1. Ticket Registration 

(a) You must be officially registered and pay the registration fee prior to the Conference to gain access to the Conference including any related events and functions. Registration must be completed via the Site. You may register on your own behalf or on another attendee’s behalf if you have their consent to the registration and you have made them aware of these Terms. 

(b) It is your responsibility to check the registration details, including selected ticket and ticket type, quantity of tickets, venue, time and pricing, before you submit your registration through the Site. We are only responsible for the inclusions set out on the Site. 

(c) You acknowledge and agree that your ticket does not include any transport to or from the Conference or any accommodation. 

(d) When you register and pay on the website and your payment has been validated, you will receive a unique barcode or QR code by email to the email address provided at the time of registration which will be used to identify each attendee for name badge printing. For security reasons, your name badge must be worn at all times when attending the Conference to gain access to the Conference sessions, exhibition hall and the Conference space. 

2. Price and Payment 

(a) You must pay us the purchase price of each ticket you register for at the time you register for your ticket/s. All amounts are stated in Australian dollars and Australian GST will be set out separately (where applicable). 

(b) You must not pay, or attempt to pay, the registration fee by fraudulent or unlawful means. If you make payment by debit or credit card, you must be the authorised card holder, and, if you make payment using our third-party payment processor, you may need to accept their terms and conditions. You may be charged any processor fees in addition to the ticket price, which will be set out at point of sale. 

(c) Where you have requested that we invoice you separately for the price of your ticket/s to the Conference, you must pay to us the invoiced amount, using the payment method set out in our invoice, within seven (7) days from the date we issue the invoice to you, or as otherwise agreed between the Parties. 

(d) ARCS member registration rates are not transferable to non-ARCS members. By selecting a member registration rate, you must have proof that your ARCS membership is current at the time of registration and at the time of the Conference. Inability to provide this proof upon our request may result in a cancellation of your registration and us charging you a $250 processing fee.  

(e) We aim to keep Conference attendance fees as affordable as costs allow and offer discounts for multi-day attendees. Multi-day attendance passes cannot be shared.  

3. Cancellation policy  

(a) All cancellation requests must be made to us in writing at arcs@arcs.com.au and are subject to clause 1(c) and the following terms:  

(i) no refunds or cancellations will be accepted on or after 2 May 2025; and 

(ii) cancellations received on or before 1 May 2025 will incur a $250 processing fee. 

(b) Substitutions of the same membership type are allowed at any time and at no cost. A substitute attends instead of the original registrant and does not share the registration. Substitutions should be notified in writing to arcs@arcs.com.au. 

(c) We reserve the right to cancel a ticket registration, at any time before the Conference, if the ticket registration was subject to an error on the Site (for example, in relation to the Conference description or price). If an error occurs, we will contact you using the details you provided when you registered and we will endeavour to give you the option of purchasing the ticket at the correct price (if any) or provide you with a refund. 

4. Behaviour 

(a) By registering for the Conference, you agree:  

(i) to comply with these Terms and our reasonable requests and requirements;  

(ii) to comply with the ICC Sydney Conditions of Entry available here;  

(iii) if applicable, to inform us of your dietary requirements on the website when registering for the Conference. If you do not to provide us with your dietary requirements, we will assume you have no dietary requirements;  

you will be considerate and respectful to all Conference attendees and attendees at related social events, including  staff, employees, contractors, officers, representatives and volunteers of ARCS Australia as well as staff, employees, contractors, officers, representatives and volunteers of the International Convention Centre Sydney (ICC Sydney) and other contractors or suppliers involved in the Conference;  

(iv) you will not consume excessive amounts of alcohol or be under the influence of non-prescription drugs; 

(v) we do not tolerate harassment, bullying or any other unacceptable behaviour; 

(vii) to hold all necessary insurances for your attendance of the Conference, including travel insurance; and 

(viii) to not do anything that may put us, our business, our brand, or the Conference into disrepute. 

(b) Without compensation or refund of any amount paid, we reserve the right to refuse your admission, or eject you from the Conference, in circumstances where we or the venue management reasonably believes you have breached this clause or any other provision of these Terms. This includes (without limitation) where tickets are lost, damaged, or obtained via a platform other than the Site, where the name badge displayed by you is not yours, or where your conduct unreasonably interferes with the enjoyment of the Conference by others. 

(c) To keep our community safe, you are asked not to attend the venue if experiencing any COVID-19 related symptoms, if feeling unwell or if considered a close contact of a COVID-19 positive case (in addition to any guidance provided by NSW Health and ICC Sydney). 

5. Venue and date changes 

(a) We may need to make alterations to the program content and method of delivery due to circumstances beyond our control. In such circumstances, we reserve the right to make changes to the program (including cancellation of a session(s)), and to speakers (including how they participate) without notice up to and including the day of the session. 

(b) We reserve the right to change the Conference venue location and/or postpone the Conference to a later date. In the event of a venue relocation and/or postponement, purchased tickets for the original venue and date will be valid for the new venue and date unless otherwise notified. 

(c) You may request a refund or exchange, directly from us, where the Conference is cancelled, rescheduled, or significantly relocated by us (and where you do not wish to attend the rescheduled or relocated conference) or to the extent required by law. To request a refund, you must contact us directly via email, within a reasonable time after being notified of the Conference cancellation, rescheduling or relocation, and provide proof of purchase. 

(d) We will not be liable for, or cover the costs, of any other losses incurred by you as a result of the cancellation, rescheduling or relocation of the Conference, including any travel and accommodation expenses. You must cover these yourself. We recommend you carefully consider the refund and cancellation policies of any travel, transport or accommodation you book in anticipation of attending the Conference. 

6. Disclaimer 

(a) Any comments or opinions shared by a speaker or Conference sponsor are their own and do not represent our views or beliefs. Unless specifically mentioned, we neither endorse nor confirm their statements, including any recommendations or promotions they might offer. 

(b) We cannot vouch for the accuracy of the information given by speakers or sponsors during the Conference. If you choose to rely on their words, we won't be held responsible for any consequences arising from such reliance. 

7. Resale of Tickets 

(a) You agree not to offer tickets sold by us for resale or to use tickets for advertising, promotional or other commercial purposes, including trade promotions or competitions. 

(b) If you sell a ticket or it is used in breach of these Terms, we may cancel the validity of the ticket without refund to you, and the ticketholder may be refused admission to the Conference. 

(c) The resale of tickets in certain circumstances may attract criminal penalties under the relevant legislation. 

8. Intellectual Property 

(a) You acknowledge and agree that all intellectual property in our materials including our logo, trademark and any information or documents we make available vest, or remain vested, in us.  

(b) We authorise you to use our materials solely for your personal use. You must not exploit our materials for any other purpose, nor allow, aid or facilitate such use by any third party. You may only access our materials on your personal device, and you may not use our materials for any commercial purpose.  

(c) You acknowledge and agree that any intellectual property or content used at the Conference by a speaker or sponsor is owned or licensed by the relevant speaker or sponsor (Exhibitor’s Materials). 

(d) You must not, without our, or the relevant speaker or sponsor’s, prior written consent: 

(i) copy, in whole or in part, any of our materials or an Exhibitor’s Materials;  

(ii) reproduce, retransmit, distribute, disseminate, sell, publish, broadcast or circulate any of our materials or an Exhibitor’s Materials to any third party; or 

(e) This clause will survive termination or expiry of these Terms. 

9. Limitation of Liability 

(a) Despite anything to the contrary, to the maximum extent permitted by law:  

(i) our maximum aggregate liability arising from or in connection with the Terms (including the Conference and/or the subject matter of the Terms) will be limited to, and must not exceed, the portion of the price paid by you to us for the ticket the subject of the relevant claim, or where no price was paid, $100; and 

(ii) we will not be liable to you for any loss of profit (including anticipated profit), loss of benefit (including anticipated benefit), loss of revenue, loss of business, loss of goodwill, loss of opportunity, loss of savings (including anticipated savings), loss of reputation, loss of use and/or loss or corruption of data, 

(b) Despite anything to the contrary, to the maximum extent permitted by law, we will have no liability, and you release and discharge us from all liability, arising from or in connection with any:   

(i) loss of, or damage to, any ticket, or any injury or loss to any person as a result of attending or not attending the Conference and any related activities, events or functions, including but not limited to networking events and dinners; 

any third parties or any services or events provided by third parties, including hotels, partners, venues or other subcontractors which (ii) the provision of the Conference may be contingent on, or impacted by; or  

(iii) the Site or the Conference being unavailable; 

(iv) breach of the Terms or any law, 

(i) event or circumstance beyond our reasonable control; or 

(ii) act or omission of you or your related parties, 

(c) Despite anything to the contrary, to the maximum extent permitted by law, you are liable for and agree to indemnify, hold harmless, release and discharge, us in respect of any liability which we may suffer, incur or are otherwise liable for as a result of, or in connection with any loss or damage to any person or property at an event that arises as a result of any negligent acts or omissions of you or people you have purchased a ticket for or where you (or a person you purchase a ticket for) refuse to follow our reasonable directions (including with regards to safety procedures). 

(d) Certain legislation including the Australian Consumer Law (ACL) in the Competition and Consumer Act 2010 (Cth), and similar consumer protection laws and regulations may confer you with rights, warranties, guarantees and remedies relating to our provision of our services which cannot be excluded, restricted or modified. Nothing in these Terms attempts to modify or exclude the conditions, warranties and undertakings, and other legal rights, under ACL. 

10. Collection Notice 

(a) We collect personal information about you in order to enable you to access and use the Site to purchase tickets to the Conference, to contact and communicate with you, to send you your tickets and to respond to your enquiries and for other purposes set out in our privacy policy available on our website (Privacy Policy). 

(b) When you register for a ticket to the Conference, you consent to us using your contact details to send you functional communication relevant to the Conference. If you do not provide this information, we may not be able to provide a ticket to the Conference to you. 

(c) We may disclose that information to third party service providers who help us deliver our services (including information technology service providers, data storage, web-hosting and server providers, professional advisors, payment systems operators and our business partners) or as required by law. In certain circumstances, we may disclose your personal information to third parties located, or who store data, outside Australia.  

(d) Our Privacy Policy contains further information about: (i) how we store and use your personal information; (ii) how you can access and seek correction of your personal information; (iii) how you can make a privacy-related complaint; and (iv) our complaint handling process.  

(e) By providing personal information to us, you acknowledge we will collect, hold, use and disclose your personal information in accordance with our Privacy Policy. 

11. Catering 

(a) ARCS will attempt to accommodate your dietary requests, provided when registering for the Conference, for allergies/intolerance requirements only. We cannot cater for likes/dislikes but try to supply varied meals to suit everyone.  

(b) In the event that ARCS incurs additional charges for the provision of a special meal (over and above the cost of a standard meal) to you, ARCS reserves the right to pass the additional charges to you. 

12. Photography/Videography 

(a) There will be an ARCS photographer and videographer on site throughout the Conference and social functions.  

(b) You acknowledge and consent that during your attendance at the Conference, your image or voice may be recorded by the ARCS photographer or videographer.  

(c) Photos and videos will be the copyright of ARCS and may be distributed or published at the discretion of ARCS for promotional reasons. You won’t be paid for this use. 

(d) If you do not wish for your image to be used, you are required to notify ARCS in writing at arcs@arcs.com.au 

13. General 

(a) Assignment: You must not assign any rights or obligations under these Terms, whether in whole or in part, without our prior written consent. 

(b) Disputes: Neither party may commence court proceedings relating to any dispute arising from, or in connection with, these Terms without first meeting with a senior representative of the other party to seek (in good faith) to resolve that dispute (unless that party is seeking urgent interlocutory relief or the dispute relates to compliance with this clause).  

(c) Governing law: These Terms are governed by the laws of New South Wales.