Terms and Conditions

Papua New Guinea Occupational Therapy Gathering 2027

10–17 July 2027  |  Nusa Island Retreat, Kavieng, New Ireland Province, PNG

Terms and Conditions

These terms and conditions are an agreement between you and Nature OT Pty Ltd (ABN [34102342106]) (“NatureOT”, “we”, “us”). They apply to your registration for the Papua New Guinea Occupational Therapy Gathering 2027 (the “Gathering”). By submitting a registration form and paying a deposit, you agree to these terms. Please read these terms and conditions in full before you register.

1. About the Gathering

1.1       The Gathering is an occupational therapy professional development experience. It is designed and facilitated by NatureOT, acting as a provider of professional education and continuing professional development (CPD) for occupational therapists.

1.2       The Gathering is a professional development experience. NatureOT does not provide therapy, counselling or any other health or clinical service to participants. Experiential, nature-based and reflective activities are included as learning activities for your professional practice.

1.3       The Gathering is open to qualified occupational therapy practitioners/academics, occupational therapy students, and others at NatureOT’s discretion. We may ask for evidence of eligibility.

1.4       A certificate of attendance listing core program hours will be provided. You are responsible for deciding whether and how the Gathering contributes towards your own continuing professional development (CPD) requirements under your registration or licensing standard.

1.5       The Gathering is hosted at Nusa Island Retreat, an independently owned and operated island accommodation near Kavieng in New Ireland Province, Papua New Guinea.https://www.nusaislandretreat.com/. The venue is remote, and access to medical services is limited (see clause 10).

2. The Nature OT Program

2.1       The Program comprises;

• design and facilitation of the professional development program for the Gathering
• pre-event and post-event online connection and community co-creation of aspects of the Gathering
• program materials and a certificate of attendance. The Nature OT Program is provided by Nature OT Pty Ltd (ABN 34102342106).

2.2       The content themes described on the event website and sales page (insert URL link) indicate the key content of the Gathering. The Gathering uses a flexible learning approach informed by discussion, questioning and reflection, so additional content may be included, or minor content omitted, depending on the needs and preferences of participants.

2.3       Activities may be rescheduled or adapted because of weather, tides, safety or group needs. These minor changes do not give rise to a refund. Significant changes are dealt with in clause 6.2.

3. Registration

3.1       To register, you must complete the registration form, including your payment preference and invoicing details (full payment or payment plan).

3.2       NatureOT will email an invoice to the email address in your registration form. Payment can be made by EFT or credit card.

3.3       A place is held for 7 days pending payment of the deposit. Your registration is confirmed only once we receive your deposit or full payment.

3.4       After your registration is confirmed, we will send you a health and wellbeing form so you can tell us about any medical, accessibility or other needs that support your safety and wellbeing at the Gathering. Please email any changes to bronwyn@natureot.com.au at any time. We will check these details with you closer to the event.

3.5       You are responsible for your own travel to and from Kavieng, including flights, PNG entry visa, passport validity, travel insurance, vaccinations and any other personal costs. See clause 8 for requirement to provide evidence of travel insurance as a condition of participation.

3.6       With your consent (given in the registration form), we will pass your name and preferred contact details to Nusa Island Retreat, who will contact you to arrange your accommodation booking. You may also contact them directly at info@nusaislandretreat.com. See clause 11 for how we handle your information.

4. Fees and payment

NatureOT Program fee

4.1       The NatureOT Program fee is $1,600 AUD per person. No GST applies.

4.2       Payment plans are available. The full NatureOT Program fee must be paid by Friday 12 March 2027 (120 days in advance of the Gathering).

4.3       A deposit of $400 AUD is payable at registration to secure your place.

4.4       If full payment is not received by 12 March 2027, we will contact you by the e-mail and phone number you provided on your registration form. If payment is still not received within 7 days of that contact, your registration will be treated as a cancellation by you under clause 5.

5. If you choose to cancel (NatureOT Program only)

5.1       All ticket queries and cancellations must be emailed to bronwyn@natureot.com.au. Your cancellation date is the date we receive your email.

5.2       This clause applies to the NatureOT Program fee only. You must cancel your accommodation booking directly with Nusa Island Retreat, and its cancellation policy will apply.

5.3       Transfer. You may transfer your registration to another person at no cost, provided that:

• you notify us by email by 10 June 2027 (30 days before the event start date)
• the new registrant meets the eligibility criteria in clause 1.3 and agrees to these terms and conditions
• any outstanding balance of the NatureOT Program fee is paid before the transfer is confirmed
• the new registrant makes their own accommodation arrangements with Nusa Island Retreat.

Any payment between you and the new registrant is a private arrangement. You remain responsible for your registration until we confirm the transfer in writing.

5.4       Refund. Subject to any non-excludable rights under applicable consumer protection laws (including the Australian Consumer Law), if you cancel your registration, the cancellation amount and any refund or balance payable in respect of the fixed Nature OT Program fee of $1,600 AUD are calculated by the date Nature OT receives your cancellation email, as follows:

• More than 60 days before the event start date (on or before 10 May 2027): the cancellation amount is $400 AUD, representing NatureOT’s reasonable, non-recoverable costs.
• 60 or fewer days before the event start date (on or after 11 May 2027): the cancellation amount is $800 AUD, being 50% of the $1,600 AUD Nature OT Program fee and representing NatureOT’s reasonable, non-recoverable costs.

5.5       Refunds are processed within 14 days of your cancellation request.

5.6       Unavoidable circumstances. If you need to cancel because of serious illness, injury, bereavement or natural disaster, please contact us at bronwyn@natureot.com.au. We will consider each situation with care. Travel insurance may cover these circumstances (see clause 8).

6. If NatureOT cancels or changes the Gathering

6.1       Cancellation for reasons within our control. If NatureOT cancels the Gathering for reasons within its control, you will receive a full refund of all amounts paid to NatureOT within 14 days.

6.2       Significant changes. If we make a significant change to the dates, location, core facilitator or program structure of the Gathering we will notify you promptly. You may elect to either accept the change or to cancel your registration and receive a full refund of all amounts paid to NatureOT within 14 days.

6.3       Facilitator unavailability. If the lead facilitator is unable to deliver the Gathering due to serious illness, injury or death, we will either arrange a suitably experienced replacement facilitator or offer a rescheduled date. If you do not wish to accept the replacement or new date, you will receive a full refund of all amounts paid to NatureOT within 14 days.

6.4       Limit of liability for cancellation. Subject to non-excludable rights under consumer protection laws, Nature OT’s liability for cancellation, postponement or significant change of the Gathering is limited to the refund of amounts paid to Nature OT as set out in this clause 6. Nature OT is not liable for costs paid to third parties, including flights, travel insurance, visa fees, or accommodation, meals and activities booked directly with Nusa Island Retreat. You are responsible for ensuring your travel insurance covers third-party cancellation and disruption costs, and for pursuing any refunds for the Nusa Island Retreat booking directly under Nusa Island Retreat’s separate cancellation policy.

7. Force Majeure

7.1“Force Majeure” means circumstances beyond NatureOT’s reasonable control that make it impossible, illegal, unsafe or inadvisable to run the Gathering as planned.

            These include:

• fire, flood, earthquake, volcanic activity, cyclone or extreme weather
• failure of utilities or transport, including flight cancellations or suspension of services to the venue
• widespread disease or a public health emergency
• strike or industrial action
• war, terrorism or civil unrest
• government orders or travel restrictions, or Australian Government (Smartraveller) advice to “Reconsider your need to travel” or “Do not travel” for the event location.

7.2       NatureOT will use all reasonable efforts to run the Gathering despite a Force Majeure event.

7.3       If the Gathering is cancelled or postponed due to Force Majeure, NatureOT will use reasonable efforts to reschedule it. You may then choose either:

(a)        a place at the rescheduled Gathering; or

(b)        a refund of all amounts paid to NatureOT

7.4       To the extent permitted by law (and without limiting any non-excludable statutory consumer guarantees), Nature OT is not liable for any other loss, cost or expense arising from a Force Majeure event, including travel or accommodation expenses incurred with third parties.

8. Insurance

8.1       The NatureOT Program fee does not include insurance of any kind.

8.2       As a condition of attending, you must hold travel insurance that includes overseas medical cover and emergency medical evacuation for the duration of your travel. We will ask for evidence of this in the form of a certificate of currency from your travel insurer before the Gathering.

8.3       We strongly recommend that you take out travel insurance when you register, and that it also covers cancellation of your participation or of the Gathering, travel disruption, and loss of or damage to personal property.

8.4       NatureOT holds professional indemnity and public liability insurance relating to its delivery of the NatureOT Program. This insurance does not cover your personal travel, medical, property or cancellation costs.

9. Health, safety and your participation in activities provided by Nature OT

9.1       Remote location. Nusa Island Retreat is on a small island in a remote region. Medical facilities are limited, and serious illness or injury may require evacuation at your own cost. You are responsible for checking current Smartraveller advice for Papua New Guinea, and for obtaining medical advice before travel, including about vaccinations and malaria prevention.

9.2       Your fitness to participate. Some activities take place outdoors, in tropical conditions, and may involve walking on uneven ground, water, or sun exposure. You are responsible for deciding whether you are fit to take part in each activity, and for telling us about any needs that may affect your safety (clause 3.4).

9.3       Choice and consent. All activities are invitational. You may choose not to take part in, or to step back from, any activity at any time.

9.4       Reflective content. The Gathering includes personal and professional reflection, which may sometimes bring up strong feelings. The Gathering is not a substitute for therapy or personal counselling. If you have concerns about how the program might affect you, please talk with us before registering.

9.5       Emergencies. In an emergency, you authorise NatureOT and Nusa Island Retreat to seek medical assistance on your behalf and to share relevant health information with medical providers. Any costs are your responsibility.

10. Participant conduct

10.1     The Gathering is a small, shared learning community. All participants agree to:

• treat other participants, facilitators, Nusa Island Retreat staff and local community members with respect, courtesy and inclusion
• behave in a way consistent with the professional standards and code of conduct that apply to occupational therapists
• respect local culture, customs, land and sea, and follow guidance on cultural protocols
• care for the natural environment of Nusa Island and its surrounds
• follow reasonable safety instructions from NatureOT
• use alcohol responsibly and not use illegal drugs
• respect the confidentiality of group discussions (clause 12).

10.2     Harassment, discrimination, bullying, aggressive or unsafe behaviour will not be tolerated.

10.3     If a participant’s behaviour is unsafe or seriously disrupts the Gathering, NatureOT may, after raising the concern with the participant where it is safe to do so, ask them to leave the NatureOT Program. In that case, NatureOT will determine whether any partial refund of the NatureOT Program fee is appropriate, having regard to the timing of removal, reasonable non-recoverable costs incurred by NatureOT, and any rights you may have under the Australian Consumer Law. The participant is responsible for their own costs, including any change to accommodation or travel arrangements.

11. Privacy

11.1     NatureOT collects personal information you provide during registration and before the Gathering, including your name, contact details, professional details, payment information, , emergency contact, and health information you choose to provide.

11.2     We use this information to manage your registration, communicate with you, support your safety and wellbeing, issue your certificate of attendance, and meet our legal obligations.

11.3     With your consent, we will share your contact details with Nusa Island Retreat for you to arrange your accommodation booking. We will not sell your information or share it for marketing purposes.

11.4     Health information is stored securely, accessed only by people who need it to support your safety, and deleted within 3 months after the Gathering unless we need to keep it because of an incident.

11.5     You may ask to access or correct your personal information at any time by emailing bronwyn@natureot.com.au. Our privacy policy is available at https://www.natureot.com.au/pages/privacy-policy.

12. Confidentiality, photos and recordings

12.1     Group confidentiality. Personal stories and reflections shared during the Gathering are confidential to the group. You may share what you have learned, but not personal information about other participants, or anything that could identify them, without their consent.

12.2     Client information. When discussing your practice, you must de-identify any information about clients, patients or colleagues, in line with your professional and legal obligations.

12.3     Recordings. You may not video or audio record any facilitated part of the Gathering.

12.4     Photos. NatureOT may take photos during the Gathering. We will use photos in which you can be identified for promotional purposes only if you have given consent in your registration form, and you may withdraw that consent at any time. Please ask other participants before photographing them or posting images of them online.

13. Intellectual property

13.1     All content and materials provided as part of the NatureOT Program, including program content, manuals, handouts and resources, are owned by NatureOT, and are protected under the Copyright Act 1968 (Cth). Nothing in these terms or your participation in the NatureOT Program transfers ownership of any intellectual property rights to you or grants you any rights other than the licence expressly set out in clause 13.2.

13.2     You may use the materials for your own learning and in your own professional practice. You may not copy, reproduce, republish, distribute, sell, adapt or create derivative works from the materials for any other purpose, including training others, without NatureOT’s prior written permission. Subject to these terms, NatureOT grants you a revocable, non-exclusive, non-transferable, royalty-free licence to use the materials for your own learning and in your own professional practice. NatureOT may revoke this licence immediately if you breach these terms or misuse the materials. Upon revocation, you must immediately cease using the materials and, upon request, return or destroy all copies in your possession or control, except that you may continue to apply any general knowledge and skills gained through the program.

13.3     When you refer to concepts or frameworks from the Gathering in your own work, please acknowledge NatureOT as the source. When you refer to concepts or frameworks from the NatureOT Program in your own work, please acknowledge NatureOT as the source.

14. Professional responsibility

14.1     The information provided at the Gathering is professional education. You are responsible for all decisions about applying it in your practice, including meeting any requirements of your employment, registration, insurance, risk management and compliance obligations.

14.2     NatureOT does not make any representation, warranty or guarantee, verbal or written, about the outcomes you will achieve from the Gathering.

15. Limitation of liability

15.1     To the extent permitted by law, NatureOT is not liable for any loss, damage, injury or expense arising from:

• services provided by any other third party, including accommodation, meals, transport and optional activities
• your travel to and from the Gathering location
• your own acts or omissions, including failure to follow safety instructions or to disclose relevant health needs.

15.2     To the extent permitted by law, NatureOT’s total aggregate liability to you arising out of or in connection with the Nature OT Program, whether in contract (including breach of contract), tort (including negligence), statute or otherwise, is limited to the Nature OT Program fee of $1,600 AUD. This limit does not apply to liability that cannot lawfully be excluded or limited, including any non-excludable rights or guarantees under the Australian Consumer Law. Nothing in these terms excludes, restricts or limits any liability to the extent the law does not permit it to be excluded, restricted or limited.

16. Feedback, complaints and disputes

16.1     We welcome your feedback. If you have a concern or complaint about the NatureOT Program, please email bronwyn@natureot.com.au. We will acknowledge your complaint within 5 business days and aim to resolve it within 21 days.

16.2     Dispute resolution process. If a dispute arising of or in connection with these terms or the Nature OT Program cannot be resolved informally, the parties agree to use reasonable endeavours to resolve it through the following steps before commencing court proceedings (except where urgent interlocutory relief is required):

1. a) Good faith negotiation: A party must give written notice specifying the dispute to the other party. The parties will negotiate in good faith to resolve the dispute within 21 days of notice.
2. b) Mediation: If unresolved after 21 days, either party may refer the dispute to mediation administered by an independent dispute resolution body (such as the Australian Dispute Centre or Resolution Institute). The mediation may take place online or in Adelaide, South Australia (or another agreed location). Each party will bear its own costs of legal representation, and the parties will share the mediator’s fees equally.
3. c) Court proceedings: If mediation does not resolve the dispute within 30 days of the mediator’s appointment, either party may commence legal proceedings in a court of competent jurisdiction.

16.3     Concerns about Nusa Island Retreat services should be raised directly with Nusa Island Retreat.

16.4     Nothing in this clause 16 prevents you or Nature OT from seeking urgent interlocutory or injunctive relief, contacting a consumer protection regulator (such as Consumer and Business Services SA or the Australian Competition and Consumer Commission), or exercising any statutory remedies or rights under non-excludable laws.

17. General

17.1     Your consumer rights. Nothing in these terms excludes, restricts or modifies any rights you have under the Australian Consumer Law.

17.2     Changes to these terms. We may update these terms for future registrations. Changes will not apply to a registration already confirmed unless you agree.

17.3     Severability. If any part of these terms is found to be invalid or unenforceable, the remainder continues to apply.

17.4     Governing law and jurisdiction. These terms are governed by the laws of South Australia, Australia,. Subject to clause 16 and to any mandatory, non-excludable consumer protection laws or statutory rights of a competent jurisdiction that apply to you as a consumer, the parties submit to the non-exclusive jurisdiction of the courts of South Australia and any courts entitled to hear appeals from them.

17.5     Contact. Nature OT Pty Ltd, bronwyn@natureot.com.au, 0412 404 700.