Terms & Conditions

EVENT TERMS AND CONDITIONS 

1.  Registration, Fees and Admission

1.1.  By purchasing a ticket, registering for, or attending [Insert Organisation/Event Name] (the "Event"), you agree to comply with these Terms and Conditions.

1.2.  Registrations are personal to the registered attendee and may not be transferred or shared except in accordance with clause 2.2. A registration ticket covers admission for one individual person only.

1.3.  If the Event includes specialised breakouts or workshops, admission to those specific sessions is subject to room capacity and prior booking. General admission tickets do not guarantee seating in capped workshop sessions. 

2.  Cancellations, refunds, and substitutions

2.1.  Cancellation of registration : Must be made in writing to the organiser via events@plantandfood.co.nz. Cancellation must be received prior to the 14 October 2026  in order to receive a refund less NZ$100 + GST administration charge. Cancellations received after the 14 October 2026 will not receive any refund; however, the registration may be passed to another person.

2.2.  Attendee Changes: If you can no longer attend, you may substitute a colleague from your organisation to take your place at no extra cost, provided you notify us in writing via events@plantandfood.co.nz at least 72 hours prior to the Event.

2.3.  Organiser Alterations: The organiser reserves the right to alter the speaker lineup, session topics, agenda, timing, or physical room configurations in its reasonable discretion.

2.4.  NZ Consumer Law: Nothing in these terms excludes, restricts, or modifies your statutory rights under the Consumer Guarantees Act 1993 or the Fair Trading Act 1986.

3.  On-Line Payment Process and Security

3.1.  The registration process is hosted by EventsAir and Windcave secure on-line payment platforms. Mastercard and Visa will be accepted for on-line payments.

3.2.  Credit card information will not be stored by the event organisers.

4.  Intellectual Property and Recording Restrictions

4.1.  Intellectual Property and Confidential Material: All intellectual property rights in presentations, slides, posters, papers and other Event materials remain with the relevant presenter, author or rights holder. Attendance at the Event does not grant attendees any right to reproduce, publish, distribute or commercially exploit those materials. Where information is identified by a presenter as confidential, commercially sensitive or not for further distribution, attendees must not disclose, reproduce or use that information other than for their own information without the prior consent of the presenter or relevant rights holder.

4.2.  Photography & Video Restrictions: Attendees may take photographs for their personal, non-commercial use unless photography or recording is prohibited by the organiser or presenter for a particular presentation, poster or session. Audio or video recording of presentations is not permitted without the prior consent of the presenter and the organiser.

4.3.  Organiser Media Rights: By attending, you agree that the organiser may photograph or film the general Event environment and may use resulting photographs, footage and recordings for legitimate organisational purposes, including reporting, archival, educational, scientific communication and promotional purposes.. If you do not wish to be filmed, you must notify the registration desk upon arrival to receive a designated lanyard or indicator. 

5.  Privacy and Data Protection

5.1.  Privacy Policy: The organiser operates under a strict data privacy framework in compliance with the New Zealand Privacy Act 2020. We may disclose personal information to service providers assisting us to administer or deliver the Event where reasonably necessary for that purpose. We will not provide attendee contact details to sponsors or exhibitors for their independent marketing purposes without the attendee's consent.

5.2.  Exhibitor Scans: If an exhibitor or sponsor requests to scan your badge or ticket at the venue, this is entirely voluntary. Scanning your badge establishes a direct relationship between you and that exhibitor; you are sharing your details with them directly under their independent privacy policy. 

6.  Liability and Force Majeure

6.1.  Limitation of Liability: To the maximum extent permitted by New Zealand law, the liability of the organiser to any attendee is strictly limited to the face value of the ticket price paid.

6.2.  Consequential Loss: The organiser is not liable for any auxiliary, indirect, or consequential costs incurred by attendees, including but not limited to domestic or international flights, accommodation bookings, or loss of business profits or business/academic opportunities.

6.3.  Force Majeure: The organiser is not responsible for any failure to host the Event due to an event beyond our reasonable control (e.g., extreme weather, natural disasters, health epidemics, venue structural failures, or government travel restrictions). In these instances, the organiser reserves the right to postpone the Event or transition it to a digital/online format.

6.4.  Refund: If the Event is cancelled, rescheduled, or fundamentally altered by us, and you cannot attend the rescheduled format, a full refund of the ticket purchase price will be issued. 

7.  Health, Safety, and Conduct

7.1.  Safe Environment: Attendees must follow all venue signage, emergency evacuation protocols, and safety briefings in accordance with the Health and Safety at Work Act 2015.

7.2.  Compliance with venue requirements: Attendees must comply with any terms, policies or reasonable requirements imposed by the venue that are notified to attendees.

7.3.  Professional Code of Conduct: Attendees must comply with all reasonable directions of the organiser, venue operator and Event staff concerning health, safety, security and conduct. We expect a high standard of professional courtesy. Non compliance with reasonable directions, harassment, disruptive behaviour, or interference with scientific presentations may result in the attendee being refused permission or required to leave the Event without refund where reasonable in the circumstances. 

8.  Severability

If any provision of these Terms is held to be invalid or unenforceable, the remaining provisions will continue in full force and effect.

9.  Governing Law

These Terms and Conditions are governed exclusively by the laws of New Zealand. Any legal disputes fall under the exclusive jurisdiction of the New Zealand courts and tribunals.