Registration of Clients and Participants
Clients and participants must complete the appropriate Registration Form for the service, program or event they wish to attend, in full and return it to firstname.lastname@example.org
Registrations for Wellbeing Services must be completed prior to an initial appointment.
Registrations for events and programs must be completed 14 days prior to event commencement.
Registration closes 7 days prior to any event.
Optimal Health retains the right to refuse registering participation where:
a. The event is fully booked under the terms of the Service Agreement
b. The event is fully booked under the terms of the advertised number of placements
c. The attending participant has not submitted a registration form within the specified timeframes
d. Registering organization makes request for additional participation 7 days or less prior to an event
e. Ad hoc and impromptu desire to attend at the time of the event without following due registration process
Payment for Online Services
All clients are required to complete a client registration form and consent to the service or services they will engage with. Payment is required via PayPal 48 hours prior to confirm your appointment or when making the booking online
We aim to do our best to provide a punctual service because you are important.
Please demonstrate value in your investment to work with us by also being on time. We understand that sometimes plans change, so talk with us to find a solution.
Otherwise cancellation within 48 hours prior of scheduled appointment will incur a transaction fee of $11 with the remainder of the payment refunded. Cancellation 48 hours or less prior to a scheduled appointment will result in zero refund. Rescheduling an appoint 48 hours prior of scheduled appointment will incur no fees. Rescheduling 48 hours or less prior to a scheduled appointment will result in zero refund and loss of payment requiring full payment if wanting to rebook.
Rescheduling is an option for anyone who is experiencing illness, grief or misadventure.
Confirmation email containing a link to the online appointment is issued by the relevant practitioner within 24 hours of the scheduled appointment.
Payment for Individuals attending Programs and Public Events
Once registered, participants will then receive a tax invoice for the training with payment terms to complete the registration process. The registered participant or registering organisation is responsible for the payment of fees once registered. When payment has been received registered participants will receive a confirmation email of event attendance
Full payment must be made within 72 hours of issue of tax invoice to secure placement. After 72 hours of issue of tax invoice, if payment has not been made, the registering participant or organisation will receive notice of cancellation of registration.
Optimal Health will not guarantee a placement where cancellation of registration has been issued due to non-payment. Re issuing of tax invoice due to late payment will incur a $35 administration fee.
If making a late registration, 14 to 7 days prior to an event, immediate payment will be required.
Payment for Companies commissioning Private Events
The registering organisation is responsible for the payment of fees once a Service Agreement has been executed. A tax invoice will be issued upon execution of Service Agreement for the full amount of the Service Agreement with payment terms of 14 days in full.
Full payment must be made within 14 days of issue of tax invoice to enact the terms of the Service Agreement. Non-payment of the tax invoice within 14 days, as the agreed terms, nullifies any and all obligation for Optimal Health to provide any services in full or part and the Service Agreement is deemed invalid.
Where payment terms have been breached in the cycle of Optimal Health providing multiple services through multiple Service Agreements Optimal Health retains:
a. the right to engage its debt collection agency for any outstanding payment
b. the right to cease any and all services
c. the right to charge interest on the outstanding monies
d. the right to be reimbursed for the cost of bad debt collection
Registration process for individual participants attending Private Events is the same as outlined above as universal practice. All other terms and conditions in this document apply to Private Events also
Please choose services, programs, events, workshops carefully. Once registrations are processed refunds can only be made when:
a. A workshop is cancelled, or the date is changed by Optimal Health
b. A written request is received no less than 14 days prior to a workshop or program, please see above for online services.
c. A medical certificate is provided in the event of illness, grief or misadventure
All event, program and workshop refunds will incur a $35 administration fee per participant except where a workshop has been cancelled by Optimal Health. Full or partial non-attendance of registered participants will incur the full registration fee. Refunds will not be given where a participant has breached the terms of Participant Conduct, Obligations and Restrictions as outlined below.
Refunds will not be given where registering organizations commissioning private events fail to:
a. Achieve the number of potential participants under the terms of their Service Agreement
b. Ensure registered participants attend
If the registering company/commissioning organization cancels or reschedules any confirmed Private Event or service Optimal Health will credit/refund where cancelling or rescheduling occurs:
a. 31 days or more before the service was scheduled to commence, 50% of the paid service fee will be refunded
b. 15 to 30 days before the service was scheduled to commence, 25% of the paid service fee will be refunded
c.14 days or less before the service was scheduled to commence, 0% of the paid service fee will be refunded.
Transfer / Substitution
1. You can transfer to another workshop/date (of the same value) on one occasion, pending availability, by notifying Optimal Health in writing seven days prior to workshop commencing
2. You cannot transfer to another workshop or substitute a registered participant for a new participant on the day of the event
3. You can substitute a registered participant for an alternative participant 14 days prior to an event, with the request for substitution in writing (email) and by submitting a registration form for the substitute participant at the same time of request for notification
4. Substitutions will incur and administration fee of $35 payable at time of substitution
5. Optimal Health retains the right to refuse substitution if Optimal Health believes that the substitution will have a negative impact on the group/event or facilitator/practitioner and is not obliged to provide refund for change of mind
Workshop, Event, Training and Program Cancellations
We make every attempt to ensure that workshops, trainings and programs run. However, Optimal Health reserves the right to alter any arrangements, including cancellations if required. We will notify you of any cancellations and changes as soon as possible, usually this will be seven days prior to the event date/s.
Optimal Health is not responsible for travel-related costs that may be incurred as a result of cancellations.
In the event Optimal Health cancels a workshop, you can choose whether to transfer, on one occasion, to another workshop of the same value (pending availability) or receive a refund.
If the agreed terms under the Service Agreement or Registration process are not adhered to by the participants and or registering organization, Optimal Health retains the right to cease service immediately without providing refund or reimbursement of any form due to the client, participants and registering organization breaching the terms of service
Individual Cancellations for One to One Engagement by referring Agency
If a participant cancels or reschedules any confirmed one to one service with Optimal Health, with less than 48 hour’s notice, Optimal Health will charge the registering organisation or participant (which ever applies) for the full amount of the cancelled session in addition to the cost of the additional session. Continued cancellation may result in suspension of service by Optimal Health.
Organisational Cancellations for Group Consultancy
If a client/organisation cancels a scheduled group consultancy within 10 days of the event they are liable for the full cost of the cancelled service.
If a client/organisation reschedules a scheduled consultancy within 10 days of the event they are liable for the 25% cost of the cancelled service in addition to the full cost of the new service.
If a client/organisation reschedules a scheduled consultancy less than 10 days of the event they are liable for the 50% cost of the cancelled service in addition to the full cost of the new service.
It is accepted by the client, participant and or registering organisation or organisation or company or client that Optimal Health is not liable for any injuries or loss suffered due to participation in training and or workshops and or programs or any service provided by Optimal Health.
The client, participant and or registering organisation or commissioning organisation/company shall indemnify and keep indemnified Optimal Health from pre-existing participant and registering organisation issues and third-party disputes.
The client, participant and or registering organisation and or commissioning organisation/company shall indemnify and keep indemnified Optimal Health from and against all claims.
Clients, participants and registering organisations, private and public events, acknowledge that participating in services, training or programs does imply any transfer of intellectual property from Optimal Health to either the client, participant or the registering organisation and undertake:
a. Not to copy the Training and Program Materials or Documentation except where such copying is incidental or necessary for the purposes of completing the relevant Wellbeing Service, Training Course or Program
b. Not to rent, lease, sub-license, loan, translate, merge, adapt, vary or modify the Wellbeing Service, Training and Program Materials or Documentation
c. Not to alter, or modify, the whole or any part of the Wellbeing Service, Training and Program Materials or Documentation, nor permit the Training Materials or any part of them to be combined with, or become incorporated into, any other materials
d. To include the copyright notice of Optimal Health on all entire and partial copies you may make of the Wellbeing Service, Training and Program Materials or Documents on any medium referencing Optimal Health’s intellectual property where permission for use has been granted
e. Not to provide or otherwise make available the Wellbeing Service, Training and Program Materials or Documentation in whole or in part, in any form to any person without prior written consent from Optimal Health
Client and Participant Conduct, Obligations and Restrictions
Clients and participants must ensure that their own behaviour and that of persons under the client's or participant’s supervision is not offensive to other participants or general public - as deemed by Optimal Health Code of Conduct and or the Optimal Health practitioner/facilitator conducting the event facilitating the service.
Participants may enter the event or training space only during the hours of facilitation stated on their confirmation of attendance or as otherwise agreed by Optimal Health management.
Distance participants, online clients and registering organisations using their own technology to access events and programs are responsible for the provision and function of their own technology.
Where face to face training/programs is provided, unless specified that online participation will be provided by Optimal Health, Optimal Health is not responsible for the provision, set up, maintenance or functioning of the online hosting system.
Where providing programs of support, prevention and intervention that do not constitute an online service, the client or participant must attend in person.
The client or participant will conduct themselves in a cordial, responsible, proper and orderly manner and will not permit or commit any act, matter or thing which may offend, injure or tend to offend or injure others and the reputation of Optimal Health.
Optimal Health retains the right to refuse participation where ad hoc and impromptu participants desire to attend an event at the time of the event.
Emergency procedures are to be followed and adhered to for all events and scenarios.
Optimal Health accepts no responsibility for any injury incurred at training by a participant nor any subsequent cost related to that injury. Optimal Health takes no responsibility for the loss or damage to a participant’s personal property, including money or other valuable items at events.
Companion animals including dogs are permitted to accompany participants, pets are not permitted at training.
Any participants presenting under the influence of alcohol and or illicit substances will be refused participation and refunds will not be provided.
Any participants presenting with aggressive and or offensive behaviour will be refused participation and refunds will not be provided.
Any participants disrupting and or undermining the learning environment will be refused participation and refunds will not be provided.
Participants may only smoke in areas designated by venue management.
Participants must not undertake any illegal activity on site.
Clients and participants must not record images of people during a service, at an event or at training, unless with their prior consent and in the case of minors the prior consent must be from their legal guardians.