EVENT TERMS, CONDITIONS & POLICIES 

GENERAL

These Terms & Conditions of Entry (Terms & Conditions) set out the standards of behaviour expected of all attendees at the Australian Wiccan Conference 2019 (AWC 2019). As a registered attendee to the AWC 2019 you will have the following rights and responsibilities for the duration of the AWC 2019 event. As a registered attendee you agree to abide by these Terms & Conditions.

 

The Organisers of the AWC 2019 reserve the right to refuse entry or evict any person from the event who does not comply with these Terms & Conditions, or engages in any illegal activity or any activity deemed in the Organisers’ sole discretion to be antisocial.

 

REGISTRATION

The AWC 2019 is a private gathering open only to individuals who have pre-registered. You must have registered for the event prior to arriving to the event. There will be no registrations at the Venue of the AWC 2019.

 

PAYMENTS, CANCELLATIONS AND REFUNDS

  • To be eligible to attend the AWC 2019, your Registration and Accommodation Fee must be paid in full prior to 16 August 2019.


  • Accommodation options are limited. Your Registration Type Fee acts as a deposit, however you must pay the Accommodation Package Fee in full in order to guarantee your preferred accommodation at the AWC 2019. Unless otherwise indicated by the Organisers, all Accommodation Packages will be allocated on a ‘first in, first served’ basis.


  • All Fees paid are refundable if cancellations occur before an advertised cut-off date. All cancellations received after this date will only be refunded at the sole discretion of the Organisers.

 

  • Not turning up at the AWC2019 will not be deemed grounds for a refund.

 

RIGHTS

As a registered attendee to the AWC 2019 you have the right to:

  • ask the event Organisers questions, requesting more information about any aspect of the weekend;


  • ask the presenters at the event questions about any aspect of the presentation they have given at the event;


  • actively engage with all activities offered throughout the weekend;


  • be respected regardless of age, rank, or perceived status;


  • feel safe and to feel that your belongings are safe;


  • receive what you paid for – accommodation, catering and activities;


  • express your spiritual/religious beliefs; and


  • bring any disagreements, disputes, or serious incidents to the attention of the Organisers of the AWC 2019. The Organisers will be clearly marked, and will use their best endeavours to assist you. The Organisers may, at their discretion, classify a disagreement or dispute brought to their attention as vexatious. The Organisers of the AWC 2019 will be under no obligation to investigate disagreements or disputes which they deem to be vexatious.


 

RESPONSIBILITIES

As a registered attendee to the AWC 2019, you acknowledge and agree to:

  • follow any reasonable direction given to you by the event Organisers or the Venue staff;


  • treat all other attendees and the Organisers with courtesy and respect;


  • actively listen and respect presenters at lectures and workshops (this includes not inappropriately talking while others are talking, presenting, or performing);


  • look after your own belongings including your magical tools and musical instruments;


  • ask before touching another attendee’s magical tools or instruments;


  • attend pre-ritual briefings if you intend on participating in the main ritual. The pre-ritual briefing is to ensure you know what will occur during the main ritual and provide you with the opportunity to ask questions to determine its suitability for your attendance;


  • look after and be responsible for the actions of your children; and


  • follow all the rules of the Venue, a copy of which will be provided to you prior to the event.


 

DISRUPTIVE BEHAVIOUR

The following type of behaviour will result in you being asked to leave:

  • attempting to conduct personal group rituals, casting private/group circles at the AWC 2019 without the event Organisers’ permission. This includes using the AWC 2019 as a forum for airing personal grievances;


  • religious vilification, pagan or otherwise;


  • engaging in illegal drug use;


  • smoking inside buildings, enclosed common areas, or other areas explicitly designated as non-smoking by either the Venue or event Organisers;


  • intoxication to the extent that it impacts on others’ enjoyment of the event;


  • engaging in obscene behaviour;


  • stealing;


  • picking fights, or threatening actual assault; and


  • sexual harassment of any kind.


  •  

As an attendee you acknowledge and agree that the main ritual of the AWC 2019 will not be skyclad, and that the AWC 2019 event in general is NOT clothing optional.

The breaking of any State or Federal laws will see attendees being immediately evicted from the AWC 2019, and face possible criminal sanction.

 

A NOTE ON RITUAL BLADES

In Victoria double edged blades are classified as prohibited weapons. If found carrying a ritual blade to and from the AWC 2019 by the Police, the ritual blade may be confiscated, and the owner of the ritual blade may be charged with a criminal offence. Attendees to the AWC 2019 acknowledge that if they travel to the AWC 2019 with their ritual blades, they do so at their own risk.

 

PRIVACY POLICY

"Your privacy is extremely important. The organisers of the Australian Wiccan Conference 2019 (the Event) are committed to respecting your privacy and upholding the security of your personal information, in the organising and holding of the Event.

 

This Privacy Statement sets out what personal information we ask of you and why, and how we collect, hold, use and disclose your personal information.

 

WHAT INFORMATION WE COLLECT

Personal information is information about an identified individual. When registering to attend the Event we will ask you to provide us with personal information. The information we will ask of you generally includes your name, address, and contact details (such as phone numbers and email address).

We will only ask you for your personal information that is required in order to ensure that we correctly account for, cater, and accommodate you while you attend the Event.

You do not have to provide us with your personal information. However if you do not provide us with your personal information, it will be difficult for us to contact you. For example, without your personal information we may not be able to issue you with a receipt, or provide you with further information concerning the Event or venue at which the Event is held.

 

SENSITIVE INFORMATION

Sensitive information may include information about your health. When registering to attend the Event we may also ask you about any special dietary requirements you may have, as well as if you have any mobility restrictions which may impact your experience while attending the Event. This is to ensure that you are adequately catered for and looked after while attending the Event.

 

HOW WILL WE COLLECT PERSONAL INFORMATION

We will only collect personal information directly from you, specifically by you filling out the Event Attendance Registration google form located on this website. When you communicate with us, please do not provide us with personal information of any other person unless you have the express consent of that person to do so.

 

HOW WILL WE USE PERSONAL INFORMATION

We will only use personal information you provide us for the purpose for which it was provided to us, i.e. to correctly account for, cater, and accommodate you while you attend the Event. Related purposes that we will use your personal information include:

  • Processing your payment to attend the Event


  • Issuing receipts


  • Providing you with a welcome pack prior to the Event


  • Responding to your comments or questions concerning the Event


  • Allocating you to the most appropriate accommodation arrangement at the venue


  • Sending you conference papers after the Event


  • Providing you with information about future Australian Wiccan Conferences (if you opt-in to receive such information)


  • Any other purposes identified at the time of collecting your information


If we also obtain your sensitive information, we will only use your sensitive information for the purposes listed above, or other directly-related purposes or purposes to which you consent.

 

DISCLOSURE OF PERSONAL INFORMATION

We will not share your personal information with anybody else unless we have your express consent to do so. We are only required to disclose the number of attendees to the Event to the Venue, and as a registered attendee you will be required to fill out the medical waiver form that is issued by the Venue. This information will be provided to the relevant staff and medical professionals (where necessary) at the Venue. By filling out the medical waiver form you consent to these disclosures. As the organisers of the Event we do not control the medical waiver form.

The information that is provided to the Venue by you will be stored on a database that is only accessed by authorised personnel from the Venue and is subject to privacy restrictions as set out in State privacy legislation. The information will only be used for the purpose for which it was collected.

 

AWC INC

We will only provide your personal information on to the AWC Inc for the purposes of membership. We will only do this if you opt-in and provide us with your consent to do so when registering to attend the Event.

 

INFORMATION SECURITY

We are committed to protecting your data. We take reasonable steps to ensure your personal information is protected from misuse, loss, interference and unauthorised access, modification or disclosure. For example when we ask for your financial details online, we will use security-encrypted response forms and your information is held in secure servers.

 

CONTACT US

If you have any questions or concerns about our Privacy Statement please contact us."

 

PRESENTER POLICY

This is the Copyright Agreement that was sent to the presenters for AWC 2019. It outlines the situations under which AWC 2019 may publish a presenter’s notes in regards to the conference as well as affirms the author’s ultimate ownership of their work.

 

COPYRIGHT AGREEMENT

Thank you for presenting at the Australian Wiccan Conference 2019 (AWC 2019). The organisers are very pleased that you have agreed to have your presentation notes (Work) included for publication in the Conference Papers that will be sent to attendees after the event, and to members of Australian Wiccan Conference Inc. (AWC Inc).

As Author of the Work, you agree as follows:

  1. Copyright in the Work will be owned by you, the Author, who here licenses it to the AWC Inc. AWC Inc will not own the copyright, has not and will not make payment to the Author and will have the following rights under the copyright:


    1. The right to publish the work in the AWC 2019 Conference Papers, and related rights necessary or desirable for the full use and enjoyment of such right of publication, but not limited to the right to republish the work in whole or in part in future issues of the Conference Papers.


    2. As Author you further agree to transfer to the AWC Inc, as publisher of the Conference Papers, the right to use the Work in promotions, on the world wide web, and in any and all electronic formats.


  2. As the Author, you guarantee to the AWC Inc that the Work:


    1. is original, created by you;


    2. that you have the full power to make this agreement; and


    3. that no part of the work violates or infringes upon any copyright.


  3. The AWC 2019/AWC Inc will attribute the Work to you under your desired name or pseudonym.


Please sign and date this agreement and return via email to:

info@awc2019.com

Signature of Author

Name

Date

Signed for AWC 2019/ AWC Inc

Download the Presenter Agreement."

 

MOBILE PHONE POLICY

"The Australian Wiccan Conference 2019 is set aside as a weekend where attendees can immerse themselves in a magical time and place away from their mundane lives. The event coordinators prefer that mobile phone use is kept to a minimum. There will be no use of phones or tablets allowed in workshops (unless a presenter is using it as a recording or playback device) and event coordinators would prefer that phones are not brought into any rituals. We understand that some people will have specific needs to be in contact with the outside world during the weekend. If this is the case, please be discreet when making or receiving calls.

 

PHOTOGRAPHY POLICY

"This is a very sensitive matter as people’s right to privacy and discretion must be respected at all times. Photography – whether it is by camera or by phone – is not allowed. The only exception is if you have someone’s permission – but then you must be sure that nobody else is in the shot. Please get express permission of everyone in the photo before posting to Social Media. Please do not tag anyone. Let them tag themselves. Please remember that not everyone is public with their spirituality.

Presenters and Performers are allowed to ask someone to record or film their presentations or performances so long as this does not impact on the enjoyment or privacy or attendees. I.e., images must be of the presenter or performer only."

 

ALCOHOL AND SMOKING POLICY

"Smoking at the venue is permitted within designated areas. These designated areas will be clearly marked. Attendees are expected to follow all directions from the event coordinators and the venue management relating to smoking. Attendees are also expected to dispose of their cigarette butts appropriately and not leave them on the ground or in the greenery at the venue. The event coordinators and the venue management reserve the right to evict attendee(s) who fail to follow directions with respect to smoking.

The AWC 2019 is a BYO event. Alcohol consumption is permitted at the venue, and the event coordinators support the responsible consumption of alcohol throughout the event. However the venue management and the event coordinators will have the right to evict attendees who are intoxicated or disturbing the running of the event and /or other guests. 

VENUE FACILITES POLICY

"All Venue Policies will be sent to participants in the Registrations Pack. They will also be included in the Welcome Pack.

If you have specific questions regarding Venue policies, please contact the organisers via the Contact Us page."

The Australian Wiccan Conference 2019 - Hosted by the The Pagan Collective of Victoria 

© 2019 by The Pagan Collective of Victoria  

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