2.1 Registration Process

• Registration for events must be completed through the designated channels specified for each event.
• Registration may require the payment of fees, which will be clearly indicated prior to completion of registration.
• Some events may have limited capacity, with priority given to members of Kāpō Māori Aotearoa.
• For events with accommodation, members travelling from outside the hosting region may be given priority for on-site accommodation.

2.2 Confirmation and Identification

• Upon successful registration, you will receive a confirmation via email or other specified method.
• You may be required to present identification or your registration confirmation at the event.

2.3 Cancellations and Refunds

• Cancellation policies, including deadlines for refunds, will be specified for each event.
• In general, cancellations made more than 30 days before an event may receive a full refund minus any administrative fees.
• Cancellations made between 14-30 days before an event may receive a partial refund.
• Cancellations made less than 14 days before an event may not be eligible for a refund.
• In exceptional circumstances (e.g., medical emergencies, bereavement), refunds may be considered on a case-by-case basis.
• Kāpō Māori Aotearoa reserves the right to cancel or reschedule events if necessary. In such cases, registered attendees will be offered a full refund or the option to transfer their registration to the rescheduled event.

3.1 General Expectations

All attendees are expected to:

• Behave in a respectful and considerate manner toward all participants
• Follow the instructions of event organisers and staff
• Respect the facilities and venue
• Adhere to the tikanga (protocol) guidelines provided for the event
• Maintain confidentiality when requested or appropriate

3.2 Prohibited Behaviour

The following behaviours are strictly prohibited:

• Harassment, discrimination, or intimidation of any kind
• Disruptive, offensive, or harmful behaviour
• Damage to property or facilities
• Violation of health and safety protocols
• Unauthorised recording or transmission of event content without permission
• Any illegal activities

3.3 Consequences for Violations

Kāpō Māori Aotearoa reserves the right to:

• Ask any person exhibiting prohibited behaviour to modify their behaviour or remedy the situation
• Expel any attendee from an event without refund for serious or repeated violations
• Ban individuals from future events
• Report illegal activity to the appropriate authorities

4.1 General Accessibility

• We strive to make all events as accessible as possible for people with a range of disabilities and access needs.
• Venues are selected with accessibility considerations including wheelchair access, accessible toilets, and appropriate lighting.
• All promotional materials for events will include information about accessibility features and how to request accommodations.

4.2 Specific Accommodations

For all events, attendees can request specific accommodations during the registration process. Accommodations may include but are not limited to:

• Large print or braille materials
• Sign language interpreters
• Audio description
• Assistive listening devices
• Quiet spaces
• Dietary requirements
• Personal assistants/support persons (who may attend free of charge)

Requests for accommodations should be made at least 14 days prior to the event when possible to ensure we can make appropriate arrangements.

4.3 Service Animals

Guide dogs and other certified service animals are always welcome at our events. We ask that you indicate on your registration form if you will be bringing a service animal to help us make appropriate arrangements.

5.1 Official Photography and Recording

• Kāpō Māori Aotearoa may photograph, film, or record events for archival, promotional, or educational purposes.
• By attending our events, you grant Kāpō Māori Aotearoa permission to capture your image and voice in photos, videos, or recordings and to use these materials in any and all media for promotional, archival, or educational purposes.
• All official imagery will be respectful and appropriate.
• Official photographers will be clearly identified at events.

5.2 Opting Out of Photography

If you do not wish to be photographed or recorded, you may:

• Indicate this preference during registration
• Wear a designated indicator (such as a red lanyard or sticker) that will be provided at the event registration desk
• Inform photographers directly that you do not wish to be included
• Contact the event organisers for assistance

We will make reasonable efforts to exclude those who have opted out from identifiable images.

5.3 "No Photography" Events or Sessions

• Some events or specific sessions may be designated as "No Photography" zones.
• These will be clearly indicated in the event programme and with signage at the venue.
• In these designated areas or sessions, all photography, filming, and recording by participants is prohibited.

5.4 Attendee Photography and Social Media

Unless otherwise specified for a particular event or session:

• Casual photography by attendees for personal use is generally permitted.
• Before taking photos that prominently feature other attendees, please obtain their verbal consent.
• Sharing photos on social media should follow the same principles of consent and respect.
• Do not photograph presentation materials (slides, etc.) without the presenter's permission.
• Be mindful that some attendees may not wish to be photographed or identified on social media.

When sharing content from our events on social media, we encourage the use of our designated event hashtags.

6.1 General Safety

• In case of emergency, follow the instructions of event staff and venue personnel.
• Familiarise yourself with emergency exits and assembly points.
• Report any safety concerns to event staff immediately.

6.2 Medical Emergencies

• In case of a medical emergency, notify event staff immediately.
• First aid facilities will be available at all major events.
• If you have specific medical conditions that might require emergency assistance, we encourage you to disclose this information during registration.

6.3 COVID-19 and Other Public Health Measures

We will follow all current public health guidelines for events. Specific health protocols will be communicated prior to each event and may include measures such as:

• Mask requirements
• Vaccination or testing requirements
• Physical distancing measures
• Hand sanitisation stations
• Capacity limitations

These requirements may change based on current public health advice and will be updated accordingly.

7.1 Respect for Tikanga Māori

Our events incorporate tikanga Māori (Māori cultural protocols) as appropriate. All attendees are expected to participate respectfully in cultural elements such as:

• Pōwhiri (welcome ceremonies)
• Karakia (prayers)
• Waiata (songs)
• Mihimihi (formal greetings)

Guidance will be provided for those unfamiliar with tikanga Māori.

7.2 Cultural Sensitivity

• Show respect for Māori cultural values, practices, and perspectives.
• Be mindful of cultural intellectual property and traditional knowledge.
• Follow any specific cultural guidelines provided for individual events.

8.1 Presenter Content

• Presenters retain copyright of their presentations and materials unless otherwise agreed.
• Unauthorised recording, copying, or distribution of presentation materials is prohibited.

8.2 Confidentiality

• Some sessions may include the sharing of confidential or sensitive information.
• Attendees must respect any requests for confidentiality made by presenters or organisers.
• The Chatham House Rule (participants are free to use the information received, but neither the identity nor the affiliation of the speaker(s), nor that of any other participant, may be revealed) will be applied when specified.

9.1 Feedback Process

• We value your feedback on our events.
• Feedback forms will be provided for most events.
• You may also submit feedback via email to info@kapomaori.org.nz.

9.2 Complaints Procedure

• Concerns or complaints about any aspect of an event should be reported to event staff as soon as possible.
• For serious matters, please contact the Chief Executive or a member of Te Kahui Tumuaki (National Executive Board).
• All complaints will be handled confidentially and investigated thoroughly.