Terms of Use - Conference & Events Terms and Conditions

Learning Environments Australia (LEA) ABN 26 108 413 074 manages all LEA Chapter and Regional events, conference registrations, site tours and sponsorship/exhibition bookings.

BCC Management manages the LEA Annual Regional Conference event, registrations, site tours and sponsorship/exhibition bookings.

All enquiries in regards to all LEA Chapter and Regional events and conference registrations should be directed to LEA at hello@learningenvironments.org.au

All enquiries in regards to the LEA Annual Regional Conference event, registrations, site tours and sponsorship/exhibition bookings should be directed to BCC Management at info@bccm.com.au

LEA reserves the right to change these terms and conditions at any time without prior notice. These terms and conditions will be governed by and construed in accordance with the laws of the state of Victoria, Australia and the parties submit to the jurisdiction of the courts of that state.

All attendees, whether delegates, speakers, exhibitors, sponsors or vendors must be aware of, and agree with, the Conference terms and conditions, privacy policy and code of conduct. For the purposes of the Conference and Event Terms & Conditions the words ‘Chapter’ and ‘Regional’ plus ‘event/s’ and ‘conference/s’ are used interchangeably.

If attendees do not agree with the Privacy Policy and/or Code of Conduct and/or these Conference and Event Terms and Conditions, their registration will be cancelled and a refund may be issued if approved by the LEA Executive.

  1. DELEGATE REGISTRATION TERMS AND CONDITIONS
    • Cancellation statement
      • All cancellations must be made in writing to LEA at hello@learningenvironments.org.au

      • Refunds are to be approved by the LEA Executive or their delegate (ie: Administration Manager) and are subject to the following terms and conditions detailed below.
    • If you have registered for the Conference as a delegate, either for the full Conference or part of the Conference, cancellations received on or before 90 days’ prior to the Conference will be refunded less 25% of the Conference registration fee, to cover LEA’s administration costs.
    • Cancellations received within 90 calendar days of the Conference will receive no refund (in part or full), however delegates may choose to transfer their registration to another person from the same organisation provided the request is submitted at least 10 business days prior to the event in writing to hello@learningenvironments.org.au

    • Details for registration transfer must include the full name of the replacement person, their title, contact phone number, email address, dietary requirements and accessibility requirements. All other registration details will be carried over to the new person unless otherwise specified. Transfer of registrations to another person will include the registration, all program event tickets and accommodation bookings.
    • Registration transfers notified within 10 business days of the Conference or at the time of registration at the Conference will incur a $55 name badge re-printing and administration processing fee.
    • Processing time for refunds: Refunds (less applicable administrative fees) will be processed no later than 30 calendar days of the conclusion of the Conference.
  2. Late Registration
    • LEA cannot guarantee the availability of limited ticketed program events within the Conference such as Welcome Reception, Happy Hour, Site Tours, Networking Events, and/or Conference Dinner to delegates who register late (inside 30 calendar days before the Conference starts as there is a risk that program events may be fully subscribed). These tickets will be forfeited, and no partial refund will apply to these registration fees.
  3. Non-attendance
    • No refund (in part or full) will be provided for non-attendance at the Conference.
  4. Eligibility for Discounted Registrations
    • Early bird: To qualify for early bird registration, registration fees must be received by the date listed on the conference website. Registration fees are based on date of payment receipt, not the date of receipt of registration form.
  5. Cancellation of the conference
    • It may be necessary for reasons beyond the control of the LEA to alter the times, dates, program or speakers of the Conference by notice to you at any time.
    • In the event of cancellation or postponement of the Conference, the maximum liability of LEA is limited to a refund of the Conference registration fee with no additional liability for travel costs, hotel costs, or any other costs or expenses whatsoever.
    • In the event of cancellation or postponement of the Conference due to circumstances beyond LEA’s reasonable control including but not limited to, acts of terrorism, war, acts of God, natural disaster or global health crises, LEA cannot be held responsible for any cost, damage or expense which may be incurred by delegates as a consequence of the Conference being postponed or cancelled.
    • In the event of postponement of the Conference, if the delegate is willing to attend the rescheduled conference, we will transfer the registration and guarantee the same conditions and registration entitlements at the rescheduled conference.
  6. Insurance
    • Registration fees do not include insurance of any kind. It is strongly recommended that delegates take out insurance at the time of registration to include any eventuality including but not limited to loss of fees through cancellation of delegates participation in the Conference or through cancellation of the Conference, loss of airfares through cancellation for any reason including airline or related services, strikes, loss or damages to personal property, force majeure or any other reason.
  7. Liability
    • Delegates attend the conference at their own risk. Delegates agree not to hold LEA liable for any losses, damages, expenses, costs, claims or liabilities suffered or incurred by delegates including consequential or indirect losses or loss of profit through registering for the Conference, attending the Conference, cancellation of the Conference, failure of the Conference to achieve your expectations, or for any error or omission by LEA. Delegates agree not to hold LEA liable or responsible for any personal injury (i.e. physical, psychological or emotional stress) or any loss or damage to personal property.
  8. Photography and Video Footage
    • LEA film and photograph the Conference. You consent to being filmed or photographed by LEA (or its representatives or contractors) and to LEA using your name, likeness, image and/or voice in such photographs or films for the purpose of marketing and promoting LEA brand, conferences, events, services and products. No remuneration is payable for such use.
  9. Accommodation Terms & Conditions
    • Not all Conferences will have the ability for accommodation to booked online during the registration process.
    • If there are no accommodation options provided in the registration process, there are no accommodation options for delegates and delegates are required to make their own accommodation arrangements including selecting, booking and payment of accommodation.
    • If accommodation bookings are available for the Conference, this will be indicated by being included in the registration process for the Conference.
    • If accommodation bookings are available for the Conference, rooms being held by LEA on behalf of the delegates are available until sold out or as agreed with the hotel via the registration portal. If rooms are unavailable online, please contact LEA directly.
    • If accommodation bookings are available for the Conference, credit card details are needed to secure accommodation. LEA will securely forward your contact details including your email, reservation details, any special requests and credit card details to the hotels. The hotels may charge the one-night deposit 30 days prior to the Conference start or at check in.
  10. Accommodation Payment (if accommodation books are available for the Conference)
    • The rates per room per night are inclusive of goods and services tax (GST), which is charged by the hotel on check in or check out. The hotels may charge you a surcharge for credit card transaction fees.
    • The hotel may charge the one night’s deposit on arrival. Delegates must settle the balance of their account and any incidentals upon check out. The credit card details will also be used to pay for all room nights if you cancel within 30 days of your arrival date or do not show up.
  11. Accommodation Cancellation, Change of Booking, Early/Late Arrival Policy (if accommodation bookings are available for the Conference)
    • The hotels enforce strict cancellation policies.
    • If the reservation is cancelled on or after the room release date as agreed between BCC and the accommodation provider all nights/rooms cancelled will incur 100% cancellation fee. This includes any reductions to total nights booked.
    • No shows will be charged at the full accommodation rate for the duration of the booking. That is, all nights for all rooms booked will be charged directly by the hotel to the credit card provided at the full accommodation rate.
    • Cancellation policies listed on individual hotel websites do not apply, as the above rates are contracted at a group rate.
    • Most hotels and accommodation LEA engage with allow you to check in from 2pm. If you wish to check in earlier, additional charges will apply. If you will be arriving after 6pm, please notify the Hotel directly and LEA at hello@learningenvironments.org.au Failure to advise late arrival may result in your room being released/cancelled.
    • Changes to bookings must be forwarded in writing to LEA at hello@learningenvironments.org.au Any changes cannot be guaranteed and cancellation policies may apply.
  12. Privacy Policy

  13. Code of Conduct