Terms and Conditions for International Delegates

1. Eligibility

To be eligible to attend the Youth Leadership Summit Tahiti 2026 as an international delegate, applicants must:

  • Be aged between 18 and 40 years at the time of the Summit;

  • Be a current Ordinary Member of the Pacific-Australia Youth Association Inc. (PAYA);

  • Submit a completed application through PAYA's official application process;

  • Receive and accept a formal offer of participation issued by PAYA;

  • Pay the international delegate registration fee by the specified deadline.

2. Registration Fee and Inclusions

The registration fee for international delegates is AUD $2,999.

This fee includes:

  • Four (4) nights of twin-share accommodation from Saturday 21 November to Wednesday 25 November 2026;

  • Daily breakfast;

  • All Summit lunches and dinners;

  • Participation in the Moorea excursion and associated activities;

  • Airport transfers within Tahiti;

  • Private transport between official Summit venues and activities;

  • Summit materials and delegate resources;

  • Participation in all workshops, site visits, cultural activities and networking events;

  • Participation in the Group Project Challenge;

  • PAYA Youth Leadership Summit Certificate and micro-credential.

The registration fee must be paid in full by the deadline specified in the acceptance email. Failure to pay by the due date may result in the withdrawal of the offer and reallocation of the place to another applicant.

3. Travel and Visa Requirements

International delegates are responsible for:

  • Booking and paying for their own return flights to and from Tahiti, French Polynesia;

  • Obtaining and maintaining comprehensive travel insurance;

  • Ensuring they meet all passport, visa, transit visa, immigration, health, and entry requirements;

  • Covering any personal expenses, including baggage fees, airport transfers outside official Summit arrangements, transit accommodation, meals outside the official program, telecommunications, and personal purchases.

PAYA is not responsible for costs incurred due to visa refusals, travel disruptions, flight cancellations, missed connections, weather events, airline schedule changes, or other circumstances outside of PAYA's control.

4. Participation and Conduct

Delegates are expected to:

  • Attend and actively participate in all official Summit activities, workshops, sessions, site visits, and events;

  • Contribute positively to discussions, group projects, and networking activities;

  • Conduct themselves in a respectful, professional, and culturally appropriate manner;

  • Respect local customs, laws, cultural protocols, and community expectations in French Polynesia;

  • Comply with PAYA policies, including the Code of Conduct, Child Protection Policy, PSEAH Policy, and any event-specific guidelines;

  • Follow reasonable instructions provided by PAYA organisers, volunteers, speakers, accommodation providers, and the Local Summit Committee.

PAYA reserves the right to withdraw participation without refund where a delegate's behaviour is considered inappropriate, unsafe, discriminatory, unlawful, or disruptive to the event.

5. Cancellation and Refund Policy

Registration fees are generally non-refundable.

If a delegate withdraws after accepting their place, PAYA is not obligated to provide a refund.

In exceptional circumstances, such as serious illness, bereavement, or documented visa refusal, PAYA may consider a partial refund at its sole discretion. Any approved refund may be reduced to account for costs already incurred by PAYA on behalf of the delegate.

Should PAYA cancel the Summit, delegates will be advised of available refund options. PAYA will not be responsible for any external costs incurred by delegates, including flights, insurance, visas, or accommodation booked independently.

6. Health, Safety and Medical Information

Delegates must disclose any relevant medical conditions, allergies, dietary requirements, disabilities, accessibility needs, or other considerations during the registration process.

PAYA will make reasonable efforts to accommodate disclosed needs; however, delegates remain responsible for managing their own medication, personal health, and wellbeing throughout the Summit.

Delegates are expected to follow all safety instructions provided during transport, excursions, accommodation stays, and program activities.

7. Media and Consent

By attending the Summit, delegates grant PAYA permission to photograph, film, record, and use their image, voice, project work, presentations, testimonials, and contributions for promotional, educational, reporting, fundraising, and communications purposes.

This may include use on:

  • PAYA websites;

  • Social media platforms;

  • Sponsor and stakeholder reports;

  • Newsletters and publications;

  • Marketing and promotional materials.

Delegates who do not consent to media use must notify PAYA in writing before the commencement of the Summit.

8. Legal Disclaimer

Delegates participate in the Youth Leadership Summit at their own risk.

PAYA, its Board, Executive Team, volunteers, sponsors, partners, contractors, and representatives will not be liable for any personal injury, illness, loss, theft, damage, delay, expense, or inconvenience incurred before, during, or after participation in the Summit, except where required by law.

Delegates are strongly encouraged to obtain comprehensive travel insurance covering medical expenses, emergency evacuation, trip disruption, personal liability, and loss of personal belongings.

9. Acceptance of Terms

By accepting a place at the Youth Leadership Summit Tahiti 2026 and paying the registration fee, delegates acknowledge that they have read, understood, and agreed to these Terms and Conditions.