Event Registration & Delegate Policy
The Science Teachers Association New South Wales (STANSW) is a not-for-profit Incorporated Association regulated by the Australian Charities and Not-for-profits Commission Act 2012 (Cth) (ACNC Act). We have legal and ethical obligations in our relationships with all parties within the science education network.
The purpose of this Policy is to outline the event registration and delegate terms and conditions for STANSW events. The Policy applies to face-to-face workshops, online webinars, programs, courses, sessions, conferences and any other STANSW events, unless the Event has its own specific terms, in which case those terms will apply to the extent of any inconsistency with this Policy.

This Policy governs STANSW and each person who has either (1) registered or enrolled to attend or participate in an Event; or (2) been invited by STANSW to attend an Event.

Policy Statements
Registration and payment

All registrations for STANSW Events must be accompanied by payment. Credit card payment is to be made at the time of registration. Payment by EFT is to be received by the date indicated on each conference registration form. Any registrations where payment is not received by the conference due date will be cancelled.

Some Events have limited places available. Registration is on a “first-in” basis.

Transfers and substitutions will only be accepted at STANSW’s discretion and with adequate notice. STANSW acceptance of substitution is also subject to the payment of any applicable additional fees for the Event (for example, if the substitute is a non-member, additional fees may be payable).

Event changes

STANSW reserves the right at any time to:

  • Change the format, presenters, content, location and timing or any other aspect of an Event.
  • Postpone Events or any part of those Events.
  • Cancel an Event or any part and will not be liable to you for any damages, costs, losses or expenses incurred.
  • An Event’s content and program is accurate as at the time of printing. STANSW may make changes to an Event as required, however will use reasonable efforts to provide a program and content of equivalent standard.
  • Event content is obtained from sources believed to be reputable and reliable.  Participants are expected to exercise their own judgement as to the suitability and applicability of information provided during any Event.

Delegate’s rights and obligations

By registering, a Delegate warrants that their details as provided are true and correct.

Delegates must comply with any particular conditions, rules, regulations or usage requirements of the Venue or of STANSW in connection with an Event.

Delegates must also comply with all verbal and written directions given by STANSW or the Venue whilst at, entering, or departing the Venue (including compliance with noise levels and other venue restrictions). Delegates, contractors and attendees are expected to behave in a professional and appropriate manner at all Events.

Video and / or audio recordings of any event sessions or materials are not permitted.

Delegates should not attend the event when unwell with a potentially contagious illness. 

STANSW reserves the right to refuse entry or eject any delegates who do not fulfil these obligations.


Delegate cancellation for STANSW events will be treated as follows:

  • Cancellation more than 30 days before the event: 100% refund minus admin fee of $25;
  • Cancellation less than 30 days, but more than 14 days: 80% refund minus admin fee of $25; and
  • Cancellation 14 days or less, no refund.

Any funds retained by STANSW when issuing a refund are a genuine pre-estimate of reasonable costs that STANSW will have incurred at the time of the cancellation. Extenuating circumstances will be forwarded to the STANSW executive for consideration.

Refunds will not be granted if you fail to attend or where a substitute is refused entry.

If an Event is cancelled or postponed by STANSW and you are unable to attend the rescheduled Event, STANSW will refund the registration fee.

COVID-Safe Events

STANSW Events will be COVID-safe and compliant as per government health requirements. STANSW will do what is reasonably necessary to protect the health and safety of all attendees. That will include appropriate social distancing and other measures in line with the health directives.

Risk management

STANSW conducts appropriate risk assessment and mitigation and holds appropriate insurance for all of its events. Delegates are responsible for their own wellbeing and for the wellbeing of others.

It is the Delegates responsibility to inform STANSW of any special dietary or other requirements they may have, sufficiently in advance to enable STANSW to attempt to accommodate these requirements (or where this is not possible, inform them of such).

Delegates use the Venue and all associated facilities at their own risk. STANSW accepts no liability for any injury or loss of or damage to any equipment, materials or other belongings brought to the Venue, whether by fire, theft, accident or otherwise.


STANSW reserves the right to amend this Policy from time to time. Unless notified, the terms governing attendance at an Event will be those in force at the time of registration for that Event.


Protecting privacy and personal information is an important aspect of the way STANSW conducts its activities, online and offline.

Delegates acknowledge they may be filmed, recorded and/or photographed by STANSW, the media or any other party at the Event and consent to STANSW using the film, sound and/or photograph for STANSW editorial, promotion, publicity and advertising purposes.

By submitting a registration form, delegates consent to STANSW collecting and using their personal information to administer the Event.

In all other aspects, STANSW will collect, use and disclose personal information provided in accordance with its Privacy Policy.

Responsibilities and policy owner

Approving Authority: Council
Governing Authority: Executive
Responsible Officer: President


Science Teachers Association NSW Executive
26 November 2022