Terms & Conditions

Thank you for registering for the Digital Health Week NZ Conference & Exhibition (the “Conference”). The following Conference Terms and Conditions (“Terms and Conditions” or “Terms”) apply to you and your participation in the Conference. Your Conference registration may include in-person programming (including plenary keynotes, concurrent conference sessions, welcome networking function and exhibition). Based on the purchase of your registration pass, your registration may also include any optional pre-conference workshops or social functions you choose to add onto your Conference registration. “Delegates” for purposes of these Terms will include all participants at the Conference including exhibitors, sponsors, speakers, media and individual delegates.

By purchasing passes to the Conference, you agree to be bound by these Terms, so please read them carefully.

Read Full Terms & Conditions

Payment Terms

Submission of online registration signifies an official registration and intent to attend the Conference. Invoices are payable 14 days from invoice date, and full payment must be received by 29 November 2024 to gain entry to the Conference. If arriving at the conference with a balance outstanding, you will need to pay the full outstanding value by credit card to ensure you can attend the conference.

Registrations AFTER 8 NOVEMBER MUST be PAID IN FULL by credit card during registration. Invoice will not be a payment option AFTER 8 NOVEMBER.

Registration Confirmation

Registration confirmations are auto generated and sent to the email address provided during the registration process. If you did not receive your confirmation, please contact registrations@hinz.org.nz.

Registration Cancellation

Delegates who cancel their registration for any reason prior to the cancellation date of 21 October 2024 will be charged a cancellation fee ($180pp). After 21 October 2024, registrations may be transferred to another person but CANNOT be cancelled. The cancellation fee for FULL or ONE-DAY registrations is $180 per person. The cancellation fee is reduced to $50 per person for those who have registered for a workshop only. All refunds will be issued back to the original payment form.

After 21 October 2024, payments made are not refundable for any reason, including, but not limited to, failure to use conference registration due to illness or due to any event beyond the reasonable control of the parties, such as an act of God, natural disaster, pandemic regulations, travel-related problems or an act of terrorism.

Substitution Policy

After 21 October 2024, registrations may be transferred to another person but CANNOT be cancelled. Substitutions may be made at any time before 22 November 2024. The substitute registrant will be responsible for any additional charges they add to the transferred registration. It will be the responsibility of the Delegate to recover the original registration cost from the substitute registrant. After 22 November 2024, there will be no substitutions accepted. To request a registration substitution, email the full details to registrations@hinz.org.nz.

Catering

Our caterer will be able to cater for Delegate food allergies and these need to be provided at least seven (7) days in advance via the registration form. Whilst we will try our best to cater for any specific food allergy, there may be some types of food allergies we are not able to cater for.

Conference Cancellation or Modification

HiNZ reserves the right to cancel, alter, or reschedule the Conference for any reason, including because HiNZ determines in its sole discretion that the Conference cannot be held as planned. HiNZ also reserves the right to close registration when tickets are sold out. For these reasons, registrants are advised against making non-refundable travel arrangements. Should you purchase non-refundable airline tickets or make non-refundable hotel reservations, you do so at your own risk.

Should HiNZ cancel, alter, or reschedule some or all the Conference for any reason, any fees paid or owed will not be refunded. In special circumstances, a portion of your Conference fees (including fees for any optional events) may be converted to a credit. If applicable, this credit must be applied to the Digital Health Week NZ Conference & Exhibition event for the year immediately after the cancelled Conference.

Pandemic regulations may restrict our ability to run a large scale in-person event. If this happens then HiNZ reserves the right to EITHER move the conference date or deliver the conference presentations to registered delegates as a virtual event instead. If this occurs, no registration refunds will be given. Government restrictions are outside our control and if the restrictions prevent us from running the event in-person and we need to change it to virtual, then HiNZ will have already incurred non-refundable costs from setting up the in-person event logistics. Without this policy condition, HiNZ would be unable to commit to running an in-person event.

If the conference date moves, and you are unable to attend the conference the new date, you will be given access to a virtual version of the conference. The in-person conference will not be live streamed. Presentations will be available to view online by registered delegates after the in-person event.

Conference App

To enable you to get the most out of the event we provide Delegates with the opportunity to use a conference app. This enables you to view the full programme, create your own personalised conference schedule, and connect with other delegates, and more. EventsAir Privacy Policy

During onboarding to the conference app, prior to the event, we seek your permission to store your data in the following ways:

We’ll store your personal details, including any additional profile information you choose to add, submitted on the website/app within the EventsAir database.
Any information on your public profile, and content provided in your posts or comments, becomes publicly available and could be collected and used by others. Your public profile data is your name, position, organisation, city, country.
We may send emails for administration purposes to inform you of changes on-site or within the app.
We do not use any of your contact information to send commercial or marketing materials without your consent. When you give permission for another Delegate to scan the QR code on your name badge, or when you scan the QR code of a Sponsor, you are giving consent for the other Delegate to contact you.
We collect information about what pages you visit and actions you take on the platform to provide analytics to conference organisers.
We use cookies to help give you the best experience on our site, by continuing, you agree to our use of cookies.
We retain the personal information collected from you as long as it’s relevant to our business purposes or until you request that we remove the data by contacting us.

As part of the functionality of the app, you can engage with exhibitors and sponsors during the event.

By visiting an exhibitor or sponsor profile and selecting the ‘request more info’ option, you are giving consent for your contact details including name, company, phone number and email address to be made available to your selected exhibitor or sponsor company.
By scanning the exhibitors QR code, you are giving consent for your contact details including name, company, phone number and email address to be made available to your selected exhibitor or sponsor company.
By allowing the exhibitor to scan the QR code on your name badge, you are giving consent for your contact details including name, company, phone number and email address to be made available to your selected exhibitor or sponsor company.

The exhibitor or sponsor is then able to access and store the contact details in your conference app profile page so they can get in touch with you. The default data provided is your name, job title, organisation, and email address. If you do not wish to pass your contact details to exhibitor or sponsor companies during the event, then you should not perform any of the actions above within the conference app.

Exhibitors & Sponsors

Upon completion all exhibition and sponsor contracts become a binding contract.

International Clients: NZ Goods & Services Tax (GST) at 15% is payable by all international entities, in accordance with the NZ GST Act 1985, because the services are provided in New Zealand. If you are paying the invoice by international bank transfer you are required to pay the bank transfer fees incurred by HiNZ.

Health & Safety: Sponsors must comply with all health & safety rules outlined by the Organiser in relation to the event.

Insurance: Sponsors are responsible for taking out any insurance cover that they require. Neither the Organisers, nor the venue, nor any of their staff, employees, agents or other representatives, shall be held accountable for, or be liable for, any damage, loss, harm or injury to the person or any property of the sponsor when attending the event.

Pandemic: It is HiNZ's intention to run this event primarily in-person but HiNZ reserves the right and has sole discretion to cancel the in-person elements and change it into a primarily virtual event, at any time. If the event format changes after the cancellation deadlines below, no refunds or credits will be provided to sponsors or delegates.

Cancellations: On or before 30 July 2024, a full refund will be made, less a cancellation fee of $900+gst. After 1 August 2024 a 50% refund will be made. After 30 September 2024 no refund will be made. All invoices must be paid in full by 30 October 2024, after which time HiNZ reserves the right to cancel any unpaid bookings and reassign the exhibition space or sponsorship.

Exhibitor passes: EVERY person working on your booth MUST have their own exhibitor pass and they must ALL be claimed (registered) by 4 October 2024. You 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.

Sponsorship passes: PLATINUM and GOLD sponsors who are not exhibiting may also buy up to 5 EXTRA sponsorship passes at the significantly discounted rate of only $705+gst per person.

Late registrations: Any registrations for exhibitor staff AFTER 8 NOVEMBER MUST be PAID IN FULL by credit card during registration. Selecting to pay by Invoice will not be a payment option AFTER 8 NOVEMBER.

Compliance with these Terms

You agree to comply with all reasonable instructions issued by HiNZ, the venue owners, security personnel and/or management at the event. HiNZ reserves the right to, at its sole discretion and without liability, refuse admission to, eject, and/or revoke the credentials of delegates whose conduct is determined by HiNZ, in its absolute discretion, to be in violation of these Terms and Conditions or who, in the opinion of HiNZ, represents a security risk, nuisance or annoyance to the running of the event or is otherwise deemed inappropriate, disorderly or offensive, and to do so without warning or a refund. This may also result in prohibition from registering or attending future conferences.

By registering for the Conference, you agree to the terms and conditions listed above. Failure to comply with any of the above may result in registration cancellation without refund. HiNZ reserves the right to remove from the Conference or deny access to the Conference to anyone who does not comply with any of the above items.

HiNZ reserves the right to amend these terms (without notice) from time to time and you will be subject to the terms and conditions in force at the time that the Conference is staged.

Read Full Terms & Conditions