All amendments/cancellations required for any part of your Registration (including Delegate details, Accommodation, Social Functions, Kids Club and Golf Tournament) must be made in writing to the Convention Managers via email:
The Convention Managers will acknowledge receipt of all amendments/cancellations in writing by return email indicating whether the amendment/cancellation has been accepted.
Charges apply for some amendments/cancellations. Please read each section below for more detail.
ALL changes and/or cancellations to any part of your Registration will only take effect when the Convention Managers have confirmed receipt of your request in writing.
Any amendments to your existing Registration must be made in writing to the Convention Managers. Please do not submit another Registration.
REGISTRATION CANCELLATION POLICY
Franchise Partner Cancellation Policy
For any cancellation of a Franchise Partner registration prior to 31 days (8 May 2018), the registration fee will be refunded where applicable.
For any cancellation of registration within 30 days of the Convention, a cancellation fee of $199.00 will be charged. Where the amount of the Franchise Partner registration fee invoiced at the time of registration is less than $199.00, the difference will be invoiced.
Franchise Partner No-Shows
Franchisee no-shows will be considered a cancellation and charged accordingly.
Delegate and Exhibitor Cancellation Policy
Registration can be transferred to another person. Please forward all details in writing to the Convention Managers. For any cancellation of Registration prior to 31 days of the Convention (8 May 2018), the registration fee will be refunded.
For any cancellation of Registration within 30 days of the Convention, the full registration fee is non-refundable.
All children registering for Kids Club must be fully toilet trained.
All Kids Club registrations must be received by 25 May 2018. All registrations after this date cannot be guaranteed and are subject to availability.
Kids Club Registration does not include attendance at the Gala Awards Dinner and the Wrap Party – Sea World.
Gala Awards Dinner – only children 13-15 years are eligible to attend. Children 16 years & over are classed as adults. Please refer to the Social Functions – Additional Tickets section on the Registration Form to purchase tickets.
Children not registered for Kids Club will be able to purchase a Convention Polo Shirt, subject to availability.
KIDS CLUB CANCELLATION POLICY
For any cancellation of registration after 25 May 2018, the full registration fee is non-refundable.
SOCIAL FUNCTION CHANGES
Any Social Function amendments made after you have submitted your Registration must be made in writing to the Convention Managers. The Convention Managers will acknowledge receipt of all amendments/cancellations in writing via email, indicating whether the amendment/cancellation has been accepted.
SOCIAL FUNCTIONS – CHILD & GUEST TICKETS CANCELLATION POLICY
Child and Guest Social Function tickets can be transferred to another person. Please forward all details in writing to the Convention Managers.
For any cancellation of Child and Guest Social Function tickets within 14 days of the Convention (25 May 2018), the Social Function ticket fee will be non-refundable.
GOLF CANCELLATION POLICY
Any Golf Registration amendments made after you have submitted your Registration must be made in writing to the Convention Managers.
Golf cancellations within 21 days of the Convention (18 May 2018) will incur a fee equal to 50% of the total fee. Golf cancellations within 14 days of the Convention (25 May 2018) will incur a fee equal to 100% of the total fee.
ACCOMMODATION BOOKING POLICY
In order to secure your accommodation booking, your credit card details will be supplied to the Hotel/Apartment via our secure Credit Card Vault as a booking guarantee. The Hotel/Apartment may choose to charge for one or all night’s prior to your arrival.
The following properties have specific prepayment requirements:
1. Meriton Suites Broadbeach – requires full payment on booking
2. Synergy Broadbeach
– $200 deposit will be deducted from supplied credit card at approximately 90 days prior to arrival
– 28 days prior to arrival full payment for entire stay will be deducted from the credit card.
– 1 day prior to arrival $200 credit card pre-authorisation
You may wish to pay for all nights’ accommodation at time of booking – please contact the Convention Managers to make arrangements.
CREDIT CARD / CASH DEPOSIT ON CHECK-IN
A cash deposit of up to $300 per room or a credit card imprint equal to one night’s accommodation value is required by the Hotel/Apartment as security for any incidental expenses accrued during your stay. This credit card imprint will pre-authorise the security amount which will be lifted off after departure. This pre-authorised amount is set aside by the credit card company for a period of up to 7 working days & will affect the available funds balance or spending limit on the credit card. The amount requested by the Hotel/Apartment varies according the each individual Hotel/Apartment conditions. If you wish to confirm the actual amount, please contact the Hotel/Apartment directly.
THIRD PARTY CREDIT CARD PAYMENT (Card Holder NOT Present)
Where the credit card holder will not be present at check-in, a Third Party Credit Card Form will need to be completed for each accommodation booking. Visit the accommodation section of the website under each Hotel/Apartment for their relevant form.
CREDIT CARD SURCHARGE
All Hotel/Apartments charge a credit card surcharge for credit card payments. These charges vary from Hotels/Apartments – as a guide, the current rates charged are 1.5% to 3%. If you wish to confirm the actual amount, please contact the Hotel/Apartment directly.
MINIMUM NIGHT STAY
Some Hotel/Apartments have a minimum stay requirement and nightly room rates may vary. These are detailed on the Accommodation section of the website and the Accommodation page of the Online Registration.
Accommodation can be transferred to another person. Alterations to your accommodation booking will not be accepted over the telephone. All amendments must be made in writing. For individual accommodation booking changes, an administration fee of $33.00 will apply to each change. Cancellation of accommodation is considered a change.
ACCOMMODATION CANCELLATION POLICY
An administration fee of $33.00 will apply if accommodation is cancelled. An Administration Fee will not be charged if a Hotel/Apartment charges a cancellation fee. To view individual Hotel/Apartment Cancellation Policies, please visit the Accommodation page of the Convention Website – www.subwayevents.com and follow the link to Accommodation.
SUBWAY® NONDISCLOSURE AGREEMENT
All attendees of the Convention must complete a Subway® Nondisclosure Agreement. Online Convention and Guest Registrations will be required to accept the full Terms and Conditions including the online Subway® Nondisclosure Agreement and therefore should be completed by the attendee.
Download the Subway® Non-disclosure Agreement.
Refunds will be made in line with the Convention Terms and Conditions. No refunds will be made for non-attendance at the Convention.
REGISTRATION ACCEPTANCE POLICY
Registrations will not be considered to be confirmed until full payment is received.
IPCA Convention Management Pty Ltd ABN: 31 123 155 091
CREDIT CARD PAYMENTS
Please note, payments by Credit Card will appear on your Credit Card statement as Cre8it Events Pty Ltd.