These terms and conditions govern your participation at the Australasian Ornithological Conference 2025, including associated events outside conference hours (the Event), on behalf of BirdLife Australia (Event Host). By registering for the Event, you agree to these terms. If you are registering on behalf of another individual, it is your responsibility to ensure the person participating is aware of these terms and accepts them. By completing the registration on behalf of another individual you are warranting that you have made the participant aware of these terms and that they have accepted these terms.

Payment for Registration

Payment of the applicable fee for the Event is due upon registration. If such payment is insufficient or declined for any reason the Event Host may refuse access to the Event and shall not be liable for any loss or damage suffered by you in connection with such refusal.

Currency and GST

All prices are quoted in Australian Dollars (AUD$) and include GST.

Confirmation and tax invoice

Once you have completed your registration, you will be sent a confirmation email with a PDF tax invoice. Please ensure that your valid email is entered correctly on the registration form and check your junk mail folder in case your confirmation email(s) are caught by spam filters.

Essential information for registered attendees will be sent electronically to the email address that is provided at the time of registration.

EFT Payments

EFT payments are not available for the Event.

Credit Card Payments

Credit card charges appear as AOC2025 on your card statement. When using the online payment system credit card transactions will be processed directly by BirdLife Australia’s Stripe Account (Stripe is a certified PCI Service Provider Level 1, adhering to the highest security standards. The Event Host will not store or transmit your credit card details.

Access

Your registration entitles you access to the event applicable to your registration type. All other costs associated with your attendance shall be borne solely by you. The Event Host shall not be liable for such costs.

Event Changes, Cancellation or Postponement

The Event Host reserve the right to change any and all aspects of the Event, including but not limited to, the Event name, themes, content, program, speakers, performers, Host, moderators, venues, and times. The Event Host may cancel or postpone the Event at any time for any reason. If the Event is cancelled, the Event Host will refund your registration fee. If the Event is postponed, you will be entitled to choose to be receive a refund of your registration or to have your registration transferred to the postponed Event.

Where a technical outage/malfunction is the cause for a temporary or complete failure to broadcast the Event and it cannot proceed, the Event may be postponed or content may be made available to view online at your leisure (on-demand). The Event Host will make every effort to communicate with registrants regarding the technical outage/malfunction via email, conference app or mobile text message, and posted to the Event website.

The Event Host do not accept any liability for losses incurred if the Event is changed, cancelled or postponed.

Intellectual Property

You acknowledge that materials presented or displayed at the Event, including but not limited to presentations, slides, posters, abstracts, papers, trademarks may contain intellectual property rights that vest in the Event Host, the sponsors, &/or speakers presenting at the Event (or their employers) depending on how such material was created. You must not use or reproduce or allow anyone to use such material without the prior written permission from the relevant intellectual property rights owner.

No part of the Event may be recorded, reproduced or transmitted in any form or by any means, electronically or mechanically, including but not limited to video or audio recording, photography, photocopying or any other information storage or retrieval system known now or in the future, for commercial purposes, without prior written permission from the Event Host and the individuals depicted in the images.

By registering to attend the Event, you agree that the Event Host may take, store, edit and publish photographs, audio recordings and video recordings of you during the Event. You consent to the Event Host You consent to the Event Host using this content for promotional and other purposes related to the purposes and activities of the Event Host. You acknowledge and agree that the Event Host are the owners of all rights in such content you waive any rights and release the Event Host from any claims that you have in relation to the content and its use.

Attendees are allowed to take photographs and videos during the conference for personal use, unless presenters indicate this is not appropriate to do. These images may be shared on personal social media accounts, websites, or other online platforms, provided they are used in a manner that respects the privacy and intellectual property rights of other individuals and speakers and not where the presenter has withdrawn permission for the sharing of content.

Privacy

The information that you provide in your registration application is collected by the Event Host in order to complete your registration for the Event and to keep you informed about updates and news associated with the Event. Any personal information that you provide will be handled in accordance with the Privacy Act 1988 (Cth). We will not share your personal information with anyone unless it is necessary for the administration of the Event.

We may also use your personal information to obtain feedback from you about the Event, and to contract you about future events that you might be interested in. You may opt out of receiving notifications from us at any time by emailing aoc@birdlife.org.au.

For more information about how the Event Host will collect, use and disclose your personal information, you can view BirdLife Australia’s Privacy Policy at https://birdlife.org.au/privacy-policy.

Limitations on Use

By registering for the Event, you agree not to sell, trade, transfer, or share your access link and/or code, unless such transfer is granted by the Event Host. If the Event Host determine that you have violated this policy, the Event Host may cancel your access, retain any payments made by you, report you to law enforcement authorities, and ban you from future virtual events.

Disruptive Conduct

You acknowledge and agree that the Event Host reserves the right to exclude any person from registering for, or participating in, any physical or online/virtual event. The Event Host may remove any person from the Event if, in their sole discretion, determine that the person’s participation or behaviour creates a disruption or hinders the Event or the enjoyment of the Event content by other attendees. All attendees agree to abide by the conference code of conduct which will be available on the conference website.

Insurance

The registration fees do not include insurance of any kind. Participants are advised to take out appropriate insurance.

Registration Cancellation

You may cancel your registration for the Event by notifying the Event Host by email to aoc@birdlife.org.au.

Registrations cancelled up to 90 days prior to the Event will be eligible for a full refund where the payment was made online by credit card. In all other cases, a cancellation fee will be charged. Cancellations notified less than 90 days prior to the Event will not be eligible for any refund, however, you may transfer your registration to another person by notifying the Events by email to aoc@birdlife.org.au.

Limitation of Liability

To the extent permitted by the applicable law, the Event Host exclude all liability for loss, injury or damage to persons or property at the Event

If the Event Host are liable to you for any reason, the Event Host’ total liability to you in relation to the Event is limited to the amount of your registration fees that have been paid to the Event Host.

The Event Host take no responsibility for technical issues outside of our control, i.e. internet and power outages. Where possible we will supply backup solutions to avoid any prolonged interruptions, but this cannot be guaranteed if the cause of the interruption falls outside our jurisdiction.

Visas

International attendees must ensure they have the appropriate visa to attend the AOC2025. The Event Host are not responsible for arranging visas for international attendees.