Terms and Conditions

By registering for, attending, presenting at, sponsoring, exhibiting at or otherwise participating in the embed Conference, you agree to be bound by these Terms and Conditions. These Terms apply at all times before, during and after the Conference, and continue to apply to Attendees, Presenters, staff, sponsors, exhibitors, volunteers and their assigns after the Conference has ended, terminated or been cancelled, so far as is necessary to give them effect.

If you do not accept these Terms, please do not register for or attend the Conference.

1. Definitions

1.1 "Conference" or "embed" means the embed Conference — Emergency Medicine Beyond ED — scheduled to be held in Da Nang, Vietnam on 13, 14 and 15 July 2027, together with any associated workshops, social functions, site visits and ancillary events organised or facilitated by the Organiser.

1.2 "Organiser" means Serenmed Pty Ltd, ACN 687 831 376, together with its directors, officers, employees, contractors, agents, volunteers and assigns.

1.3 "Attendee" means any person who registers for or attends the Conference or any part of it, including a ticket holder, a guest of an Attendee or of the Organiser, a visitor, a sponsor, an exhibitor, a Presenter, an employee or representative of any organisation, and a volunteer, whether or not a ticket has been purchased.

1.4 "Presenter" means any person who delivers, chairs, facilitates or contributes to any part of the Conference program, including faculty, keynote speakers, panellists, session chairs, workshop facilitators, moderators, and poster and abstract presenters. Presenters are also Attendees for the purposes of these Terms.

1.5 "Presentation Materials" means all material a Presenter presents, supplies or uses in connection with the Conference, including slides, handouts, videos, images, audio, case material, abstracts, posters, data, written notes and any spoken content.

1.6 "Conference Content" means all photography, film, audio recording, live-stream, transcript, caption, translation, still image, edit, excerpt, derivative work and other record of the Conference or any part of it, made by or on behalf of the Organiser.

1.7 "Third-Party Provider" means any independent supplier of goods or services connected with the Conference, including airlines, hotels, ticketing and payment platforms, transport operators, tour operators, caterers, audiovisual contractors and venues.

2. Registration and ticketing

2.1 Registration and attendance are open to health professionals and to others approved by the Organiser. The Organiser reserves the right to refuse a registration or, on reasonable grounds, cancel an existing registration by written notice. Where a paid registration is cancelled by the Organiser other than because of the Attendee's breach of these Terms, any refund will be determined in accordance with the Refund Policy and applicable law.

2.2 Registration and ticketing may be handled by a Third-Party Provider. By registering you also agree to be bound by that provider's terms and conditions.

2.3 Attendees must provide accurate and complete information at registration, and must notify the Organiser of any material change.

2.4 Registration is confirmed only on receipt of payment in full, or on receipt of a deposit where the Organiser has offered a staged payment arrangement in writing. Where a staged payment arrangement applies, failure to pay an instalment by its due date may result in cancellation of the registration in accordance with the Refund Policy.

2.5 The Organiser may vary published registration fees at any time. A variation does not affect a registration already confirmed and paid for at the earlier fee, and no Attendee is entitled to a refund or credit because the published fee later decreases.

2.6 Admission requires valid registration confirmation and photographic identification.

2.7 Before confirming a registration, the Organiser may request information reasonably necessary to verify eligibility for registration or for the safe and efficient running of the Conference. Personal information collected for this purpose will be handled in accordance with the embed Privacy Policy.

2.8 Ticket transfers and name changes may be permitted, subject to the Refund Policy and to the rules and fees of the ticketing provider. Tickets must not be re-sold without the Organiser's prior written approval.

2.9 Refunds, cancellations and transfers are governed by the embed Refund Policy, which forms part of these Terms.

3. The Conference program, venue and content

3.1 The Organiser may, where reasonably necessary, alter the program, schedule, session times, speakers, topics, format, venue or room allocation, and may substitute, combine, shorten, reschedule or cancel any session or Presenter.

3.2 Subject to any rights that cannot lawfully be excluded or restricted, a change to the program, faculty, session timing, format or venue does not by itself entitle an Attendee to a refund, credit or compensation.

3.3 The Organiser may facilitate additional and optional events during the Conference, including evening sessions, workshops, social functions and excursions.

3.4 The Conference is an educational event. Content presented is intended to be informative and educational only, is not clinical advice, and must not be relied on as a substitute for the Attendee's own clinical judgement or for the guidelines, protocols and legal obligations applying in the Attendee's own jurisdiction.

3.5 The Organiser accepts no responsibility for the content of any Presentation Materials or for any statement made by a Presenter, including any statement that is inaccurate, incomplete, out of date, contested, or that any person finds offensive.

3.6 The Organiser is not liable for any infringement of copyright, moral rights or other intellectual property rights committed by a Presenter, sponsor, exhibitor or Attendee.

3.7 The Organiser may cancel, postpone or reschedule the Conference or any part of it in accordance with clause 15 (Force Majeure) and the Refund Policy.

4. Photography, recording and social media

4.1 The Conference is photographed, filmed and audio-recorded, and sessions may be live-streamed. This includes scientific sessions, workshops, panels, question-and-answer segments, social functions and general venue footage.

4.2 By attending or presenting, you grant the Organiser the right to use that material — including your name, likeness, image, voice, professional title and affiliation, and, for Presenters, your session and Presentation Materials — without payment. That right includes editing, excerpting, captioning and translating the material, and publishing it on social media, on the Conference and Organiser websites, in on-demand and educational libraries, and in promotional material for this and future conferences run by the Organiser. It continues after the Conference ends.

4.3 If you would rather something was not published, please tell us before publication wherever possible. Requests to remove material after publication may also be made at any time, and the Organiser will consider reasonable removal requests and, where practicable, remove material from channels under its control. The Organiser cannot guarantee that an individual will not appear in general footage of a live event and cannot recall material already shared or re-posted by third parties. You can contact us at admin@embedconference.com.au or speak to a member of the Conference team during the Conference.

4.4 Presenters retain copyright in their own Presentation Materials, subject to the rights granted to the Organiser under clause 4.2. The Organiser owns the Conference Content, including the recordings and photographs it creates.

4.5 Presenters must ensure that patient information contained in Presentation Materials is appropriately de-identified unless its use and disclosure are otherwise lawful and appropriately consented to. The Organiser does not intentionally publish identifiable patient information. Presenters must tell the Organiser before their session if material requires special handling or should not be recorded or published.

4.6 Attendees must not audio-record, video-record or live-stream sessions. Still photographs of slides for your own use are fine unless the Presenter, the session chair or Conference signage indicates otherwise. Please do not post unpublished data, embargoed material or anything that could identify a patient.

4.7 The Organiser is under no obligation to record or publish any session, or to provide a Presenter with a copy of any recording.

5. Travel, visas and accommodation

5.1 Attendees are responsible for their own travel and accommodation, including all air travel, airport and ground transfers, hotels and associated costs, unless expressly included in the registration fee.

5.2 The Organiser may provide general information about travel, destinations, activities and services. Attendees must make their own independent enquiries and decisions, and the Organiser is not liable for any loss arising from the use of, or participation in, those activities and services.

5.3 The Conference involves services supplied by Third-Party Providers. Third-Party Providers are independent contractors and are not agents, partners or employees of the Organiser. Where an Attendee books or purchases services directly from a Third-Party Provider, the contract for those services is between the Attendee and that provider. Where an optional event, tour, excursion or activity is purchased from the Organiser, the applicable Conference terms and Refund Policy apply. The Organiser is not liable for any act, omission, error, negligence, insolvency or cancellation of any Third-Party Provider, or for any loss, damage or delay suffered in connection with their services.

5.4 Attendees are responsible for holding valid passports, visas, entry permits and other travel documents required for Vietnam and for any country visited in transit or otherwise. Vietnamese entry requirements vary by nationality and change without notice. Attendees should verify current requirements well before travel and allow adequate time for visa processing.

5.5 The Organiser is not liable for any loss arising from a refused, delayed or cancelled visa, from refusal of entry to Vietnam or any other country, or from any decision of an immigration, customs or border authority. Refund treatment in these circumstances is governed by the Refund Policy.

5.6 Attendees are responsible for any vaccination required or recommended for the countries they will visit.

5.7 The Organiser makes no representations and accepts no liability in relation to loyalty, frequent flyer or rewards programs of any Third-Party Provider.

5.8 Attendees must comply with the laws and regulations of Vietnam and of any other country visited in transit or before or after the Conference. The Organiser is not liable if an Attendee is detained, fined, deported or otherwise subject to action by the authorities of any country.

5.9 The Organiser strongly recommends that every Attendee obtains and maintains comprehensive travel insurance covering overseas medical expenses, medical evacuation and repatriation, personal accident, personal liability, loss of baggage and personal effects, and cancellation or curtailment of travel. The Organiser does not provide insurance for Attendees.

6. Health, safety and fitness to travel

6.1 By registering, you confirm that you are medically fit to travel to Vietnam and to participate in the Conference and any activity you elect to join.

6.2 You acknowledge that international travel may expose you to health risks, including communicable disease, heat, water quality, food-borne illness and road traffic risk. You are responsible for consulting a suitably qualified health professional and obtaining any recommended vaccinations, prophylaxis or medications. Australian Attendees should refer to the Smartraveller website at https://www.smartraveller.gov.au/, and Attendees from other countries to the equivalent advisory service in their own country, for current advice on travel to Vietnam.

6.3 The Organiser makes no representation or assurance that any venue or location is free from exposure to communicable disease, and no representation as to the availability of any product, service or facility an Attendee may require.

6.4 You agree not to attend the Conference if you are unwell or have symptoms of a communicable disease. The Organiser may refuse entry to, or require the departure of, any person who appears unwell or who poses a health risk to others. Any refund or credit in these circumstances is governed by the Refund Policy.

6.5 The Organiser will make reasonable efforts to accommodate accessibility requirements notified at registration, subject to the capabilities of the venue and relevant suppliers. Attendees should provide sufficient detail and reasonable notice of any requirement so that appropriate arrangements can be explored.

6.6 Attendees with allergies, dietary requirements or medical conditions are responsible for managing their own health and wellbeing. The Organiser will pass dietary and relevant accessibility requirements notified at registration to the venue and caterers and will make reasonable efforts to assist, but cannot guarantee that every requirement can be met.

6.7 Attendees must comply with the health and safety requirements in force at the venue and in Vietnam at the time, and with any direction given by the Organiser, venue staff, local authorities or emergency services.

6.8 Attendees must familiarise themselves with emergency exits and procedures. Attendees acknowledge that the availability, standard and cost of medical services in Vietnam may differ from those in Australia or in their home country. Attendees are responsible for all costs of any medical treatment, evacuation or repatriation and must ensure they hold adequate insurance cover.

6.9 In the event of a medical emergency the Organiser is not responsible for providing or funding medical services, treatment, evacuation or repatriation, whether or not the need arose from participation in the Conference.

6.10 Attendance at the Conference, travel to and from it, and participation in any associated activity are at your own risk. To the maximum extent permitted by law, you release the Organiser from, and waive, claims for injury (including death), loss, damage or expense arising out of or in connection with your attendance or participation to the extent that such claims can lawfully be released or waived. Nothing in this clause excludes, restricts or modifies any guarantee, right or remedy that cannot be excluded under the Australian Consumer Law or other applicable law.

7. Code of conduct

7.1 embed is committed to a safe, respectful and harassment-free environment for everyone.

7.2 Professional and respectful behaviour is expected at all Conference sessions and associated events. Harassment, discrimination, intimidation, bullying, sexual harassment, and uninvited physical or verbal contact will not be tolerated.

7.3 Any person who experiences or witnesses conduct that breaches this clause should report it to a member of the Conference organising team or by email to admin@embedconference.com.au. Reports will be handled promptly and, so far as practicable, confidentially. No person will be disadvantaged for making a report in good faith.

7.4 The Organiser may warn, remove or exclude any person whose behaviour is disruptive, unsafe, unlawful or inappropriate. Except where required by law or expressly provided in the Refund Policy, removal for a serious breach of this Code of Conduct does not entitle the person to a refund.

7.5 Attendees must comply with the rules and policies of the venue and any host location, and follow the directions of venue staff, Organiser personnel and volunteers.

7.6 Attendees acknowledge that alcohol may be served at Conference and social events. Attendees are responsible for their own consumption and conduct. To the maximum extent permitted by law, the Organiser is not liable for any incident, injury, loss or damage arising from the consumption of alcohol.

8. Participation

8.1 This clause applies to all Attendees, including guests, Presenters and volunteers.

8.2 Participation is voluntary. The Organiser makes no representation or promise to cover any cost incurred as a result of attendance or participation, and no fee, honorarium, travel allowance, accommodation or reimbursement is payable unless separately agreed in writing signed by the Organiser.

8.3 Nothing in these Terms creates an employment, agency, partnership or joint venture relationship between the Organiser and any Attendee, Presenter or volunteer.

8.4 Attendees and Presenters are responsible for maintaining any professional registration, licence and professional indemnity insurance applicable to their profession and their participation in the Conference, and for complying with the professional and regulatory rules that apply to them.

8.5 The Conference is an educational event and does not involve the diagnosis or treatment of patients or the provision of health services. No person may provide medical advice, perform clinical procedures on any person, or participate in patient care during the Conference, any workshop or any site visit. Demonstrations are simulated only. A person who engages in unauthorised clinical activity does so entirely at their own risk and indemnifies the Organiser against any resulting claim, loss or liability. Nothing in this clause prevents a person from providing reasonable first aid or emergency assistance in response to an actual medical emergency.

8.6 Registration or participation does not entitle any person to work, in a paid or unpaid capacity, in Vietnam or in any other country visited. This extends to volunteer, charitable and clinical activity. Attendees are responsible for ensuring that their entry status and visa permit their intended activities, and the Organiser is not liable in the event that a person engages in unauthorised or unlawful work of any kind.

8.7 Subject to rights that cannot lawfully be excluded, the Organiser is not liable for subjective loss of enjoyment arising solely from changes to the Conference that are permitted under these Terms.

9. Continuing professional development

9.1 The Organiser is seeking continuing professional development accreditation for the Conference. Accreditation is not confirmed at the date of these Terms. Where accreditation is granted, details will be published on the Conference website.

9.2 Where CPD points or hours are stated on a Conference page, they apply to that activity only. Where none are stated, none have been applied for or granted.

9.3 CPD points and hours are subject to change at the discretion of the accrediting body and may differ from earlier statements or advertising.

9.4 Certificates of attendance or participation are issued only to Attendees who meet the stated participation requirements.

9.5 Accreditation bodies require presenters to declare relevant interests. Presenters will be asked to disclose any commercial relationship, consultancy, research funding, honorarium or shareholding relevant to their topic, and to show it on an opening slide.

9.6 Attendees are responsible for determining whether the Conference satisfies the CPD requirements of their own professional bodies and, where individual claiming is required, for recording and claiming their own CPD. Where an accreditation body requires organiser reporting, the Organiser may submit attendance or participation information as required. The Organiser makes no representation that participation will meet any particular accreditation requirement.

9.7 The Organiser is not responsible for technical failures, system outages, third-party platform errors or data incidents that prevent or delay the granting, recording or reporting of CPD.

10. Sponsors, exhibitors and industry participation

10.1 Sponsorship and exhibition are subject to a separate written agreement with the Organiser, in addition to these Terms.

10.2 Sponsorship or exhibition does not constitute the Organiser's endorsement of any product, service or organisation, and does not entitle a sponsor to influence the scientific program, the selection of Presenters or the content of any session.

10.3 Sponsors and exhibitors must comply with all applicable industry codes, advertising and therapeutic goods laws, and the transparency and disclosure requirements applying in Australia, Vietnam and their own jurisdiction.

10.4 Sponsors and exhibitors must not use Conference Content, the embed name, logo or Presenter names, likenesses or affiliations in their own marketing without the Organiser's prior written consent.

11. Privacy and personal information

11.1 The Organiser collects, uses, stores and discloses personal information in accordance with the embed Privacy Policy, which forms part of these Terms and is available on the Conference website.

11.2 The Privacy Policy explains how we handle personal information, including the information we collect, how and why it is used and disclosed, overseas transfers, your privacy rights and how to contact us about privacy matters.

12. Limitation of liability and indemnity

12.1 To the maximum extent permitted by law, the Organiser is not liable for any loss, damage, injury, illness, death, delay, cost or expense suffered by any Attendee, Presenter, guest, visitor, volunteer, sponsor, exhibitor or employee before, during or after the Conference.

12.2 To the maximum extent permitted by law, the Organiser is not liable for any indirect, consequential, special or economic loss, including loss of profit, loss of income, loss of opportunity, loss of enjoyment, or loss of or damage to equipment, devices, luggage or personal possessions.

12.3 Where liability cannot lawfully be excluded, the Organiser's total liability is limited, to the maximum extent permitted by law, to the amount of the registration fee actually paid by the person making the claim.

12.4 Nothing in these Terms excludes, restricts or modifies any guarantee, condition, warranty, right or remedy conferred by the Australian Consumer Law or any other law that cannot lawfully be excluded, restricted or modified.

12.5 Each Attendee indemnifies and holds harmless the Organiser against any claim, damage, liability, cost or expense (including legal costs) arising out of or in connection with: (a) their breach of these Terms; (b) any negligent, unlawful or wilful act or omission by them; (c) their failure to comply with the laws of Vietnam or any other jurisdiction; or (d) any infringement by them of a third party's intellectual property, privacy or confidentiality rights.

12.6 These indemnities survive the completion, cancellation or termination of the Conference and any assignment of these Terms.

13. Optional and add-on events

13.1 Social and add-on events, including any welcome reception, gala dinner, workshop, tour or excursion, may be ticketed and charged separately.

13.2 Guest and partner attendance may require a separately purchased ticket.

13.3 Attendance at optional events is voluntary. To the maximum extent permitted by law, the Organiser is not responsible for any injury, illness, loss or damage arising from attendance at or participation in those events.

13.4 Add-on tickets are subject to the Refund Policy and may have different cancellation terms from the main registration.

14. Non-attendance

14.1 Failure to attend the Conference, or any part of it, for any reason does not entitle an Attendee to a refund, credit or transfer, except as expressly provided in the Refund Policy.

15. Force majeure

15.1 The Organiser is not liable for any failure or delay in delivering all or part of the Conference caused by circumstances beyond its reasonable control, including natural disaster, extreme weather, epidemic or pandemic, government or public health restriction, border closure, war, terrorism, civil unrest, industrial action, failure of transport or utilities, venue closure, or any other unforeseeable event.

15.2 If a force majeure event occurs, the Organiser may postpone, reschedule, shorten, relocate or convert all or part of the Conference to a virtual or hybrid format. The Organiser will act reasonably and in accordance with applicable law, and refund or credit options will be governed by the Refund Policy and any rights that cannot lawfully be excluded.

15.3 Where the Conference is rescheduled, registrations transfer automatically to the new dates, provided the rescheduled Conference is held within three (3) years. Cancellation and refund deadlines in the Refund Policy will be revised and re-published to align with the new dates.

15.4 Where the Conference is cancelled outright by the Organiser and not rescheduled, refunds are governed by the Refund Policy.

15.5 To the maximum extent permitted by law, the Organiser is not responsible for other costs an Attendee has incurred, including flights, accommodation, transfers, visa fees, insurance excess or lost income.

16. Amendments

16.1 The Organiser may amend these Terms and Conditions from time to time by publishing an updated version on the Conference website. The date of the most recent update will be displayed on the Terms and Conditions.

16.2 Amendments may be made where reasonably required for the operation of the Conference, including changes arising from venue requirements, suppliers, ticketing arrangements, the Conference program, accreditation requirements, regulatory requirements or applicable law.

16.3 An amendment does not exclude or restrict any right or remedy that cannot lawfully be excluded and does not retrospectively remove any statutory right that an Attendee has already acquired.

16.4 If a registered Attendee becomes aware of an amendment that materially and adversely affects their participation in the Conference and, as a result, no longer wishes to attend, they may contact the Organiser in writing to request cancellation.

16.5 The Organiser will consider any request made under clause 16.4 reasonably and on a case-by-case basis, having regard to the nature and significance of the amendment, the timing of the request, costs and commitments already incurred by the Organiser, the Refund Policy and applicable law. Where appropriate, the Organiser may offer a refund, partial refund, credit or another reasonable resolution.

16.6 Minor, administrative or operational amendments that do not materially and adversely affect an Attendee's participation do not give rise to an entitlement to cancel or receive a refund.

17. Consumer rights, severance and governing law

17.1 These Terms are subject to the Australian Consumer Law. Any provision found to be unfair, void or unenforceable is severed to the extent necessary, and the remainder of these Terms continues in full force and effect.

17.2 These Terms are governed by and construed in accordance with the laws of Victoria, Australia. The parties submit to the exclusive jurisdiction of the courts of Victoria and any courts hearing appeals from them.

17.3 Subject to any rights or remedies that cannot lawfully be excluded, these Terms, together with the Privacy Policy and the Refund Policy, constitute the agreement between the Organiser and each Attendee in relation to the Conference. Nothing in this clause excludes liability for misleading or deceptive conduct, misrepresentation, or any other matter that cannot lawfully be excluded.

18. Contact

Email: admin@embedconference.com.au

Website: https://embedconference.com.au

Organiser: Serenmed Pty Ltd, ACN 687 831 376

We may update these Terms and Conditions periodically. The current version is always available on the Conference website.