Terms and conditions

Conference organiser

The aes25 International Evaluation Conference is organised by:
Australian Evaluation Society Limited, 425 Smith Street, Fitzroy, Victoria, 3065, Australia, 
ABN 13 886 280 969 | ACN 606 044 624

Program amendments

Although every effort will be made to keep presentations as represented, Australian Evaluation Society Limited reserves the right to make any necessary changes to the program including cancelling the event where required.

The views and opinions expressed at the conference are those of the presenters and participants and are not necessarily endorsed by the Australian Evaluation Society (AES). The AES reserves the right to use any recordings whether audio or video and/or any photographs taken at any stage during the Conference for reporting of the Conference and/or its content at their sole discretion.

Organisational member registration conditions

• Staff who are Individual Members should register as Individual Members.
  
• Staff who are NOT Individual Members should register as Organisational Member staff to automatically receive an organisational member discount.
  

Note: Only one staff member is eligible to register using the Organisational Membership four-digit individual member number. If you are unclear about this, or don’t know if you are the staff member of an organisational member, email aes@aes.asn.au for more information.

Organisational membership must be active and financial for the duration of both the registration period and the conference. If your organisational membership is not valid, we will charge for the difference between the relevant rates, and reserve the right to cancel your registration should the full fee not be paid. 

Full-time Student registration conditions

For your registration to be valid, you must provide proof of their full-time student status to conference@aes.asn.au. If proof is not provided we reserve the right to charge for the difference between the full-time student and the non-student registration, as well as the right to cancel the registration should the full fee not be paid.

Entrance to Conference

Each registered delegate to the conference will receive a name badge upon arrival at the conference registration desk. The badge will be your official pass and must be clearly visible at all times to obtain entry to all sessions and to social functions. The AES reserves the right to revoke the badge and privileges of anyone behaving in a disruptive or otherwise inappropriate manner.

Letters of invitation (for visa purposes)

The AES wishes to support international attendees in their efforts to secure the needed travel documentation and recognises that letters of invitation can help smooth the visa application process. More details here.

Privacy

AES regards privacy as an important part of our relationship with our members and customers. 

You will be automatically included in the interactive online program app (with the ability to opt out) and we will be contacting you with necessary information about your participation in the conference, as well as for your registration and invoicing. Delegates will not be contacted for other reasons unless they consent during the registration process.  

Refunds and cancellations

• A full refund will be provided for all cancellations received in writing one month prior to the event (that is, not later than 15 August 2025).  The refund will be returned via the same payment method as the original receipt of funds.
  
• No refunds will be given for any cancellations received within a month of the event (that is, after 15 August 2025) or for non-attendance on the day. 
  
• Delegate substitutions may be made at any time subject to the communication to, and approval by, Australian Evaluation Society Ltd. If a replacement delegate is not a member, the non-member fee will apply and the difference must be paid immediately and prior to the event. Contact conference@aes.asn.au.
  

Conference cancellation 

The Australian Evaluation Society may cancel the Conference due to circumstances beyond its reasonable control, including but not limited to Acts of God, terrorism, war, strikes or industrial action, explosion, inevitable accident, breakdown of property, changes in law, or pandemics or global health crises. Due to the nature of the event, it may be reasonable to postpone the event to a later year and/or to change the location for the Conference.

In the event of a full cancellation of the Conference by the Australian Evaluation Society, you will be entitled to a full refund of the amount of the Conference registration fee received.

The maximum liability of the Australian Evaluation Society under these Terms and Conditions is limited to a refund of the Conference registration fee with no additional liability for travel costs, hotel costs, or any other associated costs.

Payment terms

Invoices are due on the date of issue. All invoices must be settled prior to the event. Registrations received within 14 days of the commencement of the event need to be settled immediately and prior to the event. Failure to make payment as required may result in cancellation of registration. 

Payment must be received in full. All associated credit card and bank fees are the responsibility of the payer and must be covered in addition to the invoice amount.

Card payments attract a transaction fee of 2.2% set by our payment processor. Fees are set by the registration platform and not by the event organiser (AES). As a not-for-profit organisation, we are unable to absorb these costs. However, if you would prefer to avoid these fees, a bank transfer option is available as listed on your invoice.

A registration is not deemed valid until the correct fee is paid in full.

Payment methods

Online payments

Please note all online registrations require payment by credit card, or direct deposit. To pay on invoice, select the pay by invoice option when completing your registration. Accepted credit cards: MasterCard, Visa and American Express.

Payments by bank deposit

We accept payment of invoices by bank deposit to the following account:

Account name: Australasian Evaluation Society
Account number: 012955 253524988
Bank: ANZ
SWIFT: ANZBAU3M

Use the invoice number as the transfer reference.

Cheque payments

We do NOT accept cheque payments.

Tax

All Conference registration fees and additional tickets are quoted in Australian Dollars. GST at 10% is included. ABN 13 886 280 969

Insurance

Registration fees do not include insurance. It is strongly recommended that at the time you register for the conference and book your travel you take out an insurance policy of your choice. The policy should include loss of fees/deposit through cancellation of your participation in the conference, or through cancellation of the conference, loss of international / domestic air fares through cancellation for any reason, loss of tour monies through cancellation for any reason including airline or related services strikes, failure to utilise pre-booked arrangements due to airline delay, Force Majeure or any other reason, medical expenses (including sickness and accident cover), loss or damage to personal property, additional expenses and repatriation should travel arrangements be altered. The Australian Evaluation Society cannot take any responsibility for any participant failing to arrange their own insurance. This insurance is to be purchased in your country of origin.