STANDARD CANCELLATION AND REFUND POLICY

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Upon receipt of a delegate's payment for the VA Summit, registration is confirmed on the understanding that the delegate is aware of the VA Summit dates and times, and is able and available to attend.

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A delegate may cancel and apply for a refund of registration monies paid according to the following guidelines:

• Up to 120 days prior to the event commencement date:
  A full refund, less a 20% cancellation fee, will be issued if a cancellation request is received in writing via email to events@vainstitute.com at least 120 days prior to the event commencement date.

• Up to 90 days prior to the event commencement date:
  A full refund, less a 50% cancellation fee, will be issued if a cancellation request is received in writing via email to events@vainstitute.com at least 90 days prior to the event commencement date.

• Less than 90 days prior to the event commencement date (or after the event commencement date):
  No refund of registration monies paid will be provided for cancellations less than 90 days prior to the event commencement (or after the event commencement), except under Extenuating Circumstances as outlined below.

• Less than 45 days prior to the event commencement date (or after the event commencement date):
  No refund of registration monies paid will be provided for cancellations less than 45 days prior to the event commencement (or after the event commencement).

• Extenuating Circumstances:
  If a delegate is experiencing genuine extenuating circumstances, for example an accident or injury, the delegate may apply for a refund of registration monies with a supporting Medical Certificate. Requests for refund due to extenuating circumstances must be submitted in writing or via email to VA INSTITUTE OF AUSTRALIA at events@vainstitute.com. Each case will be assessed on its own merits and a refund or transfer is not guaranteed.

 

Where a refund is granted, VA INSTITUTE OF AUSTRALIA will:

• Up to 120 days prior to the event commencement: Withhold 20% of the registration fee paid as a cancellation fee.

• Between 45 to 90 days prior to the event commencement: Withhold 50% of the registration fee paid as a cancellation fee.

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It is important to note that Extenuating Circumstances do not include a delegate's change of mind, change of employment or working hours affecting attendance, alterations to travel plans impacting attendance, domestic relocation, or financial hardship.

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Where granted, refunds will be processed within 14 business days.

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PUBLIC HEALTH AND EVENT DISRUPTION POLICY

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VA Institute of Australia is committed to prioritising the safety and wellbeing of all delegates. In the event of public health concerns, including outbreaks of COVID-19, other contagious illnesses, or government-imposed restrictions, we reserve the right to modify the event format, postpone the event, or transition to a virtual delivery model where appropriate.

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Should the VA Summit be affected by a public health emergency or directive, the following conditions will apply:

• Cancellation of face-to-face event:
  If the in-person event is cancelled due to health-related restrictions that limit travel to, or movement within, Coolangatta and/or the surrounding region, VA Institute of Australia will, where feasible, host a virtual version of the VA Summit. All registrations will be automatically transferred to the virtual event. The price difference between in-person and virtual attendance will be refunded. If a virtual event is not possible, a full refund will be issued.

• Postponement of face-to-face event:
  If the in-person event is postponed for public health reasons, delegates will be notified promptly and offered the option to transfer their registration to the rescheduled event. If the new date is unsuitable, a full refund will be provided.

 

Delegate Responsibility:
All delegates are expected to take personal responsibility for their own health and the wellbeing of others. If you are experiencing symptoms of illness that could be contagious (including but not limited to respiratory infections, influenza, or COVID-19), we ask that you refrain from attending the event in person. This is essential to ensure a safe, respectful, and inclusive experience for everyone involved. Where possible, a virtual participation option may be offered.

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GENERAL TERMS & CONDITIONS

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Payment of Fees
All registration fees for the VA Summit are due in advance of the event. Failure to submit payment by the specified deadline may result in denial of entry to the event. Payment can be made using the accepted methods provided during the registration process.

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Transfer or Sale of VA Summit Tickets

• Delegates who have purchased full price tickets but are unable to attend may request to transfer or sell their ticket to another delegate, subject to written approval from VA INSTITUTE OF AUSTRALIA.

• Tickets purchased under promotional pricing (e.g. Ultra Early Bird or Early Bird) are non-transferable and may not be sold or assigned.

 

Loss and Injury
While VA INSTITUTE OF AUSTRALIA takes measures to ensure a safe and secure environment during the VA Summit event, all delegates are strongly encouraged to obtain their own insurance coverage. This insurance should cover potential risks related to travel, accommodation, personal property, health, medical expenses, injury, and any other unforeseen circumstances. VA INSTITUTE OF AUSTRALIA, the host organisation, and event organisers shall not be held liable for any claims or losses under any circumstances.

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General Disclaimer
All details published on the VA Summit website and associated event communications are subject to change without notice. The VA Summit organisers reserve the right to make changes to the VA Summit program without notice. VA INSTITUTE OF AUSTRALIA is not liable for non-delivery of services beyond their control.

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Liability Disclaimer
In the event of unforeseen disruptions, such as industrial actions or other circumstances beyond the control of VA INSTITUTE OF AUSTRALIA, the VA Summit organisers and VA INSTITUTE OF AUSTRALIA shall not be held responsible for any monetary losses incurred by delegates.

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Privacy Policy
By registering for the VA Summit, delegates grant VA INSTITUTE OF AUSTRALIA permission to use their registration details for communication and program-related purposes. Delegate information will be kept confidential and used in accordance with the Privacy Act 1988 (Cth) and other relevant data protection laws in force in Australia at the time of the event.

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Program Changes
VA INSTITUTE OF AUSTRALIA reserves the right to make changes to the VA Summit program without prior notice. Every effort will be made to ensure that any alterations do not significantly affect the quality and value of the event.

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Code of Conduct
All delegates are expected to adhere to a code of conduct that promotes a respectful and professional environment during the VA Summit event. Disruptive or inappropriate behaviour may result in the termination of access to the event without refund.

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Accessibility and Special Needs
VA INSTITUTE OF AUSTRALIA is committed to providing accessibility options and accommodations for delegates with special needs. To request specific accommodations or for any accessibility concerns, please contact us via email at events@vainstitute.com upon registration to ensure appropriate arrangements can be made.

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Photography and Media Release
By attending the VA Summit event, delegates grant VA INSTITUTE OF AUSTRALIA permission to photograph or record them for use in promotional materials, including publications, the website, and other related promotional content. Delegates who do not wish to have their image used in this manner should contact VA INSTITUTE OF AUSTRALIA in advance in writing via email at events@vainstitute.com.

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Termination of Access
VA INSTITUTE OF AUSTRALIA reserves the right to terminate the access of any delegate to the VA Summit event if their behaviour violates the code of conduct or if there is any other justifiable reason for such action.

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Governing Laws and Jurisdiction
These Event Terms and Conditions are governed by and construed in accordance with the laws of the State of Tasmania, Australia. Any dispute arising from or in connection with these terms and conditions or the VA Summit event organisers, and VA INSTITUTE OF AUSTRALIA, shall be subject to the exclusive jurisdiction of the courts located within the State of Tasmania, and both parties hereby consent to the personal jurisdiction of such courts for resolving any such disputes.

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Amendment of Terms and Conditions
VA INSTITUTE OF AUSTRALIA reserves the right to amend, modify, or revise these Event Terms and Conditions at any time. Any changes to these terms will become effective immediately upon posting on the event website or other official event communication channels. It is the responsibility of all delegates to review these terms periodically for updates. Continued participation in the VA Summit event after the posting of any modifications constitutes acceptance of the revised terms. VA INSTITUTE OF AUSTRALIA will make reasonable efforts to notify delegates of significant changes. However, it remains each delegate’s responsibility to review these terms periodically and stay informed of any updates.