Conference FAQs

Registration

What are the types of conference passes and pricing available?

Conference passes and pricing can be found here.

When do registrations open and what are the deadlines

Digital Health Week NZ 2024 registrations will open mid to late May 2024. Supersaver pricing will be effective from that date to 11 October. Earlybird pricing will come into effect 12 October to 8 November, at which point it will switch to Standard pricing. 

Can I attend for just one day or selected sessions?

Registrations for a single session are not available. However, we do have 1-day passes available. Find out more about that on the pricing page. 

Can I share my pass with a colleague or swap name badges?

No. For security and health & safety reasons, badge swapping or sharing of passes is strictly forbidden.

What do I need to do to qualify for the student conference pass?

Only HiNZ student members are eligible for the student conference pass. To be eligible for HiNZ student membership you must be enrolled in more than one paper at a tertiary institution and not working in full time paid employment.

What do I need to do to qualify for the retired conference pass?

Only HiNZ retired members are eligible for the retired conference pass. To be eligible for HiNZ retired membership you must be 65yrs and over, and not in paid employment.

Can I renew my membership during registration?

No – not this year. But you can always reach out to Georgie and ask her to organise another year to be added to your membership and we will then send you a separate invoice for the membership renewal. Also note, if you register under the member pass and are NOT a member or your membership is expired, we will automatically invoice you separately for one years membership which must also be paid in full to attend the conference.

Does my pass include entry to a pre-conference workshop and/or the conference dinner?

No. Both the pre-conference workshops and conference dinner are optional extras that can be ADDED to your conference registration at an additional cost. See pricing for these optional extras on the pricing page.

Can I register for a pre-conference workshop and NOT the conference?

Yes. If you wish to go ONLY to a workshop and NOT the conference sessions on Wed or Thu, then select the WORKSHOP ONLY pass when you register.

Can I buy a conference dinner ticket for a guest NOT attending the conference?

No. Only those registered to attend Digital Health Week NZ can purchase a ticket to the conference dinner.

Is there a special guest category for spouses in advance or on-site?

Spouses and other guests must register as full conference or single-day registrants to gain access. We do offer guest passes at no cost, but these guest passes restrict access to one day only and only for the expo hall. To request a guest pass, please email registrations@hinz.org.nz

What is the cancellation policy for full conference, single day and pre-conference workshop registrations?

Please refer to our Conference & Exhibition Terms and Conditions. Note: you cannot reinstate a registration after you cancel it.

I can no longer attend the conference. Can I send a substitute?

Please refer to our Conference & Exhibition Terms and Conditions. 

What if I cancel and then ask to reinstate my registration?

HiNZ does not allow cancelled registrants to reinstate their original registration. They must re-register at the prevailing rate and provide new payment.

Can you give me any other information or tips that I can use for my funding proposal?

We are aware that some of you may be required to submit a funding application to your managers to attend Digital Health Week in December 2024. HiNZ has put together some key points that you could include in your funding applications – please feel free to use them!

Where do I go to get my name badge?

This year we will be using self-service check-in kiosks for attendees to ‘check-in’ and print their name badge. Self-service check-in kiosks will be stationed near the conference registration desk, and we will also have staff available to assist. If your name badge needs correcting, please come directly to the conference registration desk.

I've registered, but not paid my invoice yet. Can I still attend the conference?

All outstanding invoices must be paid in full before 29 November 2024. If you arrive at the venue and there is a balance outstanding on your registration, you will be required to pay the full balance outstanding by credit card in order to attend the conference.

Speakers

How can I apply to speak at Digital Health Week NZ 2024?

The Digital Health Week NZ 2024 call for speakers will open Tuesday 7 May 2024. You can view the submission guidelines, terms & conditions and submit your abstract on the Call for Speaker website page.

If I’m speaking at Digital Health Week NZ 2024, do I need to register and pay to attend?

Yes, purchasing a registration is a pre-requisite to present at Digital Health Week NZ 2024. You can purchase either a full registration pass or a one-day registration pass. All outstanding invoices must be paid in full before 29 November 2024. If you arrive at the venue and there is a balance outstanding on your registration, you will be required to pay the full balance outstanding by credit card in order to attend and present at the conference.

How many speakers can we have per presentation?

There is a maximum of TWO (2) speakers per presentation, and only ONE speaker per presentation can participate in the group audience Q&A. 

How long will my speaking slot be?

Speaking slots outside of the plenary stream will follow the same format as last year – three speaking slots of 10-minutes each; followed by a 15-minute group audience Q&A with the three speakers.  

What are the submission guidelines for abstracts?

You can find abstract submission guideline and terms & conditions on the Call for Speakers website page. 

What are the submission guidelines for digital posters?

You can find digital poster submission guideline and terms & conditions on the Call for Speakers website page.   

Can I present virtually instead of in-person?

No. Digital Health Week NZ 2024 is a fully in-person event, and this includes any speaking slots.

Can I make changes to my submission?

Yes, but only until midnight 8 July 2024, as this is when the review period will commence. Your abstract submission confirmation email will contain a unique link allowing you to access your account and update your abstract submissions. 

What if my submission fits multiple topics?

If you can't decide, please use the 'Data & Analytics' category as this is our 'catch-all' category for anything that doesn't obviously fit other ones. In the acceptance form, you will also be given the opportunity to select multiple keywords relevant to your abstract to help categorisation.

Can I submit a topic/research that is not yet completed?

Yes. However, the topic/research should be nearing the end of the project term and there should be evidence/learnings that can be spoken of. 

What is the deadline for sending final presentation slides to HiNZ?

Final speaker presentation slides must be emailed to eventadmin@hinz.org.nz by 1 November 2024.

What is the deadline for sending the final digital poster to HiNZ?

Can I change my allocated speaking slot once the draft programme has been published?

Possibly, if we can get someone else with a presentation under the same stream to agree to swap with you. It is easier to do this BEFORE we publish the final programme, so if you are unavailable on a specific day, please note this when completing your speaker acceptance form.

What time to I need to be at my allocated conference session?

Will I be able to update my profile and abstract prior to the conference?

We will be opening the conference app to speakers three weeks prior to the conference. At that time, you will be able to upload your bio, photo and to check your abstract details.

Is there a slide template I need to use?

General

How can I claim a certificate of attendance?

If you need a CPD certificate for your attendance at a workshop or the conference - click this link to complete the CPD certificate request form and we will email it out to you post conference.

What is the conference dress code?

To make participating as comfortable as possible, the dress code for the conference is smart casual. You are however welcome to dress as freely as you wish, respecting the venue’s dress code. HiNZ reserves the right to deny entry to guests wearing clothing items displaying offensive text and/or images. The dress code for the conference dinner is casual.

Do you have any hotel discounts?

We have negotiated cheaper rates for delegates with several local hotels, but we are not holding any rooms. You will find further information on the hotel deals website page.

Can HiNZ help me with a visa?

No. But if you require a letter confirming your conference attendance to assist with your visa, we can supply this. You need to register and pay for your registration first. After that we can supply the letter. To arrange this please email registrations@hinz.org.nz.

Can you tell me more about accessibility at Claudelands Event Centre?

You can find out more about accessibility at Claudelands Event Centre here.

I have a different question – who should I contact?

Please email assistant@hinz.org.nz and Georgie can either answer your question or redirect to the appropriate team member.

Exhibitors

How can my organisation become an exhibitor or sponsor?

Contact our Sales & Partnership Manager, Romit Prakash or check out our prospectus.

When will exhibitor/sponsor registration open

This year exhibitors and sponsors will register via the exhibitor portal, NOT the public registration links. This ensures extra exhibitor and sponsorship passes are charged at the discounted rate.

What is the cost for additional exhibitor passes?

Each exhibitor may also buy up to 5 EXTRA exhibitor passes for your exhibition booth staff at the significantly discounted rate of only $442+gst per person.

Additional exhibitor passes above this allocation can be purchased at a reduced rate of only $705+gst per person.

What is the cost for additional sponsor passes?

FOR PLATINUM / GOLD SPONSORS: If NOT exhibiting, platinum and gold sponsors may also buy up to 5 EXTRA sponsorship passes at the significantly discounted rate of only $705+gst per person.

Additional sponsor passes above this allocation can be purchased at a reduced rate of only $900+gst per person.

Can I register exhibitor/sponsor staff after the 8 November deadline?

Yes, but their registration MUST be PAID IN FULL by credit card during registration. You will not have the option to be invoiced later. If any staff arrive at the venue and there is a balance outstanding on their registration, they will be required to pay the full balance outstanding by credit card in order to attend and exhibit at the conference.

Can exhibitor/sponsor staff share or swap name badges?

No. For security and health & safety reasons, badge swapping or sharing of passes is strictly forbidden.

Can I donate one of my free exhibitor/sponsor passes to a client?

No. The FREE exhibitor passes can only be used by the employees working on your exhibition booth. Exhibitors can purchase an additional 5 extra passes at the special exhibitor price of only $422+gst. You could allocate one of these discounted passes to your client. The exhibitor pass does NOT include the conference dinner on Wednesday night or the optional pre-conference workshops.

Can I bring food and/or beverages to give away at my booth?

We must seek venue permission first but it's not usually difficult to get their permission. Please email eventmanager@hinz.org.nz if you wish to give away any food or beverage items on your stand. 

Can I view a full delegate list?

For privacy reasons, this is not possible. But two weeks prior to the conference we release the conference app to delegates. The list of delegates then becomes visible via the app. You can view name, job title, organisation with the conference app for each delegate.

Do exhibitors get a full delegate list post-conference?

No. New Zealand has strict privacy laws. We provide exhibitors and delegates with the conference app - as this gives delegates a way to contact other individual delegates without breaching the terms of our Privacy Act legislation and it protects each delegate's privacy.

Can I send bulk messages to delegates through the conference app?

No. To prevent spam, the app does not allow you to send an email to the entire delegate list. (Only HiNZ can send a broadcast message to the entire list). You can send a message individually to selected delegates, but not to everyone at once.

Do you have delegate demographics from the last conference?

Yes, click here to see the latest Digital Health Week NZ attendee demographics.