CANCELLATION SURROUNDING COVID
Many conferences and meetings have transitioned to fully virtual courses, but we feel it is important and value ‘kanohi ki te kanohi’ or face-to-face communication and understand that our conferences are more than a series of lectures; they are also a chance to network, share experiences and engage in informal social activities with both new and long-standing colleagues. We also understand that the on-going COVID-19 pandemic requires a more flexible approach to our regular NZ-based meeting. Therefore, the 2022 IMSANZ NZ Conference will be presented in a ‘Hybrid’ format. In-person for those able to attend in Te Anau and online for those New Zealand and Australian colleagues who wish to attend or present virtually. This also will ensure that the conference can proceed regardless of any last minute COVID-19 restrictions.
Please contact Lynda Booth, [email protected] or +64 21 779 233 for all COVID-19 queries and cancellations.
Standard Cancellation Policy For In-Person And Virtual Conference
All cancellations must be made in writing to the Conference Manager. Cancellations made by 1 February 2022 will be refunded, less $125.00 to cover administration costs. After this date, no refunds will be made. All refunds will be processed after the meeting. If, for reasons beyond the control of the Organising Committee, the Conference is cancelled, registration fees will be refunded after deduction of expenses already incurred.
Converting Your Registration: Virtual To In-Person; In-Person To Virtual
At any time, should you wish to convert your in-person conference registration to the virtual conference, or vice-versa, and this request has nothing to do with COVID-19, you may do so by contacting Lynda Booth, [email protected].nz or +64 21 779 233. The policy includes:
Virtual To In-Person
Many conferences and meetings have transitioned to fully virtual courses, but we feel it is important and value ‘kanohi ki te kanohi’ or face-to-face communication and understand that our conferences are more than a series of lectures; they are also a chance to network, share experiences and engage in informal social activities with both new and long-standing colleagues. We also understand that the on-going COVID-19 pandemic requires a more flexible approach to our regular NZ-based meeting. Therefore, the 2022 IMSANZ NZ Conference will be presented in a ‘Hybrid’ format. In-person for those able to attend in Te Anau and online for those New Zealand and Australian colleagues who wish to attend or present virtually. This also will ensure that the conference can proceed regardless of any last minute COVID-19 restrictions.
- If IMSANZ cancels the in-person 2022 IMSANZ NZ Conference in Te Anau, all registrants’ registration fees will be transferred to the fully virtual conference and the price difference between in-person & virtual refunded to the delegate.
- If a registrant can no longer attend the in-person conference due to national, regional or organisational implemented travel bans, he/she can transfer his/her registration fees to the virtual conference without penalty, however no refund will be made.
- If a registrant can no longer attend the in-person conference due to personally testing positive for COVID-19, or being placed into isolation (either mandated or self-isolation) he/she can transfer his/her registration fees to the virtual conference without penalty, however no refund will be made.
- All other reasons for cancellation will follow the standard cancellation policy noted below.
Please contact Lynda Booth, [email protected] or +64 21 779 233 for all COVID-19 queries and cancellations.
Standard Cancellation Policy For In-Person And Virtual Conference
All cancellations must be made in writing to the Conference Manager. Cancellations made by 1 February 2022 will be refunded, less $125.00 to cover administration costs. After this date, no refunds will be made. All refunds will be processed after the meeting. If, for reasons beyond the control of the Organising Committee, the Conference is cancelled, registration fees will be refunded after deduction of expenses already incurred.
Converting Your Registration: Virtual To In-Person; In-Person To Virtual
At any time, should you wish to convert your in-person conference registration to the virtual conference, or vice-versa, and this request has nothing to do with COVID-19, you may do so by contacting Lynda Booth, [email protected].nz or +64 21 779 233. The policy includes:
Virtual To In-Person
- Requests received prior to 1 February are confirmed with the price difference between virtual & in-person is payable prior to the start of the conference.
- Requests received after 1 February are not confirmed until the organiser and venue can ensure a ticket is available. If confirmed, the price difference between virtual & in-person is payable prior to the start of the conference.
- Requests received prior to the 1 February are confirmed with the price difference between virtual & in-person refunded after the conference.
- Requests received after 1 February are confirmed, however no refund of the difference between in-person and virtual will be paid.
Data Controller
Internal Medicine Society of Australia & New Zealand
145 Macquarie Street
Sydney NSW 2000
AUSTRALIA
P: +61 (0) 2 9169 1838
E: [email protected]
Why are we processing your personal data?
We ask for your personal data to facilitate your participation in this event. Your data will be used solely for this event and under no circumstances be sold or used for other purposes.
How long will we store your personal data?
Your personal data will be retained by us for up to 24 months after the conclusion of this event in the IMSANZ database. After this, your data will be stored only for purposes of communications regarding future events being organised by the IMSANZ.
Logistical third parties that may have access to your personal data
Your data may be shared with other logistical organisations and third parties in order to deliver this event. Only data relevant to their specific role will be made available to them. The third parties may include:
Internal Medicine Society of Australia & New Zealand
145 Macquarie Street
Sydney NSW 2000
AUSTRALIA
P: +61 (0) 2 9169 1838
E: [email protected]
Why are we processing your personal data?
We ask for your personal data to facilitate your participation in this event. Your data will be used solely for this event and under no circumstances be sold or used for other purposes.
How long will we store your personal data?
Your personal data will be retained by us for up to 24 months after the conclusion of this event in the IMSANZ database. After this, your data will be stored only for purposes of communications regarding future events being organised by the IMSANZ.
Logistical third parties that may have access to your personal data
Your data may be shared with other logistical organisations and third parties in order to deliver this event. Only data relevant to their specific role will be made available to them. The third parties may include:
Organisation |
Service Provided |
Data Provided |
Microsoft Azure |
Cloud computing platform the events database is hosted from |
All participants that are in the event database |
Centium Software |
Events database developers |
All participants that are in the event database |
Stripe |
Authorised ecommerce provider |
All participants that pay via credit card (credit card details are encrypted) |
Caterers |
Venue caterers for this event |
All participants that indicate a dietary requirement |
AV Company |
Manages all AV requirements for the event |
All participants that are speaking / presenting at the event |
Website developer |
Creates and updates event website |
All participants that are presenting/speaking at the event who therefore have their details listed in the programme |
Printers |
Creates and updates printed material |
All participants that are presenting/speaking at the event who therefore have their details listed in the printed programme and/or mini programme |
App publisher |
Creates and updates the event app |
All participants that are in the event database. (This does not mean the participant name will be listed in the event app for other participants to see. The participant will be asked to give this consent separately in the online registration form) |
Digital event platform provider |
Provide event content to participants |
All participants that are speaking / presenting at the event |
Venue |
Venue staff and providers for this event |
All participants requiring specialty services |
Media/Social Media |
Publicise and Report on areas of interest to increase exposure of the event |
All participants that contribute content |
Conference Committee |
Work with IMSANZ to deliver all aspects of the event |
All participants that are in the event database |
Professional Conference Organiser |
Work with IMSANZ to deliver all aspects of the event |
All participants that are in the event database |
The right to withdraw your consent
You retain the right to withdraw consent to use your personal data at any time. Please be aware that a withdrawal of consent before the start of this event means we will have to remove your personal details from the event database. Unfortunately, this may preclude you from attending the event as we do need to store your personal details for multiple event related purposes. Please contact us at [email protected],au with any enquiries you may have.
You retain the right to withdraw consent to use your personal data at any time. Please be aware that a withdrawal of consent before the start of this event means we will have to remove your personal details from the event database. Unfortunately, this may preclude you from attending the event as we do need to store your personal details for multiple event related purposes. Please contact us at [email protected],au with any enquiries you may have.
