Terms and Conditions
ACHPER Victoria Annual State Conference
Presenter Terms and Conditions
ACHPER Victoria is committed to providing high-quality professional learning experiences that support Health and Physical Education and Recreation teachers across all settings. Our annual Victorian State Conference brings together educators and experts to share evidence-informed practice, innovative ideas and practical strategies that enhance teaching and learning.
By submitting a presentation proposal, you acknowledge and agree to the following terms and conditions:
1. Submission and Primary Contact Responsibilities
1.1. The individual who submits a proposal (the "Primary Contact") agrees to be the main point of communication between ACHPER Victoria and all co-presenters and is responsible for ensuring all co-presenters are informed of conference communications, requirements, and deadlines.
1.2. The Primary Contact agrees they have obtained the consent of all co-presenters to share their personal information (e.g., name, organisation, contact details) with ACHPER Victoria for the purpose of event planning, communications, and publication.
1.3. The Primary Contact confirms that all co-presenters have read and agreed to abide by these Presenter Terms and Conditions before submission.
1.4. Any changes to presenters (e.g., withdrawals, replacements) must be communicated in writing to ACHPER Victoria as soon as possible.
2. Registration and Attendance Requirements
2.1. All accepted presenters must register for the conference by the registration deadline provided by ACHPER Victoria. Failure to do so may result in withdrawal from the conference program.
2.2. Practicing teachers and tertiary educators selected to present will receive complimentary registration for the day of their presentation, limited to two presenters per session.
2.3. Presenters representing commercial organisations will receive complimentary attendance for their presentation only.
3. Commercial Presentation Guidelines
3.1. Sessions must remain educational and must not promote commercial products, services, or brands within the session content.
3.2. Delegates' contact details must not be collected for commercial use.
3.3. Sponsorship acknowledgements may occur briefly at the beginning or conclusion of a session but must not dominate session content.
4. Presentation Requirements
4.1. Standard presentations are 60 minutes in length, inclusive of question time.
4.2. Presentations must comply with all relevant copyright laws and appropriately reference external sources.
4.3. Presentation materials must align with Victorian Curriculum and Assessment Authority (VCAA) guidelines where applicable.
4.4. All session resources (slides, handouts, supporting materials) must be submitted to ACHPER Victoria by the deadline provided by ACHPER Victoria for distribution to delegates via the conference portal.
5. Presenter Status and Conduct
5.1. Presenters participate as independent contributors and are not employees of ACHPER Victoria.
5.2. Presenters must always conduct themselves professionally and respectfully. ACHPER Victoria reserves the right to withdraw an invitation to present if, in its reasonable opinion, the presenter’s conduct could harm the reputation or integrity of ACHPER Victoria or the event.
6. Intellectual Property
6.1. Presenters retain ownership of any intellectual property they create in connection with their presentation.
6.2. By participating in the conference, presenters grant ACHPER Victoria (including any of its trading names such as Active Education Australia) an irrevocable, perpetual, non-exclusive, royalty-free licence to use, reproduce, and distribute the presentation and any associated materials (e.g. slides, handouts, supporting content) for educative and related purposes. This includes the potential for materials to be made available to educators as part of ACHPER Victoria’s Anywhere PD offering.
6.3. Presenters must ensure that all materials comply with relevant copyright laws and that all third-party content is appropriately cited and credited.
7. Recording and Use of Materials
7.1. If your session is selected for recording, you consent to ACHPER Victoria recording (audio and/or video) your presentation. These recordings may be used for educational or promotional purposes, including future access through the Anywhere PD platform.
8. Compensation, CRT Support, and Travel
8.1. Unless otherwise expressly communicated in writing by ACHPER Victoria, compensation will not be offered or provided to presenters for participation in the conference.
8.2. If compensation, CRT (casual relief teacher) support, travel, or accommodation assistance is to be provided, it must be pre-approved in writing by ACHPER Victoria prior to the event.
8.3. Where applicable, presenters must submit an invoice upon completion of their presentation. ACHPER Victoria will process approved payments within 30 days of receiving the invoice.
8.4. Presenters are responsible for managing and funding their own travel and accommodation unless otherwise agreed in writing by ACHPER Victoria.
8.5. Travel is undertaken at the presenter’s own risk. ACHPER Victoria is not liable for any costs, losses, or disruptions incurred due to changes in travel restrictions, government orders, or other unforeseen circumstances.
9. Conflict of Interest Disclosure
9.1. Presenters must disclose any actual, potential, or perceived conflicts of interest related to the content of their session during the submission process and again at the start of the session if selected.
9.2. Presentations must remain unbiased, evidence-informed, and free from the influence of commercial interests.
By submitting a proposal to present at the ACHPER Victoria Annual State Conference, you acknowledge that you have read, understood, and agreed to comply with these Presenter Terms and Conditions.
References to “ACHPER Victoria” in this document include any affiliated or trading names such as Active Education Australia, under which ACHPER Victoria may operate or deliver services. All terms and obligations outlined herein apply equally to these entities.
