FAQS

To ensure that your visit to Canberra and the experience of the Symposium is as enjoyable as possible, here is a list of Frequently Asked Questions.
We encourage you to read through this before you attend. Please contact us if you have a question that we haven’t answered.

CANBERRA, ACT, AUSTRALIA

Do I need a visa?
Under Australia’s universal visa system, all visitors to Australia must have a valid visa to travel to and enter Australia (other than New Zealand passport holders who will normally be granted a Special Category visa on arrival, provided they meet health and character requirements; and permanent residents of Norfolk Island who may be granted a Permanent Resident of Norfolk Island visa on arrival).
There are many visa options available to people wishing to visit Australia. The appropriate visa option will depend, amongst other things, on the person’s purpose for visiting Australia.
Please click here for more information.
Tap water in Canberra is fresh and safe to drink.
The currency used in Australia is AUD.

SYMPOSIUM VENUE

Where is the Symposium held?
The Symposium will be held at the Doubletree by Hilton Esplanade Darwin, 116 Esplanade, Darwin City NT 0800
https://maps.app.goo.gl/aszEiBHvAAiBh26V6
Yes, complimentary self-parking is available at the hotel.
The hotel is approximately 12 km from the airport, and the drive generally takes around 12–15 minutes. Taxis, Uber and airport shuttle services are available, with car hire also an option for those wishing to explore the region.

DURING THE SYMPOSIUM

Dress Code
Smart Casual attire is suitable for the Symposium.
The registration desk location and hours will be shared closer to the event. Please direct any questions you may have regarding registration, session attendance or other elements of the Symposium to Leishman Associates staff at this desk.
Delegates and exhibitors will be provided with an individual name badge, which will give you access to all sessions and social events that you have registered to attend. This must be worn at all times within the Symposium venues.
An electronic copy of the handbook will be available for download from the website and emailed to you closer to the symposium date. There will not be a printed copy available.
An Event App will be available to download for iOS and Android through the App Stores.
In the lead-up to the symposium, small updates will be made to the program. See the latest version on the website and in the symposium App. Any changes to the symposium program during the symposium will be announced during housekeeping notices each morning. You may also check with Leishman Associates staff at the registration desk.
Attendees are permitted to take photographs for personal or social media use during sessions, provided they do not disrupt the proceedings and the presenter has not indicated otherwise.
Presenters have the option to display a “No Photography” icon on their slides or posters to indicate their preference. If no such indication is present, photography is generally permitted.
Audio and video recording of sessions by attendees is prohibited unless prior written consent is obtained from the presenter.
An official photographer will be present at the conference. Photographs taken may be used for promotional purposes.
If you prefer not to be photographed, please inform the photographer or a member of the conference staff.
When sharing images or content from the conference on social media, please credit the presenter and use the official conference hashtag.
Do not share images of individuals under 18 years of age without explicit permission from a parent or guardian.
Be mindful of others’ preferences regarding photography and recording. Always ask for consent before capturing images or recordings of fellow attendees.
Avoid using flash photography during sessions to prevent distractions.
The RACI will not tolerate harassment of symposium participants in any form. Symposium participants violating the RACI Anti-Harassment Policy may be sanctioned or expelled from the symposium without a refund at the discretion of the symposium organisers.
If you experience any of the behaviour described and/or you feel uncomfortable or unsafe during 39APS, please contact Professor Luke Connal.
The members of the Symposium organising committee and Leishman Associates accept no liability for personal accident of loss or damage suffered by any participant, accompanying person, invited observer or any other person by whatever means. Nor do we accept liability for any equipment or software brought to the Symposium by delegates, speakers, sponsors or any other party. Please protect your personal property.
Do not leave laptops, cameras, and other valuable items unsecured. Be conscious of individuals who appear out of place and do not wear a name badge. Advise Leishman Associates staff if this does not occur.
A delegate list will be available via the Mobile App.
Printed delegate lists will not be available at the Symposium. If you had selected privacy required when completing your registration form, your name will not appear on the list.
If you have advised us of any special dietary requirements during the registration process, the caterers at each function have been provided these. A special buffet table will be set during the day for special diets. If you are unsure, please see venue staff.
Free wireless internet access is available for the duration of the Symposium. The password and login details will be available at the registration desk.
PLEASE NOTE: The internet is not to be used to view or download any illicit material, including movies, music etc.
Registration fees do not include insurance of any kind. It is recommended that participants take out their own general travel insurance. It is suggested that the insurance policy should also cover loss of fees/deposit, airfares, accommodation charges, medical expenses, loss or damage to personal property and repatriation expenses. The insurance should cover loss arising from the cancellation of the Symposium by the organisers or a person’s inability to attend due to any reason whatsoever. No responsibility is taken by the Symposium managers for any person not holding insurance.
Various components of this event are being handled by Leishman Associates, a Professional Conference Organiser (PCO). Leishman Associates may be contacted regarding any matters relating to the event management. Further information about the PCO can be found at the following website: www.leishman-associates.com.au

SPEAKERS AND CHAIRPERSONS

I am a Poster Presenter, what should I do?
All authors are asked to be alongside their poster during their poster session. The Poster Session is marketed as an opportunity for delegates to approach the author of the poster and ask questions or discuss any element of the information displayed.
Posters must be no larger than A0 (1189mm high x 841mm wide) portrait. We encourage presenters to provide their own Velcro ‘hooks’ to display the posters. Presenters must bring their poster with them to the symposium and advise Leishman Associates staff at the registration desk when they arrive.
All speakers should present themselves to the Speakers Preparation Room, at least TWO hours prior to their scheduled presentation time, to upload their presentation.
Speakers are requested to assemble in their session room 5 minutes before the commencement of the session to meet with the session chair and familiarise themselves with the room and the AV equipment. There will be facility to test and modify your presentation if required within the Speakers Preparation Room.
All presentations need to be 16:9 in ratio.
Chairpersons will receive an email prior to the Symposium, reminding them of their responsibilities. If you are a chairperson and do not receive this, or have additional questions, please contact Hayley Jack at Leishman Associates (03 6234 7844).

ACCOMMODATION

How do I book my accommodation?
If you have booked your accommodation when you registered, your credit card details have been provided to the hotel you have selected – please confirm this on check-in with your hotel.
The hotel will take payment one day prior to check-in. If you have arrived 24 hours later than your indicated arrival day, you may find that you have forfeited your deposit. Please familiarise yourself with the Terms and Conditions of the hotel when booking via our Registration portal.
If you will not be paying with your own credit card, and need to arrange payment before you arrive, the best way is via a credit card authorisation form enabling the hotel to process a third-party card.
When you book your accommodation your credit card details will be transferred to the hotel you have selected. Your credit card will not be charged on the day of making your booking.
The hotel will take payment one day prior to check-in. Please see the hotel terms and conditions when booking your room.
Please email Hayley Jack to cancel or change your accommodation prior to the symposium (at least 15 days prior to your arrival date to avoid additional fees).
If you need to cancel your accommodation booking within 15 days of your arrival date a cancellation fee incur equal to the total number of room nights cancelled at the accommodation rate quote. Therefore, no accommodation refund can be guaranteed within 15 days of the Symposium.

CANCELLATION, DISCLAIMER AND ERRORS

Intellectual Property
All intellectual property rights of the event, and all materials distributed at or in connection with the event is owned by the Host, Leishman Associates, Sponsors, &/or Speakers presenting at the event. Participants may not use, reproduce or allow anyone to use or reproduce any trademarks or other trade names appearing at the Meeting, content, or in any materials distributed at or in connection with the Meeting for any reason without the prior written permission from the Host.
No part of the event may be recorded, reproduced or transmitted in any form or by any means, electronically or mechanically, including but not limited to video or audio recording, photography, photocopying or any other information storage or retrieval system known now or in the future, without the explicit written permission of the Host.
Cancellations must be received in writing – mail, email – to Leishman Associates. Cancellations will not be deemed to be received until you have written confirmation from Leishman Associates. If you have not received acknowledgement within two business days, please contact Leishman Associates on (03) 6234 7844.
See our Terms and Conditions page for full details.
40APS reserves the right to amend or alter any advertised details relating to dates, program and speakers if necessary, without notice, as a result of circumstances beyond their control. All attempts have been made to keep any changes to an absolute minimum.
Sometimes emails don’t get through firewall settings. To overcome this issue, please whitelist conference@laevents.com.au and conference@leishman-associates.com.au if you find you are not receiving Meeting correspondence.