While we understand many of the details below will not be relevant to virtual registrations, the same terms and conditions are used conference wide, allowing delegates to change their registration type from in-person to virtual and vice versa if needed.
Payment
Payment can be made for invoices by direct credit (account details will be included on your invoice) or credit card (Visa, Mastercard or Amex). From earlybird close on 6 September, you will be required to pay by credit card during the online registration process. Credit card statements will show debit as Outshine Ltd and will incur a 2.5% booking fee. All prices are quoted in New Zealand dollars and include GST of 15%. Credit card payments are processed via a secure Windcave gateway, a Level 1 service provider compliant with PCI DSS version 2.0. Confirmation and a tax invoice will be sent via email upon receipt of your online registration.
If an organisation is paying for a registration fee, rather than an individual, and has specific billing requirements, it is the delegate’s responsibility to provide these details during registration. Invoices that fail to meet the organisation's payment policy due to incorrect or incomplete information will not be reissued. The delegate would then be responsible for arranging payment directly and seeking reimbursement from their organisation.
Registration category
It is expected that you accurately select the appropriate category during registration. During the standard registration review process, you may be contacted to request proof of your selected registration type. If requested, evidence must be provided within 7 days; failure to do so will result in an automatic update of your registration category, and you will be required to pay the difference in fees.
Attendance certificates
Attendance certificates are only provided to individuals registered under delegate categories. Healthcare industry and exhibitor registrations do not qualify for certificates of attendance.
Data control
Each party will comply with the Privacy Act 2020 to the extent it is relevant to information collected or held by that party and all relevant international privacy and data protection laws or regulations as may apply to the Services. For the purpose of the Services Agreement between RANZCP and Outshine, RANZCP acts as data controller and Outshine acts as the data processor. For the purpose of conference registration Outshine acts as data controller and data processor.
Cancellations
All cancellations or registration changes must be made in writing to the Conference Managers via email to fiona@outshine.co.nz. Cancellations made prior to 6 September will be refunded less NZ$100.00 to cover administration costs. No registration refunds for full cancellations will be made after this date, and refunds for tickets to the social functions will be assessed on a case-by-case basis. You may elect to reassign your registration, in which case please contact the Conference Managers with the replacement delegate’s contact details.
Should your circumstances change, and you wish to attend in-person in the Bay of Islands having registered virtually, or you need to change from an in-person registration to a virtual registration for whatever reason, you are able to do so at the current dated early or standard registration rate until 6 September. You will be required to either pay, or, will be refunded the difference in registration pricing at the advertised current dated rate (early or standard). From 7 September, if you change from in-person to virtual attendance, you will not receive a refund for the difference in fees as the conference will have incurred non-refundable costs for your in-person attendance. In the case of extenuating circumstances, a refund outside of these terms and conditions may be considered by and at the discretion of the Royal Australian and New Zealand College of Psychiatrists (RANZCP) upon application.
The RANZCP reserves the right to decline your registration at its sole discretion and if so, a full refund will apply.
Event cancellation or postponement
The RANZCP may cancel or postpone the conference due to circumstances beyond its reasonable control, including but not limited to Acts of God, terrorism, war, strikes or industrial action, fire, 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.
In the event the conference is not able to proceed as planned, and is moved to a virtual format, your registration will be transferred to a virtual registration. If you choose not to attend the virtual conference, the RANZCP will not be required to refund any part of the conference registration fee.
In the event of postponement of the conference, if, when requested, you advise that you are willing to attend the rescheduled conference, the RANZCP will transfer the registration and guarantee the same conditions and equivalent registration entitlements (subject to reasonable modification and availability) at the rescheduled event. If, at a later date, you then choose not to attend the rescheduled conference, the RANZCP will not be required to refund any part of the conference registration fee.
In the event of a full cancellation of the conference by the RANZCP, you will be entitled to a full refund of the amount of the conference registration fee. The maximum liability of the RANZCP 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.
Health and safety requirements
All participants at the conference will be required to comply with any Health and Safety Guidelines and protocols in place at the venues and the conference which will be aligned and compliant with all relevant government health advice. By registering for this event, the RANZCP reserves the right to provide your contact details to authorities for the purposes of contact tracing and any other relevant government requirements. Details of any relevant protocols and requirements will be communicated to delegates who will be bound by these requirements.
Delegate list
Personal information is collected on behalf of the RANZCP. A delegate list will be produced for the conference including name, email, organisation, region/state, and country. It will be distributed to conference attendees and exhibitors. Contact details will also be used to promote future RANZCP New Zealand conferences. These details will not be provided to any other third party. Should you not wish your details to be included on the list, please indicate this during the registration process.
Insurance
The Royal Australian and New Zealand College of Psychiatrists (RANZCP) and the Conference Managers will not accept any liability for losses associated with the conference. Delegates are advised to arrange their own comprehensive travel and medical insurance, including insurance for personal possessions and financial loss due to cancellation or postponement of the conference.
Photography / Video
The Royal Australian and New Zealand College of Psychiatrists (RANZCP) New Zealand Conference is held in a public space; therefore, we do not prohibit participants, exhibitors, news organisations and other companies from photographing or video or audio-taping some conference activities. Additionally, RANZCP may arrange for photos to be taken during the conference. RANZCP reserves the right to use images taken at the conference with your photograph and/or likeness in future marketing materials, including on the internet. The Conference Managers may also use images taken at the conference with your photograph and/or likeness in future marketing materials, including on the internet, with the permission of RANZCP. Conference attendees who prefer their images are neither taken nor published in any format, have the ability to object by sending a written request to the Conference Managers via email to fiona@outshine.co.nz.
Virtual conference platform
The RANZCP 2026 New Zealand Conference is being delivered virtually, and as such, the Conference Managers will provide clear guidelines on best-operating systems to use for optimum participation in the event for both attendees and supporters. The Conference Managers take no responsibility or accept requests for a refund if the guidance for viewing is not followed.
Protecting your personal data
As the designated Professional Conference Organiser, Outshine are committed to complying with all applicable data protection and privacy laws in the collection, use, and management of personal information associated with this conference. Full details regarding the processing of personal data are outlined in the Data Privacy Statement. Delegates are advised to review this statement carefully. Any questions or concerns regarding data privacy may be directed to the Conference Managers at fiona@outshine.co.nz.
