Forum Frequently Asked Questions
Cancellation of registration
Cancellations must be received in writing – mail or email – to Leishman Associates. Cancellations will not be deemed to be received until you have written confirmation from Leishman Associates. If you have not received acknowledgement within two business days, please contact Leishman Associates on (03) 6234 7844.
Cancellations postmarked on or before, 1 month before the events, will incur a fee of 50% of the registration amount. No refunds will be made for cancellations for the events postmarked after 1 month before the events, however substitutions may be accepted. Changing or cancelling accommodation bookings
Cancellation of accommodation
If you need to change or cancel your accommodation bookings please email Brittany Lee to cancel or change your accommodation prior to the Forum (at least 30 days prior to your arrival date to avoid additional fees). If you need to cancel your accommodation booking within 30 days of your arrival date any cancellation fees will be subject to the hotel cancellation policy. 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, charges will apply.
How do I know if I’m registered for a social function?
After registering for the events you will be emailed a Registration Confirmation which lists all social functions for which you are registered. If you require another copy please email firstname.lastname@example.org.
Can I bring a partner along to the social functions?
Yes, you most certainly can – additional tickets can be booked when you registered online, or through the Leishman Associates office. Please email your request to email@example.com if you have already registered. During the events, bookings can be made at the registration desk, subject to availability.
Delegates, attendees and exhibitors will be provided with an individual name badge, which will give you access to all sessions and social events that you have registered to attend. This must be worn at all times within the Forum venue.
You must advise the Event Organisers of any special dietary requirements when you register for the event. Caterers at each function will be informed of these. During the day there will be a buffet table offering food suitable for dietary requirements. If you are unsure, please don’t hesitate to ask staff at the registration desk.
IMPORTANT– If your dietary request relates to a life threatening allergy, please ensure that you advise the organisers as soon as possible.
Speakers and Chairs
I am a Chair, what should I do?
Chairpersons will receive an email prior to the events, reminding them of their responsibilities. If you are a chairperson and do not receive this, or have additional questions, please contact Brittany Lee at Leishman Associates (03 6234 7844).
I am a speaker, what should I do?
Speakers should bring your PowerPoint presentation with you when you register. All speakers should present themselves to the Speakers Preparation Room, at least two hours prior to their scheduled presentation time, to upload their presentation. Speakers are also requested to assemble in their session room 5 minutes before the commencement of the session if possible, to meet with their session chair and to familiarise themselves with the room and the audio-visual equipment. There will be facility to test and modify your presentation if required within the Speakers Preparation Room.
Delegates have access to complimentary Wi-Fi for the duration of the events. Please see the staff at the registration desk to obtain the password.
The members of the Organising Committee and Leishman Associates accept no liability for personal accident of loss or damage suffered by any participant, accompanying person, invited observer or any other person by whatever means. Nor do we accept liability for any equipment or software brought to the events by delegates, speakers, sponsors or any other party. Please protect your personal property. Do not leave laptops, cameras, and other valuable items unsecured. Be conscious of individuals who appear out of place and do not wear an event name badge. Advise Leishman Associates staff if this does not occur.
Zero Tolerance Policy
We have a zero tolerance policy towards harassment or violence against any person in the Forum. Forum participants violating the Zero Tolerance Policy may be expelled from the events without a refund if the event organisers reasonably believe that participants are failing to comply with this policy.
If you experience any bad behaviour and/or you feel uncomfortable or unsafe during the events, please contact the Event Organisers.
Will there be an electronic handbook and an App for the events?
An electronic copy of the handbook will be available for download from the website and emailed to you closer to the event dates. An Event App will be available to download for iOS and Android through the App Stores.
How will I know if there have been any changes to the program?
In the lead-up to the events, small updates will be made to the program. See the latest version on the website and in the Conference App. Any changes to the programs during the events will be announced during housekeeping notices each morning. You may also check with Leishman Associates staff at the registration desk.
Can I photograph or record the sessions?
Delegates are not permitted to use any type of camera or recording device at any of the sessions unless written permission has been obtained from the relevant speaker. A professional photographer will be at the events, if you have any issues with being photographed please notify the photographer or Leishman Associates staff.
The 4th International sub-Antarctic Forum reserves the right to amend or alter any advertised details relating to dates, program and speakers if necessary, without notice, as a result of circumstances beyond their control. All attempts will be made to keep any changes to an absolute minimum.