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Conference Policies

Privacy Policy

Why we ask for your consent
We ask for your personal data to facilitate your registration for this event and / or abstract submission.

Why are we processing your personal data
We ask for your personal data to facilitate your registration for this event and / or abstract submission.

How long will we store your personal data
Your personal data will be retained by us for up to 5 years after the conclusion of this event.

The right to withdrawn your consent
You retain the right to withdraw consent of use of your personal data at any time. Please be aware that a withdrawal of consent before the start of this event will incur a full registration cancellation and cancellation fees as noted in the registration terms and conditions. Please contact us at events@aaah.org.au with any inquiries you may have. If you are submitting an abstract the withdrawal of consent will result in your abstract not being submitted for review or inclusion in the conference program.

The right to forget or anonymize your personal details
If you have attended any event with us, we will retain any financial, tax or event attendance records for reporting reasons, but will remove all personal data from our database, leaving an “anonymized” record for reporting reasons.

Photo and video content 
AAAH will take photographs, videos and audio recordings of the conference for use in AAAH’s news and promotional materials in print, digital, email and other media, including AAAH’s website and social media platforms. Event participants grant AAAH the right to use any image, photograph and voice in this context without compensation. All media become the property of AAAH and may be displayed, distributed or used by AAAH.

All live presentations will be video recorded and made available on demand as part of the conference. Delegates submitting questions as part of the Q&A / discussion consent to their questions being made available online as part of the discussion.

Other third parties that will have access to your personal data 

 

 

If you are registering for the conference some of your data will be shared with other organisations and third parties in order to process your registration and / or abstract submission.

These will include:

  • SecurePay (ecommerce provider)
  • Should you elect to be on the delegate list, your name, organisation, state and country will be provided to sponsors of this event

  • Registration category will only be shared between relevant AAAH conference staff working on the AAAH 2024 Youth Health Conference
     

If you are submitting an abstract for the conference your data will be shared with other organisations and third parties in order to process and review your abstract.

This will include:

  • AAAH 2024 Youth Health Conference– organising committee

  • AAAH 2024 Youth Health Conference– Abstract Reviewers (your first name, last name and organisation)

  • ASHM Conference Secretariat

Data controller contact

ASHM Health
Level 3, 160 Clarence Street
Sydney NSW 2000

 

Point of Contact: Conference Secretariat
Phone: +61 458 291 166
Email Address: events@aaah.org.au

Nominated data protection officer 

Name and Title: Amy Sargent

 Phone: +61 458 291 166
Email Address: events@aaah.org.au

Environmental Policy

ASHM Conference & Events Division implements a waste-reduction policy that addresses Reduce, Reuse, Recycle. Our aim is to research and prioritise purchasing items and equipment that support the use of recycled materials or can be recycled after use.

Delegate Satchels: We no longer offer delegate satchels for in-house conferences. All sponsors and funders are promoted electronically and support our decision to reduce hardcopy paper items, therefore the delegate satchel was no longer required and in return means less items contributing to landfill.
 

Lanyards: We use recycle PET polyester lanyards for all ASHM run conferences.
 

Name badges: We provide recyclable name badges without a plastic pouch.
 

Conference Handbook: Our conference handbook has reduced in size to only include the essential information.  Our aim in the next few years is to move towards digital communications only and to no longer have a need for the conference handbook. Our conference app already captures all of the content that is included in the handbook and in addition provides delegates the functionality to connect with each other, participate in live polls and conduct session Q&A.
 

Venue: The Darwin Convention Centre was built to be as energy efficient as possible. The Centre continues to work towards improved performance as an environmentally sustainable event facility and is a leader in environmental sustainability. To read more about the sustainability practices implemented by the convention centre, please visit Darwin Convention Centre website.
 

Catering: We monitor final delegate numbers for an accurate forecast of catering requirements in order to avoid waste.

 

Travel: There are lots of options out there for delegates travelling interstate or internationally to attend our conferences who want to offset CO2. Most airline companies offer this as part of their booking process:

Jetstar: Fly Carbon Neutral Program
Qantas: Fly Carbon Neutral Program
Virgin Airlines: Carbon Offset Program

Other organisations that allow you to offset your CO2:

Atmosfair
Greenfleet

Committee Meetings and Site Visits: We endeavour to minimise travel for planning the conferences through the use of teleconferences meetings or skype for business. This removes the need to organise face to-face meetings and to only hold meetings when necessary.

Code of conduct

This code of conduct outlines our expectations for all participants' behaviour at or related to the Conference/s, including -but not limited to- media, sponsors, volunteers, speakers and attendees to all conference venues and any conference-related activity. All attendees at the conference are required to agree with the following code of conduct. Organisers will enforce this code throughout the event. 
 

We are committed to providing a friendly, safe and welcoming environment for all, regardless of gender and expression, age, sexual orientation, disability, physical appearance, body size, race, ethnicity, religion (or lack thereof), health and lifestyle choices or technology choices. We expect all attendees to behave accordingly, addressing other participants in an inclusive, mindful and respectful manner. 
 

Due to the sensitive topics that will be discussed during the conference, it is crucial to consider that some of the speakers or participants may have lived experience of stigma and discrimination. Therefore, we invite all sponsors, volunteers, speakers, attendees, media, exhibitors and other participants to help us make the conference a safe and positive experience for everyone. 

Unacceptable behaviour

Unacceptable behaviour includes: intimidating, harassing, abusive, discriminatory, derogatory or demeaning conduct by any attendees of the conference and related events
 

Harassment includes: offensive verbal comments related to gender, sexual orientation, race, religion, disability; harassing photography or recording; sustained disruption of talks or other events; inappropriate physical contact, and unwelcome sexual attention
 

Physical, written, verbal or other abuse, intimidation, threats, annoyance, harassment, stalking, pushing, shoving or use of any physical force whatsoever against any person, which in any way creates a disturbance that is disruptive or dangerous, or creates anxiety in a person
 

Any boisterous, lewd or offensive behaviour or language, including but not limited to using sexually explicit or offensive language, materials or conduct, or any language, behaviour or content that contains profanity, obscene gestures, or racial, gender or religious slurs
 

Assembling for the purpose of, or resulting in, disturbing the peace, or committing any unlawful act or engaging in any offensive behaviour
 

Failure to obey any rules or regulations of the venue and the conference organisers 

Consequences of unacceptable behaviour

Unacceptable behaviour will not be tolerated
 

Anyone asked to stop unacceptable behaviour is expected to comply immediately
 

If a participant continues to engage in unacceptable behaviour after being given a warning, the conference organisers may take any action they deem appropriate, up to and including expulsion from the conference without warning or refund. In extreme cases the conference organisers will contact the appropriate authorities.

Expected behaviour

Be considerate and respectful
 

Refrain from demeaning, discriminatory, or harassing behaviour and speech
 

Be mindful of your surroundings and of your fellow attendees.
 

Alert conference organisers if you experience or notice a dangerous situation or someone in distress

What to do if you witness or are a victim of unacceptable behaviour

If you are subjected to unacceptable behaviour, notice that someone else is being subjected to unacceptable behaviour, or have any other concerns during the event, please notify a member of the ASHM Conference team as soon as possible. All reports will remain completely confidential
 

The ASHM Conference team will be available to assist those experiencing unacceptable behaviour to feel safe for the duration of the conference

If you have any questions, please contact events@aaah.org.au / +61 458 291 166 

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2024 Youth Health Conference

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2024 Youth Health Conference theme: Connecting to Our Future

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