Terms and Conditions

These terms and conditions are governed by the laws of Queensland, Australia. We receive payments from our accommodation suppliers for the provision of our booking service. All references to “we”, “our” and “us” are references to QUT Conferences. References to “you” and “your” are references to either the individual delegate registering for the Event, or the organisation registering for the Event on behalf of an individual delegate, as the context may require.

For information on how we deal with your personal information, please refer to our privacy policy.

All costs reflected on our website and registration sites are in Australian dollars (AUD) and inclusive of goods and services tax (GST). Please note that all deadlines reflected below are in Australian Eastern Standard Time (AEST).

The Conference Organisers reserve the right to change information on the Conference website without notice to you. This may include changes to the draft Conference program.

Modification / Postponement / Cancellation of the Event or any part of the Event 
QUT reserves the right at any time and for any reason to:

(a) change the format, participants, content, location and timing or any other aspect of the Event;
(b) postpone the Event or any part of the Event; or
(c) cancel the Event or any part of the Event,

and if QUT makes any such modification, postponement or cancellation, it shall not be liable for any expenditure, damage or loss incurred by a delegate or their organisation as a result of such action, other than refund of any prepaid registration fees.

Delegate registration fees do not include insurance of participants against accidents, sickness, cancellation, theft, property damage or loss.  Participants are advised to take out adequate personal and/or travel insurance.

Force Majeure
QUT shall assume no liability whatsoever in the event this conference is cancelled, rescheduled or postponed due to a fortuitous event, Act of God, unforeseen occurrence or any other event that renders performance of this conference impracticable, illegal or impossible. For purposes of this clause, a fortuitous event shall include, but not be limited to: war, fire, labor strike, extreme weather or other emergency.

Delegate Behaviour 
The 5th International STEM in Education Conference 2018 reserves the right to deny entry to or remove persons from the 5th International STEM in Education Conference 2018 at the Conference Organisers discretion. It is your responsibility to read the Visitor Information Summary available here prior to arriving at the Conference.

You indemnify and hold us harmless against all liabilities, losses, costs and expenses we may incur, including defending and resolving any claim brought against us by a third party, that has arisen from your or your delegate’s unlawful or negligent acts or omissions in relation to this Event or any breach of these terms and conditions.

Delegate List
Unless you opt out, you agree to be included in the official delegate list, which may be supplied to delegates, sponsors, exhibitors and future organisers. Please note you may be contacted by these parties. Your name, position, organisation, state/country and email address may be included in this list.

If you do not consent to being included in the delegate list, please select ‘I do not wish to be included in the delegate list’ during the registration process or contact the Conference Manager via email at

Photography & Filming 
Photographs and videos of you may be taken during your participation in the Conference. By participating in the Conference, you consent to the Queensland University of Technology using these photographs/videos for promotional, news, multimedia, research or educational purposes.

If you do not consent to your image being used, you must advise the Conference Manager via email at

Special Requirements
It may not be possible to cater for special or dietary requirements unless they are requested by Friday, 9 November 2018. Requirements may be requested either during the registration process or in writing via email at Conference Organisers will do their best to cater for all requirements, however cannot guarantee this will be possible.

Presenter Policy 
By agreeing to present an oral or poster presentation at the Conference, you agree to adhere to the presenter deadlines outlined below. Please note that failing to meet the above deadlines may result in your removal from the program.

Submission deadline: Wednesday, 30 May 2018
Notification of acceptance/rejections: week beginning Monday, 16 July 2018
Presenter registration deadline: Monday, 13 August 2018
Submissions (revised) deadline: Tuesday, 7 September 2018

Please note that submissions must follow the templates provided on the Conference website.

Conference organisers reserve the right to make changes to the draft program without notice. It is your responsibility to check your presentation time. Once the final program has been published you will be notified should any changes be made to your presentation time.

Before arriving at the Conference, it is important you familiarise yourself with the Visitor Information Summary available here.

Payment Policy 
Registration payments are required at the time of booking.

Payment is accepted via Visa or MasterCard. If you require other payment terms please contact the Conference Manager at prior to registering.

Note: Your registration is at risk of being cancelled until payment is confirmed. All outstanding accommodation payments must be received by Thursday, 18 October 2018 or your accommodation will be cancelled.

Conference Registration Cancellation Policy 
Registration cancellations will not be accepted unless made in writing to the Event Manager via email at 

Registration cancellations received up until Friday, 2 November 2018 will be refunded less 25% for administration fees (please note if you have not paid you will still be invoiced for this amount). No registration refunds will be made after this date. Full cancellation fees will also apply to non-paid accounts after this date.

As an alternative to cancellation, your registration may be transferred to another person in your organisation, if advised in writing no later than 48 hours prior to the commencement of the Conference.

Social Function Cancellation Policy 
Conference organisers reserve the right to cancel social functions or change function venues if minimum numbers are not achieved, or for any other reason at the discretion of the organisers.  In the event of a cancellation by the organisers, you will be refunded any fees that you have paid in relation to that cancelled social function and that will be your sole remedy.  If you decide not to attend a social function, if we receive notice of the cancellation prior to Friday, 2 November 2018 your prepaid fees relating to that social function will be refunded, less 25% for administration fees. No social function refunds will be made after this date. As an alternative to cancellation, social function tickets may be transferred to another person in your organisation, if advised in writing to the Conference Manager.

Accommodation Cancellation Policy 
Accommodation bookings and amendments can be made until Thursday, 18 October 2018, unless sold out prior. All accommodation bookings are subject to availability. Accommodation bookings must be paid in full by Thursday, 18 October 2018, or will be cancelled.

Accommodation amendments or cancellations will not be accepted unless made in writing to the Event Manager, via email to 

Please note that hotels will likely require an imprint of your credit card or cash bond upon check in.

Sponsor and Exhibitor Conditions
Full payment must be made before any sponsorship or exhibitor entitlements can be delivered.

You are responsible for the safety and security of any items brought onsite as part of an exhibitor trade space. It is your responsibility to arrange delivery of items to and from the venue. Please note, it may not be possible to store items at the venue prior to or after the conference.

Notice of cancellations must be made in writing to The following cancellation fees apply:

  • 25% cancellation fee applies for cancellations received prior to 21 May 2018.
  • 50% cancellation fee applies to cancellations received prior to 20 July 2018.
  • 75% cancellation fee applies to cancellations received prior to 21 September 2018.
  • 100% cancellation fee applies to any cancellations received after 22 September 2018.


It is the responsibility of all sponsors and exhibitors attending the conference to familiarise themselves with the Visitor Information Summary available here.