Frequently Asked Questions

To ensure that your visit to Cairns and the experience of the conference is as enjoyable as possible, here is a list of Frequently Asked Questions which will hopefully provide you with all the information you need.

We encourage you to read through this before you attend. Please contact us if you have a question that we haven’t answered.

Dress Code

The dress code throughout the ANCOLD 2023 Conference is smart casual.

Social Functions
Welcome Reception – smart casual
Conference Dinner – cocktail

Conference Venue

2023 ANCOLD Conference will be held at the Cairns Convention Centre
Cnr Wharf & Sheridan Street, Cairns, Queensland Australia, 4870

Visit the Getting There page for further information.

The Cairns Convention Centre has 239 undercover parking spaces including 7 identified disabled car parking bays. Entrance to our car park is via Sheridan Street and the cost is $7.00 per exit.

The car park is open 7.00am – 6.00pm Monday to Friday.

No overnight parking permitted.

During the conference

Conference App will be available to download for iOS and Android through the App Stores. The app will contain all the information with regard to the conference and the program. If you have difficulties downloading/navigating the app, please see Leishman Associates staff at the registration desk.

Delegates are not permitted to use any type of camera or recording device at any of the sessions unless written permission has been obtained from the relevant speaker. A photographer will be at the conference, if you have any issues with being photographed, please notify the photographer or Leishman Associates staff.
Free wireless internet access is available for the duration of the Conference. The password and login details will be available at the registration desk.

PLEASE NOTE: The internet is not to be used to view or download any illicit material, including movies, music etc.

The members of the conference organising committee and Leishman Associates accept no liability for personal accident of loss or damage suffered by any participant, accompanying person, invited observer or any other person by whatever means. Nor do we accept liability for any equipment or software brought to the conference by delegates, speakers, sponsors or any other party. Please protect your personal property.

Do not leave laptops, cameras, and other valuable items unsecured. Be conscious of individuals who appear out of place and do not wear a conference name badge. Advise Leishman Associates staff if this does occur.

Registration fees do not include insurance of any kind. It is recommended that participants take out their own general travel insurance. It is suggested that the insurance policy should also cover loss of fees/deposit, airfares, accommodation charges, medical expenses, loss or damage to personal property and repatriation expenses. The insurance should cover loss arising from the cancellation of the conference by the organisers or a person’s inability to attend due to any reason whatsoever. No responsibility is taken by the conference managers for any person not holding insurance.

Various components of this event are being handled by Leishman Associates, a Professional Conference Organiser (PCO). Leishman Associates may be contacted regarding any matters relating to event management. Further information about the PCO can be found at the following website: www.leishman-associates.com.au

If you have advised us of any special dietary requirements during the registration process, the caterers at each function have been provided with these. A special buffet table will be set during the day for special diets. If you are unsure, please see the venue staff.

We will not tolerate harassment of conference participants in any form.

Conference participants violating the Anti-Harassment Policy may be sanctioned or expelled from the conference without a refund at the discretion of the conference organisers.

If you experience any bad behaviour and/or you feel uncomfortable or unsafe during the conference, please contact the Conference Organisers.

Speakers, Chairpersons, or a Poster Presenters

Chairpersons will receive an email prior to the conference, reminding them of their responsibilities. If you are a chairperson and do not receive this, or have additional questions, please contact Leishman Associates at 03 6234 7844.

Please bring your PowerPoint presentation with you on a USB to the conference. All speakers will need to upload their presentations in the Speakers Preparation Room 2 hours prior to their session.

All presentations need to be 16:9 in ratio. More details found on the Paper Submission page.

All poster authors are requested to prepare their posters in an A0 format. 

Posters will be on display at the conference. Presenters need to bring their printed posters to the registration desk where they will be directed to their allocated poster board. Uncollected posters at the conclusion of the conference will be disposed of.

Sometimes emails don’t get through company firewall settings. To overcome this issue, please whitelist lucy@laevents.com.au and kan@laevents.com.au if you find you are not receiving conference correspondence.

Accommodation

Accommodation is booked during the registration process. Your credit card details will be transferred to the hotel you have selected in order to secure your room.

If you will not be paying with your own credit card, and need to arrange payment before you arrive, the best way is via a credit card authorisation form enabling the hotel to process a third-party card. To do so, please contact the relevant hotel.

Please contact Leishman Associates immediately if you wish to cancel your accommodation, as this may affect the cancellation policy with your hotel.

Other

Cancellations must be received in writing – mail, or email – to Leishman Associates. Cancellations will not be deemed to be received until you have written confirmation from Leishman Associates. If you have not received an acknowledgement within two business days, please contact Leishman Associates at (03) 6234 7844.

See our Terms and Conditions page

All intellectual property rights of the event, and all materials distributed at or in connection with the event is owned by the Host, Leishman Associates, Sponsors, &/or Speakers presenting at the event. Participants may not use, reproduce or allow anyone to use or reproduce any trademarks or other trade names appearing at the conference, content, or in any materials distributed at or in connection with the Conference for any reason without prior written permission from the Host.

No part of the event may be recorded, reproduced or transmitted in any form or by any means, electronically or mechanically, including but not limited to video or audio recording, photography, photocopying or any other information storage or retrieval system known now or in the future, without the explicit written permission of the Host.

The 2023 ANCOLD Conference reserves the right to amend or alter any advertised details relating to dates, program and speakers, if necessary, without notice, as a result of circumstances beyond their control. All attempts have been made to keep any changes to an absolute minimum.