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TERMS AND CONDITIONS

AfPA 2025 Conference – Delegate Terms and Conditions

By registering to attend the AfPA 2025 International Conference, hosted by the Australasian Flexible Pavement Association (AfPA), you agree to the following terms and conditions:

Privacy

Your personal information will be managed in accordance with Village Gate Pty Ltd’s privacy policy. This outlines how your data is collected, stored, and used.

Photography and Recording

Please be aware that all sessions—whether in-person or online—may be recorded or photographed. By attending, you grant AfPA and its authorized representatives permission to capture and use your image, voice, and any contributions for promotional, archival, and communication purposes across digital and print platforms.

Registration and Payment

If someone registers on your behalf, it is their responsibility to ensure you are aware of and accept these terms. They must also provide accurate details regarding your registration.

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All conference fees must be paid in full prior to the event. Early bird rates apply only if payment is received by the deadline noted on your tax invoice. If payment is received after this, the standard rate will automatically apply. Registration fees are based on the date of payment, not the date of form submission.

Cancellations, Transfers, and Refunds

If you can’t attend, you’re welcome to nominate a substitute delegate. All changes or cancellations must be submitted in writing to the Conference Manager at Village Gate.

  • Cancellations made on or before 13 June 2025 will receive a full refund, less a $100 administration fee.

  • Cancellations made after 14 June 2025 and more than 30 days prior to the event will receive a 50% refund.

  • Cancellations within 30 days of the event are non-refundable.

  • No-shows will be considered cancellations and are not eligible for refunds.

  • Any outstanding registration fees will remain payable in full.

  • Refunds (where applicable) will be processed after the event concludes.

Indemnity and Insurance

If unforeseen circumstances beyond AfPA’s control cause the event to be postponed, relocated, or altered in any way, AfPA will make every effort to reschedule. However, AfPA is not liable for any costs or losses you may incur as a result. You agree to release AfPA from such claims.
 

You are strongly advised to take out appropriate insurance. This may include cover for:

  • Cancellation of attendance

  • Loss of travel or accommodation costs

  • Medical emergencies

  • Loss or damage to personal items

  • Additional costs due to travel changes or disruptions

AfPA and the Conference Manager are not responsible for any costs incurred by delegates who fail to arrange insurance.

Force Majeure

Neither AfPA nor you will be liable for failure to perform obligations under this agreement if caused by events beyond reasonable control, such as natural disasters, government restrictions, war, or pandemics.

Entire Agreement

These terms, along with the event registration form and any updates provided, represent the complete agreement between you and AfPA in relation to your participation in the conference. They override any previous communications or understandings.

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