Event Terms and Conditions

Last Updated: 25 June 2025

By participating in WaiMUN events, you understand and accept the following terms and conditions:

Behaviour

Attendees are expected to behave respectfully and professionally throughout the event. This applies to all interactions with staff, other attendees, and venue representatives, ensuring a positive and safe environment for everyone involved.

Engaging in disruptive or inappropriate behaviour during the event may lead to consequences. Such behaviour could result in a formal warning, temporary suspension from activities, or potentially immediate removal from the event venue at our discretion.

Catering

While some provisions may be available, individuals with severe allergies or complex dietary requirements should plan accordingly. To ensure your safety and meet your specific needs, we strongly recommend getting in touch with us through the inquiry form to make arrangements.

Accessibility

While some accessibility accommodations may be available, individuals with complex mobility, sensory, or other accessibility needs should plan accordingly. To ensure your safety and meet your specific requirements, we strongly recommend getting in touch with us through the inquiry form well in advance to discuss and arrange appropriate accommodations.

We'll make reasonable efforts to accommodate accessibility needs where possible; however, attendees and their parents/guardians are responsible for assessing whether the event environment and activities are suitable for their individual circumstances. Early communication regarding accessibility requirements is essential to allow adequate time for planning and implementation of necessary arrangements.

Photography

Please be aware that photos and videos may be taken and recorded by authorised personnel during the event. These media assets may be used for promotional, documentation, or other purposes related to the event or our organisation.

Supervision

All attendees are required to remain within the designated event boundaries and premises at all times during the event. Attendees must not leave the specified areas without prior authorisation from event organisers.

Should any attendee need to leave the premises for any reason, they must immediately notify event staff or organisers before departure. Upon notification of intended departure, organisers will contact the attendee's parent or guardian to inform them of the situation and coordinate appropriate arrangements.

Unauthorised departure from the event premises may result in immediate contact with parents/guardians and could lead to disciplinary action. This requirement is in place to ensure the safety and security of all participants throughout the event.

Parent/Guardian Access

Parents and guardians are permitted on the premises solely for dropping off and picking up attendees at designated times. Once drop-off is completed, parents and guardians must leave the event premises immediately and are not permitted to remain on-site during the event.

Parents and guardians are expressly prohibited from supervising, observing, or participating in any event activities. All supervision and care of attendees during the event will be provided exclusively by authorised event staff and organisers.

Any parent or guardian who remains on the premises beyond the designated drop-off period, or who attempts to supervise or interfere with event activities, will be asked to leave immediately. Failure to comply with this policy may result in the removal of their child from the event without refund.

Liability

Any loss, damage, injury, cost, or expense suffered or incurred by attendees while participating in or attending the event is expressly disclaimed by us, to the fullest extent permitted by law.

Attendees bring personal property to the event and venue entirely at their own risk. We cannot accept any responsibility for the loss, theft, or damage of any personal belongings brought onto the premises or while travelling to and from the venue.

To the fullest extent permitted by law, we disclaim responsibility for any loss, damage, injury, cost, or expense incurred by attendees during or in connection with the event. This includes but is not limited to personal injury, property damage, or financial loss, whether caused by negligence or otherwise.

Payments

Payments are due when registrations close. Attendees must ensure full payment is received by the registration closing date to secure their place.

Attendees may pay registration fees via direct bank transfer in New Zealand dollars (NZD). Account details (bank name, branch and account number, account name) will be provided on your registration confirmation. Any bank fees, charges or currency conversion costs are the responsibility of the payer. Please include your full name and registration ID as the payment reference so we can allocate your payment correctly.

We use Stripe, a third-party payment processor, to handle all credit and debit card transactions. By selecting this option, you authorise Stripe to charge your card for the full amount of your registration fees. Card details are processed securely by Stripe and are not stored on our systems. You agree to Stripe’s Terms of Service and Privacy Policy, available at https://stripe.com/.

Refund requests must be submitted in writing via the contact form or registration email at least 14 days before the event start date. Requests received fewer than 14 days before the event are not eligible for a refund. Approved refunds will be credited within 7–10 working days of approval. Any processing fees charged by Stripe or banks will not be refunded.