with information about your obligations to us in the event that you cancel your booking at late notice or do not attend.

If you need to Cancel your booking

In order to cancel your booking or any part of it, you must notify us in writing. You can send your notice to us by email to gmsponsors@hotmail.com

The effective date of cancellation is the date that it is acknowledged, in writing, by the Conference Sponsorship Managers, GM Sponsors or two business days after dispatch, whichever is earlier.

If you have not received acknowledgement within two business days of sending it, please contact GM Sponsors direct.

Refunds

When booking your place at the VACPSP Conference, you are required to pay a 50% deposit to secure your place. This deposit is non-refundable, subject to the COVID considerations within this policy.

The balance of your conference booking fees are due 30 days prior to the conference.

As spots are strictly limited, late cancellations can affect our ability to fill any cancellations, adversely impacting on the delivery of the conference. Accordingly, we may not be able to refund booking fees for late cancellations. Our refund policy is:

Cancellation more than 60 days before the event: refund of any amount paid over and above the 50% deposit
Cancellation less than 60 days and more than 30 days before the event: 50% refund of any amount paid over and above the 50% deposit
Cancellation less than 30 days prior to the conference: no refund

In accordance with the terms set out above, cancellation must be in writing. The effective date of cancellation is the date that it is acknowledged by the Conference Sponsorship Managers GM Sponsors or 2 business days after dispatch, whichever is earlier.

Waiver of Cancellation Fees

Cancelling your accommodation

All accommodation refunds are subject to the cancellation policy maintained by the accommodation provider.

Please contact the Conference Sponsorship Managers to cancel your accommodation prior to the conference. If you need to cancel your accommodation booking within 30 days of your arrival date, any refund whether cash or credit card, will be subject to the hotel cancellation policy. Therefore no accommodation refund can be guaranteed within 30 business days of the conference.

COVID-19 Pandemic

COVID postponement

Any booking or registration fees paid by sponsors will be held over to the postponed date.

Sufficient notice will be given to all sponsors of the postponed date. Following that notice, the terms of the cancellation and refund policy set out above applies.

COVID cancellation

In the event that the Victorian Government or Australian Government defines, declares or imposes a pandemic and/or health emergency and the definition, declaration or imposition of the pandemic and/or health emergency results in restrictions or prohibitions that prevent the conference from being run, and if suitable postponement arrangements cannot be made, then we will cancel the conference.

If the conference is cancelled, you will be offered a full refund.

COVID-19 isolation cancellation

If you are required to self-isolate under any declarations or restrictions imposed by the Victorian Government or Australian Government and are unable to attend the conference due to this, you should make reasonable endeavors to substitute your attendance to another person from your organisation. You should also notify the Conference Manager as soon as possible to discuss the situation.

Where a substitute cannot reasonably be arranged and you are required to cancel your booking, you will be offered a refund of any amount paid over and above the 50% deposit.