Delegate Cancellations and Refund Policy
All cancellations must be made in writing to ForumPoint2 Conference Partners (conference@fp2.co.nz) and any refund decisions will made in consultation with the organising committee.

If you are unable to attend you may assign your registration to another person, please contact ForumPoint2 Conference Partners (conference@fp2.co.nz) if you wish to do this.

Cancellation requests made before 26 August will receive a full refund minus an administration fee of $150. Cancellations received on or after 26 August will be at the discretion of the organising committee. Any refund agreed to will be made after the conclusion of the event.

Conference Cancellation
The organising committee will continue to monitor travel or health advice guidance from the New Zealand Government and relevant authorities. Attendees are encouraged to also review any advertised advice prior to registering.

The organising committee reserves the right to:

• postpone the conference, or
• deliver the conference in an alternative format (including virtual or hybrid)

In such cases, all registrations will be transferred to the revised dates or format. No partial refunds will be provided due to a change in format. If a delegate is unable to attend the rescheduled event, a refund request may be submitted and will be considered on a case-by-case basis.

If the conference is cancelled due to Government-mandated restrictions and cannot be delivered in any format, registration fees will be refunded less any unrecoverable costs already incurred.

If the conference is cancelled for any other reason beyond the reasonable control of the organisers, registration fees will be refunded less any unrecoverable costs already incurred.

Privacy – Marketing - Optional
Personal information is collected on behalf of New Zealand Sexual Health Society and will be used for the purposes of conference administration, including registration, communication, and event delivery.

With your agreement, your name and contact details may be included in the list of participants and shared with:

• other delegates, sponsors and exhibitors
• organisers of future New Zealand Sexual Health Society events

If you agree to be included in the participant list, you acknowledge that sponsors and exhibitors may contact you with promotional material or be contacted by organisers of future related events. You may opt out of marketing communications at any time.

Attendance information may be collected for health and safety purposes, including contact tracing if required, and may be shared with relevant authorities such as the Ministry of Health.

Privacy - Data Processing Consent
By registering, you provide your agreement to the collection and use of your personal information as required for conference administration, including registration, communication, and event delivery.

If you do not agree to the collection and use of your personal information for essential administrative purposes, we will not be able to complete your registration. Please be aware that a withdrawal of your agreement 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 need to store your personal details for multiple event related purposes.

For further details, please refer to the full Data Processing Consent Policy.

You are not required to agree to marketing communications or inclusion in the participant list in order to attend the conference. If you do not wish for your information to be used for these optional purposes, you may adjust your preferences at any time without affecting your registration.

Health & Safety
The conference managers, ForumPoint2 Limited, in conjunction with the NZ Sexual Health Society Committee and venues will provide a safe and healthy environment as possible for all attendees at the conference. This commitment extends to ensuring the NZ Sexual Health Society 2026 operations do not place the local community at risk of any injury, illness, or property damage. The venue will take responsibility for providing health and safety procedures whilst on site.

All measures within our ability will be undertaken to ensure that attendees are as informed as possible about any potential risks or hazards they may face whilst attending conference. All attendees will need to:

- Listen to the health and safety briefing onsite and/or read the health and safety document available at the registration desk
- Ensure all health and safety concerns and all accidents or near accidents are immediately reported to the onsite Health and Safety Officer
- All attendees are encouraged to be responsible at all times, and to promote a safe and healthy working environment for the entire conference duration
- Please respect your own personal safety and that of other conference delegates and employees.

Payment
Payment can be made by credit card (Visa or Mastercard) at time of registration.  All prices are quoted on the summary page in New Zealand dollars and include GST of 15%. Credit card payments are processed via Windcave. For Windcave privacy settings click here. Windcave is a Level 1 Service Provider and is compliant to PCI DSS Version 2.0. By completing a registration for the New Zealand Sexual Health Society Conference you acknowledge that you are responsible for the payment of your registration fee/s.

Insurance 
The organisers and the Conference Managers will not accept any liability for losses associated with the conference. Delegates are advised to arrange their own comprehensive travel and medical insurance, including insurance for personal possessions and financial loss due to cancellation or postponement of the conference.

Disclaimer
The information on the conference website is correct at the time of publication. However, the conference organisers reserve the right to change information. 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.

ForumPoint2 Limited and NZ Sexual Health Society Executive and Conference Committee reserve the right to refuse entry.