FAQs

WHO SHOULD ATTEND THE CONFERENCE?
Climate Adaptation 2025 is Australia’s preeminent adaptation event and an opportunity for delegates to meet with and learn from their peers, researchers, and practitioners. The conference is a must for anyone planning for adaptation in their organisation, implementing adaptation options, assessing climate risks or preparing to do so, and for researchers working to build the knowledge to support these activities.

The delegates at Climate Adaptation 2025 will include representatives from:

• The Australian government
• State agencies
• Local government
• Emergency management
• The insurance and finance sectors
• Information communication
• Transport
• Infrastructure
• Urban design
• Health and disease prevention
• Landscape architects
• Property development
• Peak industry bodies
• Consultants
• Universities and research institutions
• Energy providers and networks
• Non-government organisations.

WHY SHOULD I ATTEND THE CONFERENCE?
This conference is dedicated to adaptation. Attending Climate Adaptation 2025 is your opportunity to renew networks and connections, share learnings and experience from previous, get up to speed on the latest research and thinking nationally and internationally, improve your skills and take the opportunity to be immersed in the national adaptation conversation.

CAN I ATTEND THIS CONFERENCE VIRTUALLY?
This conference will be delivered as an in-person event and is designed to provide delegates with the opportunity to meet with and learn from their peers, researchers, and practitioners. The conference does not have a virtual component.

WHAT ARE THE CONFERENCE DATES AND VENUE?
Climate Adaptation 2025 is being held Wednesday, 23 July to Friday, 25 July 2025 at the Pan Pacific Perth, Western Australia.

HOW DO I GET TO THE CONFERENCE VENUE?
The conference venue is a short walk from most Perth CBD hotels. Click here for a map, to help plan your journey.

IS THERE PARKING AT THE CONFERENCE VENUE?
The Pan Pacific Perth offers mostly undercover/protected parking with CCTV. Payment is processed via license plate recognition - simply pay by credit card at the paywave machine located at the carpark exit. Cash or card payments can also be made at the hotel reception in the lobby. Click here for more details. 

HOW MUCH DOES IT COST TO ATTEND THE CONFERENCE?
Click here for available conference passes and pricing.

NOTES:

• Proof of student status is required to purchase a student pass, you will be asked to upload a photo of your student ID card or letter from your supervisor certifying you are enrolled as a 'full-time student' at time of registration.
   
• Early bird passes are available until 11:59pm on Friday, 28 February 2025. To qualify for early bird pricing your conference registration pass must be purchased and paid for in full prior.

• Regular passes are effective from Saturday, 1 March 2025.

HOW DO I PAY FOR MY CONFERENCE REGISTRATION PASS?
All prices are in Australian dollars (AUD) and include GST. Conference passes must be paid by credit card (Visa, MasterCard or AMEX) during the online conference registration process. All credit card transactions incur a 3% payment processing fee.

Please note that conferences passes are only confirmed upon receipt of payment.

HOW WILL REGISTRATION PAYMENT APPEAR ON MY CREDIT CARD STATEMENT?
Payment of your registration fees will display as IVVY PTY LTD on your credit card statement.

I NEED A TAX INVOICE!
A tax invoice is provided for all paid registrations, you can download your tax invoice by using the link within your confirmation of registration email.

Should you require a tax invoice for each attendee please ensure you register each attendee separately.

WHAT IS THE CONFERENCE DRESS CODE?
Casual business attire is suitable for the conference and its social events.

CAN I SHARE MY CONFERENCE PASS WITH SOMEONE?
Splitting of conference passes is not allowed under any circumstances. Delegates who wish to attend must purchase a conference pass.

CAN I CANCEL MY CONFERENCE PASS?
Cancellations must be received in writing to the conference secretariat in line with the following schedule:

• 18 November 2024 to 30 April 2025 = 100% refund
• 1 May to 30 June 2025 = 50% refund
• 1 July to 25 July 2025 = no refund

I CAN NO LONGER ATTEND; CAN I GIVE MY CONFERENCE PASS TO SOMEONE IN MY ORGANISATION?
If you are unable to attend the conference after registering, a substitution from the same organisation is permitted at no charge. Notification of substitution must be submitted in writing by Tuesday, 22 July 2025. After this date, please bring written notification to the onsite conference registration team.

CAN I GET A REFUND, I DID NOT ATTEND THE CONFERENCE?
No refunds will be made for non-attendance at the conference, and any unpaid registration fees will still be payable.

In the case of medical emergency which has caused a registered delegate not to attend the conference, the conference secretariat must be provided with a medical certificate or appropriate documentation before any refund will be considered. When the conference secretariat is advised of a situation after the conference, and a refund is deemed to be appropriate, the delegate must still pay the administration fee along with any catering charges incurred because of their cancelled registration, for all catering events at which they were scheduled to attend.

CAN I HAVE LETTER OF INVITATION?
Please note that our policy is to only issue a letter of invitation to an international delegate once conference registration and full payment has been received. A letter of invitation from the conference does not guarantee entry into Australia. Please contact the conference secretariat to request a letter of invitation after your registration and payment has been submitted.

I NEED ACCOMMODATION, WHAT DO I DO?
Delegates are responsible for arranging their own accommodation directly with their preferred hotel, and must comply with the hotels rates, validity, terms, conditions and cancellation policies. 

We’ve secured preferential rates for conference delegates at select hotels. Visit the conference website for a list of suggested hotels and rates. Click here to view.

We recommend booking accommodation and flights early, as availability may be limited closer to the conference.

The conference organiser, secretariat, staff and/or its agents and others working under its authority do not accept responsibility for any accommodation booked by delegates.

DO I NEED TO RSVP TO THE SOCIAL EVENTS?
Registration as a delegate, sponsor or exhibitor attendee does not automatically constitute as confirmed attendance for any social events during the course of the conference. Every attendee (even those entitled to complimentary registrations) must respond in the affirmative as attending social functions by selecting options during the online registration process. Places at social functions are not held if an affirmative response is not received to the attending option.

As alcohol is on offer, all social functions are classed as a licenced event. The venue’s alcoholic beverage license requires that venue staff shall: (i) request proper identification (photo ID) of any person of questionable age and refuse alcoholic beverage service if the person is either under age or proper identification cannot be produced, and (ii) refuse alcoholic beverage service to any person who, in the venue’s judgment, appears intoxicated.

DOES THE REGISTRATION FEE INCLUDE INSURANCE?
Registration fees do not include insurance of any kind and delegates shall be regarded in every aspect as carrying their own risk for personal injury and loss or injury to property, including baggage during the conference. It is strongly recommended that delegates 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 organiser, secretariat, staff and/or its agents and others working under its authority for any person not holding insurance and any loss in this regard.

WILL THERE BE PHOTOGRAPHY AND VIDEOGRAPHY AT THE CONFERENCE?
Please note that photographs and video will be taken throughout the conference and at the social events. These will be used for promotional activities including display on websites and social media platforms. If you do not want your photograph or any video footage taken, or used, you are required to formally advise the conference secretariat in advance by email.

WHAT ABOUT CONFERENCE SECURITY?
The conference organiser, secretariat, staff and/or its agents and others working under its authority accept no liability for personal accident or 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 conference secretariat staff if this does not occur. If you have any questions, please contact the conference secretariat.

I HAVE SPECIAL DIETARY REQUIREMENTS - WHAT DO I DO?
Please advise the conference secretariat of any special dietary requirements when you register for the conference. Caterers at each function will be informed and suitable food for registered dietary requirements will be available. If you are unsure, please don’t hesitate to ask staff at the registration desk.

IMPORTANT - If your dietary request relates to a life-threatening allergy, please ensure that you advise the organisers as soon as possible.

I AM A SPEAKER, WHAT SHOULD I DO?
Please send your PowerPoint presentation to the conference secretariat by Friday, 4 July 2025.

Any changes can be provided to the conference secretariat up until Tuesday, 22 July 2025 after this time please bring your PowerPoint presentation with you to the conference.

Prior to the conference all speakers will receive communication regarding an on-site briefing to meet with their session chair, audio visual technician and to familiarise themselves with the room and the audio-visual equipment.

Speaker rehearsal allocations are available each day prior to the conference commencing, during morning/afternoon tea breaks and at lunch. If you would like to confirm a rehearsal allocation, please contact the conference secretariat prior to the conference to arrange.

All speakers must present themselves to the conference secretariat on arrival to collect their conference credentials.

SOCIAL MEDIA
Recording of presentations and workshops at the conference is not permitted under any circumstances, this includes any form of media, including but not limited to audio recordings, video recordings, or literal transcripts unless you acquire a written consent.

You are encouraged to use social media, such as Facebook, Instagram, Twitter, LinkedIn Google+, Snapchat and blogging at the conference as a way to summarise, highlight, review, critique, and/or promote the presented materials, or the conference in general, on the condition that: copyright law is observed, verbatim information is limited to a few quotes, and the author or speaker is referenced and cited appropriately. Please bear in mind that presenters have invested many hours in the development of materials for the conference and copyright laws apply.

Out of respect for the other participants, we ask that loud electronic devices be silenced, though they do not need to be switched off, so that they may be used to tweet, post or take notes in accordance with the above stated policy.

We encourage delegates to:

• Follow us on Twitter @nespclimate 
• Like us on Facebook @nespclimate 
• Like us on LinkedIn @nespclimate 
• Hashtags include #climateadapt2025  #CA25
• Blog, post, tweet, Instagram, Snapchat about what you are hearing and seeing
• Talk about products and services you see being showcased
• Share photographs
• Provide feedback to the conference secretariat
• Keep criticism constructive

We request delegates to refrain from:

• Using audio and/or video recording devices during sessions.
• Capturing, transmitting, or redistributing syllabus materials or the bulk of the material presented in a session. Doing so infringes on the intellectual property rights of the speakers.
• Engaging in rudeness or personal attacks.

WHAT ARE THE CONFERENCE TERMS AND CONDITIONS?
Conference terms and conditions can be viewed here.