Registration Terms and Conditions

• Full payment for registration fees must be received prior to the Meeting.
• All prices are in New Zealand dollars and include Goods and Services Tax of 15%.
• If you cancel your registration prior to 15 December 2025, you will receive a refund less a cancellation fee of $150. Cancellations made after this date are non-refundable.
• The Privacy Act 2020 provides that, before your name and contact details can be published in a list of participants you must give your consent.  If you select ‘Yes, I do want my details to be included in the list of participants’ on the registration form or by email, your details may be distributed to:
  a) Conference delegates, sponsors and exhibitors       
  b) Organisers of future Climate and Cryosphere events
• If, for reasons beyond the control of the Organising Committee, the Conference is cancelled, registration fees will be refunded after the deduction of expenses already incurred.
• By registering for the Conference you are confirming consent for any video and photographs taken at the Conference, in which you may appear, to be used by the Association in promotion of the Conference.
• By registering for the Conference, you are consenting for your data to be used as per the “Data Consent Policy”.  If you decide against your data being used, your registration will be cancelled and refunded to you, less the cancellation fee above.

Participant Conduct

You will conduct yourself in a professional manner that is free from any form of discrimination, harassment, or retaliation.
You will treat all participants with respect and consideration to create a collegial, respectful, inclusive, and professional environment at the Climate and Cryosphere Open Science Conference 2026.

Legal Claim

This agreement is subject to the law of New Zealand. In the event of any legal claims arising from either party, New Zealand shall be the sole court of jurisdiction. 

Programme 

The Committee reserve the right to modify the programme, which is published as an indication only.

Accommodation Terms and Conditions (if applicable)

• Prices are in New Zealand dollars and include Goods and Services tax of 15%.
• A credit card guarantee is taken at the time of booking. The credit card will be charged by the hotel as specified below.
• Rates provided for each of the hotels are room only and are specific to the Conference dates only. 

TRYP by Wyndham Wellington

• Individual Bookings
  • A credit card guarantee for the full stay is required to secure your booking. The credit card details submitted on this booking form will be securely transferred to the hotel. The hotel will charge the full amount on this credit card for your booking 30 days before your arrival.  
  • If you cancel your reservation on or after Thursday 8 January 2026 or fail to check in on the arrival date you have specified, the credit card provided will be charged a cancellation fee of all nights booked.
• Group Bookings
  • Group bookings of 8 or more rooms are required to pay a deposit of 20% of the total booking to hold the rooms. From Tuesday 9 December 2025 this deposit is non-refundable. Full payment for all rooms is due before Tuesday 9 December 2025. If payment is not received by this date, then the rooms will be released for sale to other attendees and the 20% deposit retained. Rooms cancelled after Thursday 8 January are non-refundable.
• Room configurations are subject to availability. The requested configuration will be sent to the hotel but cannot be guaranteed.
• You will be asked to provide credit card details for pre-authorisation on check in.  If you do not wish to use your credit card then alternatively you can pay a deposit on check in.
• You will be responsible for settling the remaining balance and any additional nights booked at the time of check in and any incidentals incurred upon departure. Please be advised the hotel will apply a surcharge of 2% to Visa and Mastercard payments, and 3% for American Express payments, payment by cash or EFTPOS will not incur a surcharge.
• Check-in time is 3PM. Check-out time is 11AM.

Oaks Wellington Hotel 

• Individual Bookings
  • A credit card guarantee for the full stay is required to secure your booking. The credit card details submitted on this booking form will be securely transferred to the hotel. The hotel will charge the full amount on this credit card for your booking 30 days before your arrival.  
  • If you cancel your reservation between Thursday 8 January and Friday 23 January 2026, the credit card provided will be charged a cancellation fee of 1 night.  If you cancel your reservation on or after Friday 23 January 2026, or fail to check in on the arrival date you have specified the credit card provided will be charged a cancellation fee of all nights booked.
• Group Bookings
  • Group bookings of 8 or more rooms are required to pay a deposit of 20% of the total booking to hold the rooms. From Tuesday 9 December 2025 this deposit is non-refundable. Full payment for all rooms is due before Tuesday 9 December 2025. If payment is not received by this date, then the rooms will be released for sale to other attendees and the 20% deposit retained. Rooms cancelled after Thursday 8 January are non-refundable.
• Room configurations are subject to availability. The requested configuration will be sent to the hotel but cannot be guaranteed.
• You will be asked to provide credit card details for pre-authorisation on check in.  If you do not wish to use your credit card then alternatively you can pay a deposit on check in.
• You will be responsible for settling the remaining balance and any additional nights booked at the time of check in and any incidentals incurred upon departure. Please be advised the hotel will apply a surcharge of 2% to all credit card payments, payment by cash or EFTPOS will not incur a surcharge.
• Check-in time is 2PM. Check-out time is 10AM.

Ibis Wellington 

• Individual Bookings
  • A credit card guarantee for the full stay is required to secure your booking. The credit card details submitted on this booking form will be securely transferred to the hotel. The hotel will charge the full amount on this credit card for your booking on check in.  
  • If you cancel your reservation on or after Thursday 8 January 2026 or fail to check in on the arrival date you have specified, the credit card provided will be charged a cancellation fee of all nights booked.
• Group Bookings
  • Group bookings of 8 or more rooms are required to pay a deposit of 20% of the total booking to hold the rooms. From Tuesday 9 December 2025 this deposit is non-refundable. Full payment for all rooms is due before Tuesday 9 December 2025. If payment is not received by this date, then the rooms will be released for sale to other attendees and the 20% deposit retained. Rooms cancelled after Thursday 8 January 2026 are non-refundable.
• Room configurations are subject to availability. The requested configuration will be sent to the hotel but cannot be guaranteed.
• You will be asked to provide credit card details for pre-authorisation on check in.  If you do not wish to use your credit card, then alternatively you can pay a deposit on check in.
• You will be responsible for settling the remaining balance and any additional nights booked at the time of check in and any incidentals incurred upon departure. Please be advised the hotel will apply a surcharge of 2% to all credit card payments, payment by cash or EFTPOS will not incur a surcharge.
• Check-in time is 2PM. Check-out time is 11AM.

Sojourn Apartments 

• Individual Bookings
  • A credit card guarantee for the full stay is required to secure your booking. The credit card details submitted on this booking form will be securely transferred to the hotel. The hotel will charge the full amount on this credit card for your booking on check in.  
  • If you cancel your reservation on or after Thursday 8 January 2026 or fail to check in on the arrival date you have specified, the credit card provided will be charged a cancellation fee of all nights booked.
• Group Bookings
  • Group bookings of 8 or more rooms are required to pay a deposit of 20% of the total booking to hold the rooms. From Tuesday 9 December 2025 this deposit is non-refundable. Full payment for all rooms is due before Tuesday 9 December 2025. If payment is not received by this date, then the rooms will be released for sale to other attendees and the 20% deposit retained. Rooms cancelled after Thursday 8 January 2026 are non-refundable.
• Room configurations are subject to availability. The requested configuration will be sent to the hotel but cannot be guaranteed.
• You will be asked to provide credit card details for pre-authorisation on check in.  If you do not wish to use your credit card, then alternatively you can pay a deposit on check in.
• You will be responsible for settling the remaining balance and any additional nights booked at the time of check in and any incidentals incurred upon departure. Please be advised the hotel will apply a surcharge of 2% to all credit card payments, payment by cash or EFTPOS will not incur a surcharge.
• Check-in time is 2PM. Check-out time is 12PM.