All amendments/cancellations required for any part of your Registration (including Delegate details, Accommodation, Social Functions and Kids Club) must be made in writing to the SUBCON 2023 Managers via email: email@example.com
The SUBCON 2023 Managers will acknowledge receipt of all amendments/cancellations in writing by return email indicating whether the amendment/cancellation has been accepted.
Charges may apply for amendments/cancellations. Please read each section below for more detail.
Any amendments to your existing Registration must be made in writing to the SUBCON 2023 Managers. Please do not submit another Registration.
REGISTRATION CANCELLATION POLICY
Franchisee Cancellation Policy
For any cancellation of a Franchisee Registration prior to 31 days from Convention (18 April 2023), the registration fee will be refunded where applicable.
For any cancellation of registration within 30 days of the Convention, a cancellation fee of $299.00 will be charged. Where the amount of the Franchisee registration fee invoiced at the time of Registration is less than $299.00, the difference will be invoiced.
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 SUBCON 2022 Managers. For any cancellation of Registration prior to 31 days from Convention (18 April 2023), the registration fee will be refunded.
For any cancellation of Registration within 30 days of the Convention, the full Registration fee is non-refundable.
SOCIAL FUNCTION CHANGES
Any amendments to your existing Social Functions must be made in writing to the Convention Managers. Please do not submit another Registration.
SOCIAL FUNCTIONS – CHILD / GUEST TICKETS CANCELLATION POLICY
Child / 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 / Guest Social Function tickets within 14 days of the Convention (5 May 2023), the Social Function ticket fee will be non-refundable.
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.
Visit the accommodation section of the website under each Hotel/Apartment.
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
In addition to the total of booked unpaid accommodation, a cash deposit of up to $200 per room or a credit card pre-authorisation of between $100.00 – $300.00 is required by the Hotel/Apartment as security for any incidental expenses accrued during your stay. This credit card pre-authorisation is the security amount and released after departure once your final account has been paid. This pre-authorised amount is set aside by the credit card company for a period of between 7 – 14 working days (Best Western Melbourne City – up to 30 days) & will affect the available fund’s balance or spending limit on the credit card. The amount requested by the Hotel/Apartment varies according to 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. Please note that some properties do not accept Third Party Credit card forms check detail under each Hotel/Apartment for relevant information.
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% to 3%. If you wish to confirm the actual amount, visit the accommodation section of the website under each Hotel/Apartment.
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, NOTICE OF FILMING & PRIVACY NOTICE
All attendees of the Convention must complete a Subway® Nondisclosure Agreement, Notice of Filming & Privacy Notice. Online Convention and Guest Registrations will be required to accept the full Terms and Conditions including the online Subway® Nondisclosure Agreement, Notice of Filming & Privacy Notice and therefore should be completed by the attendee.
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 confirmed until full payment is received.
SPONSORSHIP CANCELLATION POLICY
- Any Sponsorship cancelled after confirmation more than 150 days (19 December 2022) from the Convention will incur a 75% cancellation fee.
- Any Sponsorship cancelled within 150 days (20 December 2022) from the Convention will incur a 100% cancellation fee.
EXHIBITION BOOTH CANCELLATION POLICY
- Any Booth/s cancelled after the Exhibition Registration is received by the Convention Managers will incur a cancellation fee of AUD$1,500.00 (ex GST).
- Any Booth/s cancelled within 150 – 91 days (20 December – 17 February 2023) of the Convention will incur a cancellation fee of AUD$5,000.00 (ex GST).
- Any Booth/s cancelled within 90 days (18 February 2023) of the Convention will incur a cancellation fee equal to 100%.
On completion of your Trade Exhibition Booth Booking, you will receive a Booking Confirmation email and a Tax Invoice. All amounts listed are in Australian Dollars (AUD), inclusive of GST and is to be paid within 14 days of invoice.
International payments must be in Australian Dollars (AUD) and paid by Credit Card or International Money Transfer and free of all charges. This detail will be listed on the Tax Invoice.
Exhibition Booth Allocation
Exhibition Booths are allocated in the first instance to Sponsors and then as assigned by IPC Asia Pacific.
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 IPCA Convention Management Pty Ltd.