Frequently Asked Questions

The following FAQs were updated on Friday 19 August 2022.


General questions

1. What types of registrations are available?

There are currently two ways you can access the 8th IWG World Conference on Women & Sport:

The ‘Inspire Pass’ offers an outstanding virtual experience accessible from almost anywhere in the world via our world-class online conferencing system – OnAir by EventsAir. This Pass will offer you live content, international speakers and storytellers, and interactivity to support collaboration and networking across borders. When you register for this type of pass, you receive a unique log-in for our virtual platform. During the event, you will be able to watch presentations and interact with others live online, choosing what sessions you attend over the four days. You will also be able to go back and watch content on-demand.

> Choose the Inspire Pass if you plan to dial in from outside Aotearoa New Zealand, or you don’t know your travel plans yet. It’s very easy to switch passes.

The ‘InspirePLUS Pass’ is the best of both worlds. You will get the full virtual experience offered by the Inspire Pass, woven together with an exceptional in-person experience in Auckland CBD, New Zealand. You will get to attend physical events, with world class speakers and highly interactive workshops and sessions designed using open learning principles. You will also be able to meet colleagues from around the world in-person, to network, collaborate, and plan for the future. Not to mention, the ability to connect with hundreds of others around the world via our virtual platform, expanding your global network widely.

> Choose the InspirePLUS Pass if you will join us in-person in Tāmaki Makaurau Auckland CBD, Aotearoa New Zealand. 

Both of these passes give you full access to the virtual platform for an extended period post-event, so you can watch back any content on-demand.

 

1a. Where is the Conference being hosted for those joining in person?

Aotea Centre | Te Pokapū
Auckland Central Business District (CBD)
Aotearoa New Zealand. 

 

2. Can you please explain the registration prices?

The 8th IWG World Conference on Women & Sport is a not-for-profit event with an estimated staging cost of NZD $2 million.

It is being delivered by Women in Sport Aotearoa (WISPA), the current Secretariat for the International Working Group (IWG) on Women & Sport. WISPA is a small New Zealand charity, and we are funding the event through grants, sponsorship and paid registrations.

We are incredibly grateful for the government grants we have received. The registration prices are as low as we can possibly make them thanks to these grants, to help us to break even post-event. This is not a commercial event. 

The rates reflect the costs of delivering both an in-person meeting in Auckland CBD, New Zealand and an integrated online event in parallel via our virtual platform.

Your registration is a contribution toward hard costs like venue, catering, staffing and security for the in-person event, plus production, live streaming and networking tools for the virtual event.

We have determined an average cost for hosting each individual, and the majority of these costs are being covered by grants and sponsorship. Registrations make up the balance of our costs.

We are incredibly grateful to the New Zealand Government, plus our corporate sponsors, grant funders and other financial and value-in-kind supporters – thank you again! Without your help, we could not stage the 8th IWG World Conference on Women & Sport, and we could not offer these registration prices.

 

3. Can you please explain the registration price bands?

We have set three registration price points, following guidance from the World Bank rankings of World Economies:

  • High Income (Band 1)
  • Upper Middle Income (Band 2)
  • Low and Lower Middle Income (Band 3)

The purpose of using these rankings is to help as many people as possible attend the 8th IWG World Conference on Women & Sport, by subsidising the rates for developing nations.

The World Bank is an international development organisation owned by 187 countries. Its role is to reduce poverty by lending money to the governments of its poorer members to improve their economies and to improve the standard of living of their people. It is the global standard by which economies are ranked. Learn more about The World Bank here.

The pricing bands are not set to match your personal or organisational income. They are set according to where your country’s economy ranks according to the World Bank. The registration prices are not commercial rates. We are pleased to have been able to offer charity / not-for-profit rates from the outset. 

 

4. Is there any financial assistance being offered?

No. The 8th IWG World Conference on Women & Sport is a not-for-profit event, so we cannot offer any financial assistance. Please look at the answer to Q2 for more detail about our funding model and Q3 for information about pricing.

If you require financial assistance to purchase a registration and/or to cover your travel costs to Tāmaki Makaurau Auckland CBD, Aotearoa New Zealand, we recommend that you approach your institution, your employer, local councils or grants funders to apply for support. Please keep an eye on our website, as we will be continually loading information about the programme, the speakers and the content, to help you build your case for financial assistance.  

 

5. What is GST?

Registration prices exclude Goods and Services Tax (“GST”) which is New Zealand’s consumption tax.

GST is charged at a rate of 15% and it is added to the price of most goods and services supplied in New Zealand. So if you live in New Zealand, you will pay an additional 15% on top of the registration price for an individual registration. NZ corporations can claim GST back on any registrations purchased.

GST is charged at a rate of 0% (“zero rated”) to people who are outside New Zealand at the time the service is performed. So if you live internationally, you will not pay this tax.

Please note that in some cases, tax may be applied on any switches. Read 3. Switching your Pass in our terms and conditions here

 

6. Is there a student discount option?

Yes. Our student rate is subsidised for those that are not able to pay the full registration rate. Full-time students who are not also in full-time employment qualify for this rate. Again, the purpose is to help as many people as possible attend the 8th IWG World Conference on Women & Sport, by subsidising the rates for those with less financial means. The rest of the costs are being covered by grants and sponsorship. Please look at the answer to Q2 for more detail about our funding model and Q3 for information about pricing. A Student ID and letter or similar evidence from your education provider stating that you are in full-time study will need to be uploaded at the time of registration, confirming your eligibility. If you need further information about student rates, please email iwg@theconferencecompany.com.

 

7. Is there a group registration discount option?

Yes. Please refer to Group Registration FAQs further below.

 

8. I want to come to the conference in person, but I’m not sure if I’d be able to get a visa / gain access to New Zealand. What should I do?

New Zealand borders will be fully open by 31 July 2022. If you are travelling from a nonvisa waiver country, please visit the Immigration New Zealand website for more information on entry requirements. 

We will update this section regularly. For further information please visit the New Zealand government website here.

 

9. I’ve brought an InspirePlus Pass for the hybrid event, what happens if I can’t get into New Zealand?

Your registration is for the hybrid in-person/virtual experience. If you have purchased this registration and you cannot or you decide not to travel to New Zealand, you can easily switch to the Inspire Pass (virtual experience) and you will be refunded the difference in cost between the two passes. To switch, please email iwg@theconferencecompany.com requesting the switch between passes, please use ‘Switch my Pass’ in the subject line.

You will not be charged an administrative ‘switch fee’ for any changes made. Please read our Registration Pass Terms and Conditions here so that you are fully informed of any fees.

Please refer to the special section at the top for any questions related to registrations purchased prior to the postponement announcement.

 

10. My submission has been accepted to be presented at the conference, do I have to purchase a registration?

Yes. You are required to register by a set deadline for the 8th IWG World Conference on Women & Sport, and so will each of those co-presenting with you. In light of recent border announcements, registrations are currently on hold until the New Year, please check back later for new deadline.

Please refer to Q8 for current information about the New Zealand border closure. If you are unsure of what action to take please email iwg@theconferencecompany.com for advice.

 

11. What happens if the in-person part of the conference is cancelled, or the conference is cancelled in its entirety?

We will be doing our utmost to deliver both the in-person and virtual events, however, there may be circumstances that affect that.

In order to preserve the integrity of the in-person part of the event, we have postponed it in its entirety to November 2022.

Please read our Terms and Conditions here.

 

12. Can I cancel my registration?

Please read our Registration Pass Terms and Conditions here.

Please note, that cancelling your registration does not automatically cancel your hotel and travel arrangements if you have booked these through our agency. Individuals are responsible for cancelling their own hotel and travel reservations and any associated costs.

Please refer to the special section at the top for any questions related to registrations purchased prior to the postponement announcement.

 

13. How will the virtual platform work?

OnAir by EventsAir is a secure world class online space that will allow all participants, speakers, panellists and contributors to meet and interact freely across the course of the Conference. When you receive your personalised link, we urge you to go into the platform as soon as possible, and make sure that your login is working correctly. Familiarising yourself with the platform will also make the experience much easier and more fun once the event starts, as you’ll know how to navigate around the agenda, submit questions, enter and leave meeting rooms and join networking activities. When you log in to the platform, there will be an opportunity to upload a photo and bio. Make sure you do, so everyone gets to know you!
 
We will have a technical helpline active during the event, but please test access pre-event. Inside the platform, there is a live support function – look for a red icon of a person wearing headphones. You can click on this at any time once the Conference is live. There are also training videos in the platform that you can take a look at before the live Conference.

 

14. When will I receive my link to the virtual platform?

Access to the online platform will be sent by email one week prior to the Conference. Please check your junk folder if you do not receive the access email, or email iwg@theconferencecompany.com

 

15. What time zone will the programme be in?

The primary time zone will be in New Zealand Standard Time (NZST), however when you log into the platform you can convert the programme timings to your own time zone. Our programming team will be working to schedule keynotes and big sessions at the beginning and end of each day NZST, so that people from different timezones can tune in live. Recorded content will be on the platform ASAP, to enable same-day on-demand viewing.

 

16. What computer capabilities do I need?

We recommend that you have reliable internet to get the most out of the Conference. Hardwired internet is generally more reliable and faster than WiFi.

You will be provided with a weblink to the online meeting platform. Google Chrome is the recommended browser. If you typically use Internet Explorer or Safari, it is recommended that you download Chrome prior to the Meeting.  Full online support will be available to all the virtual attendees before and during the Conference.

We strongly advise that you participate in the Conference via a desktop or laptop computer that has speakers. Mobile devices are supported however the best experience will be via computer.

 

17. Will the virtual programme be the same as the in-person programme?

To some extent, yes.

The 8th IWG World Conference on Women & Sport is being designed around five themes and seven lenses, so these will be common across both the in-person and the virtual experiences. Many of the same topics and presenters will be available across both. However, we know that joining a conference online is very different than being there in-person, so we will be applying bespoke ideas and solutions to create the best possible participant experience, either way.

So, for example on the online platform, presentations will be shorter, networking activity will be more structured, and live interactivity options will be offered throughout sessions.

In-person, participants will be supported in an open-learning environment, and encouraged to collaborate, brainstorm and work together, live.

 

18. How can I gain media access?

Media registration is still in progress, please check back later.

 

19. What is included in my registration?

See ‘How To Participate’ section on the Conference website here

 

20. Will there be catering provided at the event?

Yes. If you have any dietary requirements, you will be able to provide your preferences when you register.

 

21. Do I need to print my ticket to get access?

No, but you will need to sign in at the registration desk at the venue and online. You will be emailed a barcode that you can access on your phone to make this process easy. 

 

22. Will there be a conference app?

Yes, it will be launched pre-event.

 

23. Does IWG have a preferred hotel provider?

Our conference agency has set up a range of accommodation options. When you are completing your registration, you will be shown preferred accommodation options if you would like to book immediately. You can also contact them directly by email at iwg@theconferencecompany.com for information and rates.

 

24. I have a question that is not answered here, who do I contact?

Please email iwg@theconferencecompany.com


Group Registrations

1. What is the group discount?

Groups of five or more will receive a 5% discount applied to each individual registration, less the administration fee.

For more information on Registration Terms and Conditions


2. How do I
qualify for a group discount?

A group must consist of five or more paying participants*.

They can include Inspire (virtual) and InspirePLUS Passes or both across the registration bands (1, 2 & 3).

*Student registrations are excluded from the group rate and cannot be used to access a discount.

 

3. Do I need to confirm my group before I register?

Yes. Before you register, you need to ensure you have a group of five or more participants confirmed.

If you are Registering as an Individual (forming a Group or Delegation of 5+) but paying individually.

  • All members of your group need to be ready to register as you will only have ten working days to complete the registration process. 
  • You need to organise a group reference name and ensure each member of the group uses the same reference when they register, so we can verify your group. Group ref example: IWG TEAM
  • Before you register, please read the Registration Terms and Conditions 

All members of your group need to be registered within ten working days of each other, otherwise, your group discount will not qualify. Your registration will only be confirmed when your group is verified.

Your registration will be switched back to the full rate and you will be invoiced the difference if your group doesn’t meet the minimum requirements of 5 people or more.

Before you register, please read the Registration Terms and Conditions 

If you are Registering on behalf of a Group or Delegation. Please contact us at iwg@theconferencecompany.com and we will advise on what to do next.

 

4. How do I register a group or delegation?

DELEGATION OR GROUP 5+

Option 1: Registering on behalf of a Group or Delegation

If you are registering and paying on behalf of a group or delegation, our team will create a bespoke quote based on your requirements. You will need to provide:

  • Contact details for all the members of your group
  • Pass type (Inspire or InspirePLUS) and
  • Band number 1, 2 or 3 – based on world economy rankings

We will apply a 5% discount, based on the registration passes and bands you choose. Group discounts may incur administration fees.

Once your order is complete, you will receive a single invoice for payment.

Before you register, please read the Registration Terms and Conditions 

To start the registration process, please email iwg@theconferencecompany.com 

 

Option 2: Registering as an Individual (forming a Group or Delegation of 5+)

BEFORE YOU REGISTER:

  • All members of your group need to be ready to register as you will only have ten working days to complete the registration process. 
  • You need to organise a group reference name and ensure each member of the group uses the same reference when they register, so we can verify your group. Group ref example: IWG TEAM
  • Group discounts may incur administration fees. Before you register, please read the Registration Terms and Conditions 

TO ACCESS YOUR DISCOUNT:

1. During the registration process, select the option “I am registering as part of a group but paying individually” 

2. Under Group Name, add your Group Reference Name

3. Select the Band for the type of pass you have selected.

4. Add the Discount Code IWGGROUP in the field.

All members of your group need to be registered within ten working days of each other, otherwise, your group discount will not qualify. Your registration will only be confirmed when your group is verified.

Your registration will be switched back to the full rate and you will be invoiced the difference if your group doesn’t meet the minimum requirements of 5 people or more.


DELEGATION OR GROUP < 5 (Less than 5 people)*

*Not eligible for GROUPInspire Pass (5% discount).

OPTION 1: Registering on behalf of a Delegation or Group

If you are registering and paying on behalf of a group or delegation with less than 5 people, you will need to provide:

  • Contact details for all the members of your group
  • Pass type (Inspire or InspirePLUS) and
  • Band number 1, 2 or 3 – based on world economy rankings

Once your order is complete, you will receive a single invoice for payment.

Before you register, please read the Registration Terms and Conditions 

To start the registration process, please email iwg@theconferencecompany.com 

OPTION 2: Registering as an individual (forming a Group or Delegation of less than 5)

Each member of your Delegation can register and make payments independently.

During the registration process, select the option: “I am registering as an individual”

When your Delegation has registered, a member from your group can email a list of the names to info@womeninsport.org.nz and we will promote your group’s participation on our IWG channels.

Before you register, please read the Registration Terms and Conditions 

 

5. I have already registered for the conference. How do I adjust my current registration to be included in a group rate?

Please contact us at iwg@theconferencecompany.com to make changes to your registration.

 

6. Are there administration fees for groups less than 5?

No. Administration fees apply to group discounts and cancellations.

For more information, please read the Registration Terms and Conditions.


This section is for Participants and Presenters registered prior to the postponement announcement on 16 December 2021.

Registered Participants:

1. I have registered for the conference, and now the date has changed, do I need to do anything?

We have sent an email to registered participants regarding next steps. At this stage, you do not need to do anything but if you want to make any changes to your registration, please email our agency The Conference Company at iwg@theconferencecompany.com. If you cannot join us on the postponed dates, you will be entitled to a refund or you can transfer your registration onto someone else. If you had planned to join us in-person on a hybrid pass (the “InspirePLUS Pass”) and you can no longer travel to Aotearoa New Zealand, you can switch to a virtual-only pass (the “Inspire Pass”). Equally, you can switch from virtual-only to a hybrid pass. All changes to registrations are subject to our Terms and Conditions, published August 2021. In good faith, we will not be charging cancellation or switch fees to any Presenters or Registered Participants making changes by 31st January 2022, although if you move from virtual only (the “Inspire Pass”) to hybrid (the “InspirePLUS Pass”) the difference in cost will apply. 

 

Presenters:

1. I had my presentation accepted for the conference, and now the date has changed, do I need to do anything?

We sent you an email on the 16th of December 2021 outlining the next steps. If you haven’t received this email or your situation has since changed, please contact us at iwg@theconferencecompany.com

2. I had my presentation accepted for the conference, and now I am unable to attend the way I had planned. Can I change and present virtually instead of in-person or in-person instead of virtually? 

See Q1.

 

3. Can I withdraw? What about a refund?

Yes, you will need to email iwg@theconferencecompany.com to inform us of your intention to withdraw. If you have registered already and can no longer attend in-person and/or virtually, in good faith we will not be charging cancellation or switch fees up until 31st January 2022. After this date, an administration fee will apply. Please see our Registration Pass Terms and Conditions here.

 

4. Can I swap presenters?

See Q1.

 

5. I had my presentation accepted, but was unable to attend due to various reasons and withdrew my presentation prior to the postponement announcement, but now that the date has changed, I’d like to present again, can I?

See Q1. 

 

6. There was a cut-off date for presenters to register by to confirm their presentation spot, has this date changed? When is it?

We will let you know the new deadline via email. Please make sure your details are up to date with our agency, if they have changed please contact iwg@theconferencecompany.com

 

7. Are there presentation guidelines to help prepare for my presentation?

The IWG Programming team is working on setting up the appropriate guidelines to help presenters submit the required information to deliver. Your main presenter will receive the guidelines closer to the time of the event by email.

This section will be updated regularly. Please check back later.


General questions related to the postponement:

1. What happens if (for whatever reason), the conference is unable to be delivered on the new dates, what happens then?

A: The planned hybrid in-person and virtual format is still considered the ideal way to experience the event, so postponement allows us to try and preserve the vision to create a highly interactive, collaborative and connected event in-person, matched with an equally vibrant experience online. But we are realistic enough to know that in the current environment created by COVID-19, the in-person portion of event might again be impacted and in that case, its likely we will have to cancel it. If this was to happen, the online experience will come to the foreground and all participants registered for the hybrid (the “InspirePLUS Pass”) will be switched to the virtual registration (the “Inspire Pass”) or be given the option to withdraw. Please read our Registration Pass Terms and Conditions here.

 

2. Your new dates overlap with the new/incoming United Kingdom Secretariat, what does this mean for them?

A: The United Kingdom is scheduled to take over the IWG Secretariat and World Conference 2022 – 2026 quadrennial from 1 October 2022. We have been working with them closely since they were confirmed as the next secretariat. Their start date will not be impacted and we are delighted to have their support for the postponement, despite the fact it does take us approximately 7 weeks into their hosting period. 

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