AI Surge Pty Ltd – Event Terms and Conditions

These Terms and Conditions apply to all AI Surge Pty Ltd events, including but not limited to summits, workshops, training programmes, conferences, and offshore or multi-component leadership experiences. By registering for any event, you agree to the terms outlined below.

1. Definitions

• “Event” refers to any training, summit, workshop, programme, or activity run or hosted by AI Surge Pty Ltd.

• “Attendee”, “Participant”, or “Delegate” refers to any individual registered to attend an AI Surge event.

• “Programme” refers to multi-component events delivered across multiple dates or locations.

2. Minimum Participant Numbers & Event Format

• 2.1 Minimum Delegates Requirement - Some AI Surge events require a minimum number of registered participants to proceed in their advertised in-person format. AI Surge Pty Ltd reserves the right to review numbers 7 days prior to the scheduled event.
• 2.2 Alternative Format Delivery - If minimum numbers are not met, AI Surge may transition the event to an alternative format (including online or hybrid delivery). This modification ensures all registered participants receive full access to the event content.
• 2.3 Maintaining Intended Outcomes - Where format changes occur, AI Surge will make all reasonable efforts to maintain the intended learning outcomes, interactivity, and quality. Attendees will be notified in writing. By registering, you acknowledge and accept this possibility.

• 3.1 Notification of Cancellation - All cancellations must be submitted in writing to hello@aisurge.com.au. The date of receipt will be considered the official cancellation date.
• 3.2 Refund and Credit Policy

  • Within 30 days of the event: No refunds or credits apply. This reflects commitments made to venues, catering, speakers, travel, and logistics.

  • More than 30 days before the event: A 50% refund may be granted, minus a $25 administration fee.

  • No-Shows: No refunds or credits will be provided.

  • Refunds (where applicable) will be issued after the event has been held.

• 3.3 Credit or Voucher Option - At AI Surge’s discretion, a partial credit may be offered for future events where cash refunds are not applicable. Terms, validity, and credit amount are determined at the time of issue.

• Transfers allowed up to 7 days prior to the event.

• Must be submitted in writing and include full details of the substitute delegate.

• No admin fee for compliant transfers. Transfers requested within 7 days may incur a $25 late fee.

• AI Surge may decline a transfer if the substitute is unsuitable for the event audience.

• 4.1 Travel & Accommodation Costs - AI Surge is not responsible for attendee travel, accommodation, or incidental costs related to registration or cancellation.
• 4.2 Speaker Availability - AI Surge may alter, replace, or withdraw speakers at any time without prior notice. Advertised speakers cannot be guaranteed and are not grounds for refunds, credits, or compensation.
• 4.3 Agenda, Content & Timing Modifications - The published programme is indicative only. AI Surge may adjust session timing, order, themes, or content to accommodate operational requirements or speaker availability.
• 4.4 Format Adjustments - If required, AI Surge may modify the delivery method (e.g., move online, change workshop format, or shorten/extend sessions). These changes do not qualify for refunds.
• 4.5 Unforeseen Disruptions - In circumstances beyond our control (illness, travel disruption, natural events, venue issues), AI Surge may postpone or relocate the event. Fees will automatically transfer to the rescheduled date or be converted to credit. Refunds will not be offered.
• 4.6 No Guarantee of Outcomes - AI Surge does not guarantee specific leadership gains, school improvements, behavioural outcomes, academic results, or organisational changes. Event participation does not constitute legal, compliance, or professional advice.
• 4.7 Right to Update Content - AI Surge may adjust content, materials, or speakers to ensure the best possible attendee experience.

• 5.1 Scope - Programmes may include offshore elements such as study tours, conferences, or school visits.
• 5.2 International Conditions - Offshore components are subject to external factors including airline schedules, border controls, health advisories, and minimum participant thresholds.
• 5.3 Programme Modification - If an international component cannot proceed, AI Surge may substitute it with an equivalent onshore or online activity.
• 5.4 Participant Responsibilities
  • Participants must:

    • Hold valid passports/visas;

    • Meet all entry, vaccination, and travel requirements;

    • Purchase comprehensive travel and medical insurance;

    • Cover personal travel, accommodation, and incidental costs unless explicitly included.

• 5.5 Offshore Cancellation by Participant

  • Within 30 days: Non-refundable.

  • More than 30 days prior: 50% refund minus $100 admin fee, provided no non-refundable bookings have been made.

  • Non-refundable costs committed by AI Surge on your behalf will be deducted.

• If AI Surge cancels an offshore component:

• A partial refund or credit equal to the cancelled portion will be offered.

• AI Surge is not liable for participant personal expenses (travel, accommodation, etc.).

6. Photography, Filming & Media Release - By attending an event, you consent to being photographed, filmed, or recorded for promotional or educational use by AI Surge. Notify us in writing prior to the event if you do not consent to media capture.

7. Code of Conduct - AI Surge is committed to safe, inclusive, respectful events. Disruptive, discriminatory, or inappropriate behaviour may result in removal without refund.

8. Accessibility & Special Requirements - Attendees must notify AI Surge of any accessibility, dietary, mobility, or special requirements at least 14 days prior to the event. AI Surge will take reasonable steps to accommodate these needs.

9. Payment Terms

• 9.1 Payment Requirement - All registration fees must be paid prior to attending the event unless otherwise agreed in writing.
• 9.2 Invoices & Purchase Orders - Payment terms are strictly 14 days from invoice date. AI Surge reserves the right to cancel unpaid registrations.

10. Liability & Personal Property - AI Surge is not liable for injury, loss, damage, or expenses arising from attendance. Attendees are responsible for their own belongings.

11. Intellectual Property - All event materials (slides, resources, templates, recordings) are the intellectual property of AI Surge or the speaker. Materials may not be shared, reproduced, or redistributed without written consent.

12. Privacy & Data Handling - Personal information collected during registration is used for event administration and communication. AI Surge complies with all privacy legislation and will not sell attendee data.

13. Health & Safety - Attendees agree to follow all health, safety, and emergency procedures required by the venue, local authorities, and AI Surge.

14. Acceptance of Terms - By registering for any AI Surge event, you acknowledge that you have read, understood, and agree to these Terms and Conditions.