ACOTS 2027 (the Conference) is jointly hosted by the Australasian Society for Traumatic Stress Studies (ASTSS) and Phoenix Australia – Centre for Posttraumatic Mental Health Ltd (together referred to in these Terms and Conditions as “the Conference Organisers”).
By registering for the Australasian Conference on Traumatic Stress 2027 (ACOTS 2027 or the Conference), delegates agree to be bound by these terms and conditions.
Definitions
Conference means the Australasian Conference on Traumatic Stress 2027 (ACOTS 2027).
Conference Organisers means Australasian Society for Traumatic Stress Studies (ASTSS) and Phoenix Australia – Centre for Posttraumatic Mental Health Ltd.
Delegate means any person registered to attend ACOTS 2027, whether attending in person or virtually.
Contact details:
conference@acots.com.au
Conference co-chaired by:
- Phoenix Australia | Centre for Posttraumatic Mental Health, Level 3, Alan Gilbert Building, 161 Barry Street, Carlton VIC 3053
- Australasian Society for Traumatic Stress Studies
Payments
Full payment must be received at the time of registration. Registration will not be confirmed until payment has been successfully processed.
Once registration is completed and payment has been received, a confirmation email and tax invoice will be issued to the registered attendee.
Payment for individual registrations may be made by credit card only through the Conference registration system. If another method of payment is required, for example, for group registration payments, then please contact the Conference Organisers in writing with your request.
Delegates who have not completed payment will not be entitled to attend the Conference or access any Conference materials, sessions or virtual content until full payment has been received.
The Conference Organisers reserve the right to cancel any registration for which payment has not been successfully processed. Payments received after registration fees have changed will be subject to the applicable fee at the time payment is made.
Registration Transfers and Substitutions
Delegates may nominate a substitute attendee by written notice to the Conference Organisers at no additional cost.
Code of Conduct
The Conference Organisers are committed to providing a safe, respectful and inclusive environment for all delegates, speakers, exhibitors, sponsors, volunteers and event staff.
Harassment, bullying, discrimination, intimidation, threatening behaviour, inappropriate conduct or disruptive behaviour will not be tolerated.
Delegates must comply with all lawful directions of the Conference Organisers and venue representatives.
The Conference Organisers reserve the right to remove any participant who breaches this Code of Conduct without refund or compensation.
Health, Safety and Wellbeing
Delegates must comply with all applicable health, safety and emergency procedures at the venue and during Conference activities.
Attendance at the Conference is at the participant's own risk.
Delegates are responsible for ensuring they are physically and mentally fit to participate in conference activities.
The Conference Organisers reserve the right to refuse entry or remove any person where health, safety or wellbeing concerns arise.
ACOTS 2027 addresses topics relating to trauma, mental health, post-traumatic stress and related experiences. Conference content may include discussion of potentially distressing subject matter. Delegates are encouraged to monitor their wellbeing and access support services where required. The views expressed by presenters are their own and do not necessarily reflect those of ASTSS or Phoenix Australia.
Accessibility and Special Requirements
The Conference Organisers are committed to providing an inclusive and accessible environment for all participants.
Delegates requiring accessibility accommodations or special arrangements relating to disability, health, communication, cultural, religious, dietary or other participation needs are encouraged to notify the Conference Organisers during the registration process, or as early as possible thereafter.
The Conference Organisers will make reasonable efforts to accommodate notified requirements but cannot guarantee that all requests can be met.
Conference Program Changes and Organiser Rights
The Conference Organisers reserve the right to cancel, postpone, relocate, convert to a virtual format or otherwise modify the Conference where reasonably necessary. Such changes do not automatically entitle delegates to a refund and any refund or transfer rights will be determined in accordance with these Terms and Conditions.
Where practicable, delegates will be notified promptly and offered an appropriate alternative, including transfer of registration to a rescheduled event.
Cancellation & Refund Policy
All cancellations must be advised in writing to the Conference Organisers at conference@acots.com.au. As stated above, delegates may nominate a substitute attendee prior to the event by written notice to the Conference Organisers at no additional cost. Non-attendance does not constitute cancellation.
Cancellations for In-Person Registrations
- Up to 4 February 2027 (6 weeks prior) - Cancellations received on or before 4 February 2027 will be refunded, less a $150 administration fee.
- 5 February – 11 March 2027 (between 6 and 1 week prior) - No refunds are available. In-person registrations may be converted to online attendance, with the difference in registration fees refunded.
- From 12 March 2027 (less than 1 week prior) - No refunds are available. In-person registrations may still be converted to online attendance; however, no refund of the fee difference will apply.
Cancellations for Virtual Registrations
- Up to 19 February 2027 (4 weeks prior) - Cancellations received on or before 19 February 2027 will be refunded, less a $50 administration fee.
- From 20 February 2027 onwards (less than 4 weeks prior) - No refunds are available for online registrations.
Cancellations for the Conference Dinner
- Up to 19 February 2027 (4 weeks prior) - Conference dinner cancellations received on or before 19 February 2027 will be refunded.
- From 20 February 2027 onwards (less than 4 weeks prior) - Conference dinner cancellations will not be refunded.
Virtual Attendance Terms
Unless otherwise specified by the Conference Organisers during the registration process, access credentials are issued to individual registrants only.
Delegates must not share login credentials with any other person. Access credentials remain the property of the Conference Organisers and may be disabled if shared, misused or used in breach of these Terms and Conditions.
The Conference Organisers are not responsible for internet connectivity issues, participant hardware failures or third-party technology disruptions beyond their reasonable control.
Photography, Recording and Media Consent
By attending or participating in ACOTS 2027, delegates acknowledge and agree that the Conference may be photographed, audio recorded, video recorded and livestreamed by or on behalf of the Conference Organisers.
Delegates consent to the Conference Organisers capturing and using their image, likeness, voice, presentation materials and participation in photographs, recordings, livestreams and other media for purposes connected with the Conference, including conference delivery, educational activities, reporting, archival records, communications and the promotion of future ACOTS conferences and related activities.
Delegates acknowledge that photographs, recordings and livestreams may be published, distributed, reproduced or communicated through a variety of media and communication channels, including websites, publications, conference platforms, social media channels and promotional materials.
Delegates are encouraged to share their Conference experience on social media using the official Conference hashtag, while respecting presenter requests, copyright and privacy requirements.
The Conference Organisers will make reasonable efforts to accommodate requests from delegates who do not wish to be photographed or recorded, or have their content shared by other delegates on social media; however, delegates acknowledge that it may not be possible to exclude individuals from all photographs, recordings or livestreams captured in public or group settings during the Conference by the Organisers or other delegates.
Intellectual Property
Unless otherwise stated, presentation materials, conference recordings, publications and conference content remain the intellectual property of the relevant authors, presenters or Conference Organisers.
Delegates may take and share photographs, short video clips and social media posts relating to their participation in the Conference, including photographs of conference sessions, presenters and presentation slides, provided such use is for non-commercial purposes, appropriately acknowledges the Conference and presenter where relevant, and does not reproduce a substantial portion of the presentation, materials or content.
Delegates must not record, livestream, reproduce, distribute, publish or otherwise share complete presentations, sessions, conference recordings, presentation materials or other substantive Conference content without the prior written consent of the Conference Organisers and the relevant presenter.
Data privacy and consent
Collection of Personal Information
By registering for ACOTS 2027, submitting an abstract, signing up to the ACOTS mailing list or participating in conference activities, you consent to the collection, storage and use of your personal information for the purposes described in these Terms and Conditions.
Personal information may include:
- Name, title and contact details;
- Organisation, employer and professional role;
- Registration and payment information;
- Abstract submissions, biographies, conflict of interest disclosures and presenter information;
- Dietary, accessibility or other special requirements;
- Attendance and participation information;
- Conference-related correspondence and communications;
- Photographs, recordings and other media captured during the Conference.
Where you provide information about co-authors or other individuals as part of an abstract submission, you confirm that you have obtained any necessary permissions to provide their details to the Conference Organisers.
Purposes for Collection and Use
Your personal information may be collected and used to:
- Process and administer registrations and payments;
- Manage abstract submissions, peer review and acceptance processes;
- Communicate with delegates, presenters, reviewers and authors;
- Develop and publish conference programs and related materials;
- Coordinate venue, catering, accessibility and event logistics;
- Deliver conference sessions, networking activities and associated events;
- Meet legal, financial, governance, reporting and audit requirements;
- Evaluate and improve future ACOTS events;
- Be contacted about future ACOTS events.
Abstract Submission and Publication Consent
If your abstract is accepted for presentation, you consent to the Conference Organisers publishing and distributing relevant presentation information for conference-related purposes.
This may include:
- Presentation title;
- Abstract text;
- Author names and affiliations;
- Presenter biographies;
- Disclosure statements;
- Presentation format and session details.
Such information may be published in conference programs, abstract books, proceedings, websites, mobile applications, promotional materials and other conference communications.
Submission of an abstract does not transfer copyright ownership to the Conference Organisers. However, by submitting an abstract, authors grant the Conference Organisers a non-exclusive licence to reproduce, publish, distribute and archive submitted materials for purposes related to ACOTS 2027 and its historical record.
Disclosure of Personal Information
Personal information will only be shared where reasonably necessary for the administration and delivery of ACOTS 2027.
Information may be disclosed to:
- Members of the ACOTS 2027 Committee;
- Phoenix Australia – Centre for Posttraumatic Mental Health;
- Australasian Society for Traumatic Stress Studies (ASTSS);
- Abstract reviewers and moderators where required for scientific review processes;
- EventsAir and associated technology service providers;
- Payment processing providers;
- Venue, catering and accessibility service providers, where relevant to the services requested.
Personal information will not be provided to conference sponsors, exhibitors or commercial organisations for marketing purposes without your explicit consent.
Sensitive Information
Certain information collected for conference administration may be considered sensitive information, including dietary requirements, accessibility needs, cultural requirements or other health-related information voluntarily provided by you.
This information will only be collected, used and disclosed for the purpose of facilitating your participation in the Conference and will only be shared with service providers where necessary to accommodate the relevant request.
Storage and Retention of Information
Personal information will be stored securely and protected through reasonable administrative, physical and technical safeguards.
Information may be retained after the Conference for administrative, financial, audit, reporting, historical and legal purposes. Where personal information is no longer required for these purposes, it will be deleted, de-identified or anonymised where practicable.
Financial and taxation records may be retained for longer periods where required by law.
Access, Correction and Complaints
You may request access to your personal information, request correction of information that is inaccurate or incomplete, or raise concerns regarding the handling of your personal information.
Requests should be directed to: Privacy Officer, Phoenix Australia - Centre for Posttraumatic Mental Health phoenix-privacy-officer@unimelb.edu.au
Withdrawal of Consent
You may withdraw your consent to the use of your personal information by contacting the Privacy Officer, Phoenix Australia - Centre for Posttraumatic Mental Health phoenix-privacy-officer@unimelb.edu.au.
Please note that withdrawal of consent may affect the Conference Organisers' ability to process your registration, abstract submission or participation in ACOTS 2027. Cancellation fees and conditions outlined elsewhere in these Terms and Conditions may continue to apply.
Insurance
Delegates are responsible for arranging any insurance they consider necessary in connection with attending the Conference, including travel, accommodation, medical, cancellation and personal property insurance.
The Conference Organisers strongly recommend that delegates obtain appropriate insurance coverage.
To the maximum extent permitted by law, the Conference Organisers accept no responsibility for any loss, injury, illness, damage, expense or cancellation costs incurred by delegates in connection with the Conference.
Liability and Disclaimer
The Conference Organisers will take reasonable care in the planning and delivery of ACOTS 2027. However, to the maximum extent permitted by law, the Conference Organisers do not guarantee the attendance of any particular speaker, presenter, exhibitor or participant, nor that any session, activity or aspect of the Conference will proceed as advertised.
The Conference Organisers reserve the right to amend the Conference program, speakers, venue, schedule, format, social functions or other Conference activities at any time where reasonably necessary.
Delegates attend and participate in the Conference at their own risk. To the maximum extent permitted by law, Phoenix Australia, ASTSS, members of the Conference Committee, and their respective officers, employees, contractors, agents and volunteers shall not be liable for any loss, injury, illness, damage, expense, delay, inconvenience or other claim arising from attendance at or participation in the Conference, except to the extent such liability cannot be excluded by law.
The Conference Organisers are not responsible for any travel, accommodation or other costs incurred by delegates in connection with the Conference, including where the Conference program, venue, speakers, dates or delivery format are changed, postponed or cancelled.
The views, opinions and materials presented by speakers, presenters, exhibitors and other participants are their own and do not necessarily reflect the views of the Conference Organisers. The Conference Organisers accept no responsibility for the accuracy, completeness or reliability of information provided by third parties during the Conference.
Nothing in these Terms and Conditions excludes, restricts or modifies any rights or remedies that cannot be excluded, restricted or modified under applicable law.
Property and Personal Belongings
Delegates are responsible for the security and safekeeping of their personal belongings at all times during the Conference and any associated events.
To the maximum extent permitted by law, the Conference Organisers accept no responsibility or liability for any loss, theft or damage to personal property, including but not limited to luggage, electronic devices, personal effects, vehicles or other belongings brought to the Conference venue or associated events.
Delegates are encouraged to make their own insurance arrangements to cover any loss, theft or damage to personal property.
Force Majeure
The Conference Organisers will not be liable for any delay, disruption, modification, postponement or cancellation of the Conference arising from a Force Majeure Event.
A Force Majeure Event means any circumstance beyond the reasonable control of the Conference Organisers that makes it inadvisable, impracticable, illegal or impossible to hold or deliver the Conference as planned. Such circumstances include, but are not limited to, fire, flood, earthquake, severe weather, other disaster, failure of utilities or telecommunications services, damage to or unavailability of the venue, epidemic, pandemic, public health emergency, industrial dispute, strike, act of terrorism, civil unrest, war, government action or restriction, declaration of a state of emergency, or any other event beyond the reasonable control of the Conference Organisers.
The Conference Organisers will use reasonable endeavours to deliver the Conference despite the occurrence of a Force Majeure Event and, where possible, may modify, postpone, relocate, convert to a virtual format, or otherwise adapt the Conference to enable it to proceed.
If the Conference is cancelled as a result of a Force Majeure Event, the Conference Organisers will use reasonable endeavours to reschedule the Conference.
If the Conference cannot be rescheduled, the Conference Organisers may, at their discretion, issue registered delegates with a non-transferable credit for the amount paid in registration fees. Any such credit must be used for an eligible future event nominated by the Conference Organisers within twelve (12) months of the date of issue.
To the maximum extent permitted by law, the Conference Organisers will not be liable for any loss, damage, additional expense, travel or accommodation costs, or other consequential loss incurred by delegates as a result of a Force Majeure Event, or any cancellation, postponement, modification or disruption of the Conference arising from a Force Majeure Event.
Governing Law and Jurisdiction
These Terms and Conditions are governed by and construed in accordance with the laws of Victoria, Australia.
By registering for and participating in the Conference, delegates agree to submit to the exclusive jurisdiction of the courts of Victoria and any courts entitled to hear appeals from those courts in relation to any dispute arising out of or connected with the Conference or these Terms and Conditions.
If any provision of these Terms and Conditions is found to be invalid, illegal or unenforceable, the remaining provisions will continue in full force and effect.
Contact details
Conference co-chaired by:
- Phoenix Australia | Centre for Posttraumatic Mental Health, Level 3, Alan Gilbert Building, 161 Barry Street, Carlton VIC 3053
- Australasian Society for Traumatic Stress Studies