Registration Information

Tickets
Main conference registration covers the three day conference Friday 24th – Sunday 26th March 2023 Ticket holders are also entitled to do the self-drive tour for Monday 27th March, which is self-catered. Details of the self-drive tour will be provided at the Conference.

Main conference days of Friday 24th – Sunday 26th March includes the following meals:

Friday – tea and coffee facilities, buffet dinner. Cash bar available at dinner.
Saturday – morning tea, packed lunch (eaten at venue/taken on field trip), Conference dinner. Cash bar available at dinner.
Sunday – morning tea, packed lunch (eaten at venue/taken on field trip)
Monday – self-catered.

Please specify any allergies or other dietary requirements in your registration.

Conference Dinner Guests
Additional tickets are available for the Conference dinners on Friday and Saturday nights. This is ideal for partners travelling to the area with a delegate, but not attending the Conference itself. Dinners are wonderful social opportunities to catch up with people with similar interests, enjoy the dinner speakers, take part in a fundraising auction, and partake in the cash bar. Dinner guests must be escorted by a conference member (no sales to those not accompanied by a conference delegate, speaker, host, or organiser), and will be expected to act appropriately throughout.

NZTCA Non-members are welcome to join our association and enjoy the full conference experience. Membership for one year is included in the price of non-member conference tickets. Ongoing membership is currently $50 p.a. and includes affiliation with your local branch, access to field trips and other local events, the TreeCropper magazine, members-only sections of the NZTCA website and more.

Note, membership covers a family, so a couple attending require only one non-member ticket to join, and can then use member tickets for other members of the immediate family.

Please bring with you:

A water bottle and your own mug
A cushion for comfort when listening to speakers
Sun protection, rain protection
Cash for great deals in stalls, bar, raffles etc.
Mask, RAT tests and sanitiser, and use as recommended
A lunch bag and cool pack will be useful if you are doing the Cairns/Papaya field trip

Field Trips
Field Trips have been arranged for Saturday and Sunday afternoons. Please choose your Field Trip preferences for both Saturday and Sunday before starting your Registration Process.

Accommodation
Accommodation is not included with the conference ticket. We have included information on places to stay on our accommodation page, plus links to common booking sites for alternative options. As there are a number of other events taking place over the same weekend, we recommend booking your accommodation early.

For those who wish to stay on-site, limited campervan/caravan spaces are available on the Racecourse site. These MUST be fully self-contained. Access to toilets overnight, but there are no shower facilities at any time. No power is available. Spaces are available from Thursday to Sunday nights inclusive at $20 per night and must be booked with your registration, no turn-up’s accepted. Available options for nights of stay from 2-4 nights over the conference weekend are Friday and Saturday nights (2), Friday to Sunday nights (3) inclusive, Thursday to Saturday nights (3) inclusive, and Thursday to Sunday nights (4) inclusive. No single nights or other combinations of nights available. No pets on-site please due to risks with other animals in the vicinity. Please print a copy of your ticket and display it on the left-hand (passengers) side of the dashboard or front window for the duration of your stay.

There are further campervan/caravan spaces available at Trinity Farm just 4km away at $30 per night for those who need accessible bathroom and kitchen facilities. There are very limited places available. This must be booked with your registration, no turn-up’s accepted. Available options for nights of stay from 2-4 nights over the conference weekend are Friday and Saturday nights (2), Friday to Sunday nights (3) inclusive, Thursday to Saturday nights (3) inclusive, and Thursday to Sunday nights (4) inclusive. No single nights or other combinations of nights available. No pets on-site please due to risks with other animals in the vicinity. Please print a copy of your ticket and display it on the left-hand (passengers) side of the dashboard or front window for the duration of your stay.

Disclaimer
Note that we do our best to deliver the conference to you as advertised. However, any items advertised as included in the conference, including conference speakers, field trips, social functions and other activities are subject to change without notice and any such change does not constitute a reason to cancel your registration.

Refund Policy

Where possible we have negotiated contracts to minimise any losses in the event that we are required to cancel the conference due to Government instruction. However as the conference draws closer, there are some costs that will be unavoidably incurred. So the Wellington-Horowhenua Branch and National Office is not out of pocket the following refund policies will be applied.

Refunds due to Covid
If the conference is cancelled under direction of the Government, then

95% of conference fees paid by you (excluding booking fees) will be refunded if that cancellation occurs before midnight on 16 March 2023
65% of conference fees paid by you (excluding booking fees) will be refunded if the conference is canceled between 17 and 23 March 2023
no refund will be given from the conference commencement date – 24 March.

If you have booked self-contained camper/caravan accommodation through the conference website, 100% of that accommodation fee paid by you will be refunded if the conference is cancelled prior to its commencement.

In the event that the conference has to limit numbers attending due to Government instruction, you will be confirmed in date order of your registration. Therefore if you register early, you will be given priority to attend. If the allowable number quota has already been filled by early registrants, you will be given the option to be placed on a waiting list or to receive a full refund of fees paid by you. If you opt to go on the waiting list and are not successful in gaining a conference place, you will receive a full refund of conference fees paid by you.

In the situation where within 7 days of the commencement of the conference you are unable to attend due to illness with Covid or suspected Covid, or you are in compulsory isolation or you are an identified as a “close contact” of someone with Covid, and you notify us at least 24 hours prior to the commencement of the conference, then you will receive a refund equivalent to 40% of the conference fees paid by you, minus booking fees. You can under these circumstances transfer your registration to another Treecrops member at no charge. The organisers must be notified within 24 hours of any transfer with your details and the details of the replacement person, including name, branch, email address and mobile number.

General refunds
With the exception of refunds due to Covid set out above, no refunds will be given except where the conference organisers cancel the conference due to low registration numbers or other unforeseen circumstances. Where possible, conference fees paid by you under this situation will be refunded in full, minus booking fees.

Registrations can be transferred to another Treecrops member up until two weeks prior to the conference commencement date at no charge. The organisers must be notified within 24 hours of any transfer with your details and the details of the replacement person, including name, branch, email address and mobile number. Any transfer within 2 weeks of the commencement of the conference will incur a $20 fee (except for Covid as set out under the section “Refunds due to Covid” above). Payments must be agreed and arranged between the transfer parties. The conference organisers will not pay any refunds as a result of any transfer.

Covid Safety Requirements

While at the conference we will expect everyone to follow the applicable Covid requirements and recommendations.

If you feel unwell just prior to the conference, please do not attend until you have had a clear Covid test. If you become unwell with Covid during the conference, we expect you to immediately let the conference organisers know, social distance, wear a mask, leave the conference at the earliest opportunity.

Please bring RAT tests, a mask and hand sanitizer with you to the conference, and use them in accordance with any official guidelines in place at the time of the conference.

This policy does not replace any Government –directed requirements of Ministry of Health policies, guidelines or advice in force at the time of the conference.

.Refunds due to Covid
If the conference is cancelled under direction of the Government, then

97% of conference fees paid by you will be refunded if that cancellation occurs before midnight on 17 March 2022
67% of conference fees paid by you will be refunded if the conference is cancelled between 18 and 24 March 2022
no refund will be given from the conference commencement date – 25 March.

In the situation where within 14 days of the commencement of the conference you are unable to attend due to illness with Covid or suspected Covid, and you are awaiting the outcome of a Covid test, or you are in compulsory isolation or you are an identified as a “close contact” of someone with Covid, and you notify us at least 24 hours prior to the commencement of the conference, then you will receive a refund equivalent to 50% of the conference fees paid by you. You can under these circumstances transfer your registration to another Treecrops member at no charge. The organisers must be notified within 24 hours of any transfer with your details and the details of the replacement person, including name, branch, email address and mobile number.