Terms and Conditions of Entry to the Waikato A&P Show

The Promoter wants you to have a safe and enjoyable experience at the Event. Your entry to the Venue and the Event is subject to you complying with these conditions.

Your personal items, searches and rights of entry

• You and your possessions may be searched before entering the Venue, at any time while in the Venue, or when leaving the Venue. If you refuse to participate in searches, you may be denied entry or asked to leave the Event.
• You are responsible for your belongings at all times; please do not leave them unattended.
• Photography – Photos will be taken on site which may result in you being in the fore of background. By entering the Show you give permission for photos to be used in our marketing or promotional activities.
• If you are first on the scene of an emergency please dial 111 first, then tell a Waikato A&P Show staff member or volunteer
• There is an EMT on site.

Your Behaviour

We want everyone to have a great experience so please follow these guidelines:

• You must follow the instructions of Waikato A&P Show staff and volunteers.
• As we are a licenced venue you must not bring in or take out any alcohol without our prior permission.
• You may be asked to provide identification to prove your age if you wish to purchase alcohol. Forms of identification we will accept are:
  – A valid passport
  – New Zealand drivers’ licence
  – HANZ 18+ card
• If you become intoxicated, you will be required to leave the Waikato A&P Show

You are responsible for your children, please do not leave them unattended.

The Event is a non-smoking event and recognises that the Venue is a non-smoking area at all times.  Please refrain from smoking at all times while in the Venue.  If you do not, you may be required to leave the Venue and may be refused re-admittance to the Event.

If you do any of the following you may be refused entry or required to leave:

• Sell tickets or merchandise or promoting products or services
• Enter, attempt to enter or interfere with a restricted area, e.g. competitions or demonstrations
• Bring in items that are not allowed including firearms or other weapons (knives etc)
• Damage, deface or misuse any part of the venue or equipment
• Behave in a disruptive or offensive manner
• Behave in a way that unreasonably affects others working or attending the event
• Supply alcohol to minors

Please do NOT bring these things on site.

For everyone’s safety and enjoyment there are some things you may not bring with you.

Please leave the following restricted items behind when attending the Waikato A&P Show as you may be required to surrender them as a condition of entry.  We are unable to provide storage and surrendered items may not be returned. You can’t bring:

• Alcohol
• Commercially produced food and drinks
• Glass containers, cans or thermos flasks
• Bicycles, skateboards, roller blades, skates or scooters
• Illegal substances or items
• Laser lights or pointers
• Gang patches/colours
• Weapons of any kind or items that may be used as a weapon
• Pets – No animals allowed, unless with an exhibitor or Disability Assist Animal with approved documentation. (e.g. certification provided by an organisation qualified under the Dog Control Act 1996
• Items that may be used for defacing or damaging property, e.g. markers
• Items that could cause harm or public nuisance as determined by venue management
• Unauthorised promotional material including signage, products and clothing
• Professional camera, video or audio recording equipment

You should know that

• Ticketing terms and conditions provide further details.
• You consent to any image of you at the venue being used for reasonable publicity purposes by the venue.
• Remote piloted aircraft systems (e.g. drones) may be used at the venue and you consent to their use.
• You agree not to hold the Waikato A&P Show staff or volunteers liable for any claim of loss, damage, cost or expense resulting from or in relation to your attendance at our venue.

Consequences

In the event that you do not follow the conditions of entry you may be subject to the following actions:

• You may be refused entry or required to leave Waikato A&P Show
• If you are intoxicated, you will be refused entry or required to leave
• You may be refused re-entry for a period of 24 hours.
• Police may be asked to remove you from the venue.
• You may be issued with a trespass notice from Waikato A&P Show for a period of 2 years.
• You may be prosecuted for any criminal offence.

Tips to help you enjoy the Event

• Be prepared, the Show is designed to take a few hours to get around all the expos – we have created plenty of areas to rest and find food, water, and seating.
• The event comprises both indoor and outdoor expos – please dress appropriately for the weather on the day.

Definitions

“Promoter” means Waikato A&P Association and Showing Waikato Ltd

“Event” means the Waikato A&P Show, to be held at the Venue on November 1^st to 3^rd November 2019

“Venue” means the venue at which the Event is held, including grounds and carpark areas associated with the venue.

Event Ticket Purchase Terms & Conditions of Sale

Any ticket issued is subject to the following conditions and may be revoked by the Promoter, proprietor of the Venue and/or organiser of the Event for breach of any of the specified conditions.

Your ticket

You can print your ticket(s) immediately upon confirmation of your credit card authorisation by clicking the Download & Print Ticket button. A confirmation email which contains a PDF of your ticket is sent to the email address you provided during the ticket purchasing process, from which you can print your ticket(s). You can also print your ticket(s) from your LÜP Profile. Each ticket is valid for one day only.

Look after your ticket(s) as you would cash. It must be presented in order to gain admittance to the event. The code on the ticket uniquely identifies this ticket and the purchaser, and can be redeemed only once. Multiple copies of this ticket will not allow multiple entries. In the event that multiple copies of this code are presented at the event, the Promoter may refuse entry to all ticket holders presenting tickets with this code.

When presenting concession tickets or entering events with an age restriction in place, appropriate identification must be shown. If suitable identification is not presented, you may be refused admittance to the event.

All ticket prices are shown in NZ Dollars and include GST and fees where applicable. LÜP accepts Visa, Mastercard and American Express only.

Conditions of Entry

By purchasing the ticket(s) you agree to be bound by the Terms and Conditions of Entry as advertised by the Promoter and/or the Venue from time to time.  The current Terms and Conditions of Entry are available here.

By purchasing the ticket(s) you confirm you have read and accepted the terms of the Promoter’s Data Protection Policy, which is available [here].

Postponements, cancellations & refunds

Tickets cannot be refunded, exchanged or cancelled once issued except in accordance with the applicable laws of New Zealand. Therefore, please ensure that you carefully review your tickets before processing the purchase.
If a refund is authorised by the Promoter or required by law, any delivery or booking fees are not refundable.

Purchase from unauthorised sources

Tickets are sold on behalf of the Promoter by LÜP. Do not purchase tickets from any source other than LÜP or its authorised agencies. Tickets purchased from any other source may be unauthorised copies and may be refused admittance to the event.

Ticket limits

Ticket purchases are limited to a total of 20 tickets per transaction. If you need to purchase more than 20 tickets for an event, you will have to purchase in a separate transaction. This policy is meant to restrict unfair purchasing practices.

Changes in program

The Promoter reserves the right to withdraw, replace, add or substitute artists or performers without notice.

Credit card problems

LÜP’s ticketing system involves an immediate exchange of information between LÜP and your bank via Direct Credit. Occasionally, your bank may not authorise a transaction, based on your account status or your card not being enabled for online purchases. In these instances, it is your bank denying your card, not LÜP, so please contact your bank for a resolution.

Definitions

“Promoter” means Waikato A&P Show Association Incorporated

“Event” means the Waikato A&P Show, to be held at the Venue on November 1-3^rd 2019

“LÜP” means Expo News Pty Ltd, they will process and facilitate the ticketing website

“Venue” means the venue at which the Event is held, including grounds and carpark areas associated with the venue.

Data Protection Policy

Introduction

The Waikato Agricultural & Pastoral Association (“Association”) needs to collect and use certain types of information (“Data”) about the Individuals or Service Users who come into contact with the Association in order to carry out our work. This personal information can include (but is not limited to) name, date of birth, banking information, address, phone number, email addresses, and must be collected and dealt with appropriately whether it is collected on paper, stored in a computer database, or recorded on other material, and there are safeguards to ensure this under the Data Protection Law in the Privacy Act 1993.  As part of our privacy policy, employees and contractors are required to exercise prudence and confidentiality when dealing with this information.

The Association regards the lawful and correct treatment of personal information as very important to successful working, and to maintaining the confidence of those with whom we deal with, to this end, the Association will adhere to the Principles of Data Protection, as detailed in the Privacy Act 1993.

Data collection

The Association will ensure that data is collected within the boundaries defined in this policy. This applies to data that is collected in person, or by completing a form.

Data may only be collected for a lawful purpose connected with, and necessary for, a function or activity of the Association.

Where data is collected it must be collected directly from the individual concerned unless the information is publicly available or for another reason authorised by the Privacy Act 1993.

The person providing their personal information to the Association will be advised about the purpose for collection and how the information will be used, who the information will be disclosed to and held by, their right to access their personal information and to ask to have that information corrected, and the consequences of not providing the information.  The Association will publish a privacy statement which makes this disclosure on its website, at any ticket sales venue, on any survey forms or competition entry forms where data may be collected.

When collecting data, the Association will ensure that the Individual/Service User:

1. a) Clearly understands why the information is needed
2. b) Understands what it will be used for and what the consequences are should the Individual/Service User decide not to give consent to processing
3. c) As far as reasonably possible, grants explicit consent, either written or verbal for data to be processed
4. d) Is, as far as reasonably practicable, competent enough to give consent and has given so freely without any duress
5. e) Has received sufficient information on why their data is needed and how it will be used

Data Storage

Information and records relating to service users will be stored securely and will only be accessible to authorised staff and volunteers and will be protected by appropriate security measures.  Those security measures include limits on access to electronic databases where personal information is stored and “password protection” where appropriate.

Information will be stored for only as long as it is needed or required and will be disposed of securely by the Association.

It is the Association’s responsibility to ensure all personal, association and company data is non-recoverable from any computer system previously used within the organisation, which has been passed on/sold to a third party or otherwise disposed of.

Use and Disclosure of Personal Information

Personal information will only be used by the Association for the purposes for which is was collected and before using personal information the Association will take steps to ensure that the information is accurate, up to date and complete.

The Association may share data with other agencies such as the local authority, funding bodies, show partners and other voluntary agencies and this purpose will be disclosed to the individual concerned at the time of providing the personal information.

The Individual/Service User will be made aware in most circumstances how and with whom their information will be shared.  There are circumstances where the law allows the Association to disclose data (including sensitive data) without the data subject’s consent.

These are:

1. to avoid prejudicing the maintenance of the law;
2. for the conduct of proceedings before a court or tribunal; or
3. to protect the public health, public safety, or the life or health of a person.

Other than as set out above, personal information will not be used for a purpose other than one for which it collected or disclosed to anyone other than the person to whom the information relates, unless the Association is required to do so by law or if the information is in a form in which the individual it relates to is not identified.

Data access and accuracy

All Individuals/Service Users have the right to access the information the Association holds about them except on limited grounds set out in the Privacy Act (including where disclosure would prejudice the maintenance s of the law, where the information is evaluative and was provided in confidence, and where disclosure would lead to the unwarranted disclosure of the affairs of another person or endanger the safety of any individual). The Association will also take reasonable steps ensure that this information is kept up to date by asking data subjects whether there have been any changes.

If a person believes their personal information is inaccurate then they may request that the material be corrected by the Association.  If a decision is made not to correct the information, then the person’s requirements must be attached to all available copies of the information.

Where the Association receives a request for access to or correction of personal information it will be referred to the Privacy Officer and the Association will endeavour to respond to such requests as soon as possible, and within the 20 working days required by the Privacy Act.  The requester will be advised of any extension of time required to respond to the request.

Once a request has been considered, the requester will be advised of any information is to be withheld and provid the reasons for withholding any information.

Action where there is a Potential Privacy Breach

Inadvertent privacy breaches may happen despite good processes.

Where a potential breach is identified it is important to act quickly and openly.  As soon as a breach is detected, Association staff and volunteers are required to advise the Privacy Officer.  The Privacy Officer will work with staff to address any privacy concerns, following the Privacy Commissioner’s guidelines for dealing with privacy breaches.

Training, Supervision and Procedures

In addition, the Association will ensure that:

• It has a Privacy Officer (as per Section 23 of the Privacy Act) with specific responsibility for ensuring compliance with Data Protection
• Everyone processing personal information understands that they are contractually responsible for following good data protection practice
• Everyone processing personal information is appropriately trained to do so
• Everyone processing personal information is appropriately supervised
• Anybody wanting to make enquiries about handling personal information knows what to do
• It deals promptly and courteously with any enquiries about handling personal information
• It describes clearly how it handles personal information
• It will regularly review and audit the ways it holds, manages, and uses personal information
• It regularly assesses and evaluates its methods and performance in relation to handling personal information
• All staff are aware that a breach of the rules and procedures identified in this policy may lead to disciplinary action being taken against them

Data Sharing

The Show Association databases have value to us.  They are collected either directly (i.e. surveys or newsletter sign-up), or indirectly (by contractor(s) i.e. for the school day out programme on our behalf).  While the information in some cases is publicly available (i.e. the list of schools in the area) the collation of this information, the recording of contacts, and the rapport that is developed is highly valuable to our organisation.

Where the information is publicly available, the sharing of the full database is restricted only to those who are looking to support the Waikato A&P Show.  The sharing of the full database may require an exchange in agreed value, either by contra or monetary items.

Where the information is not publicly available (i.e. best contact person, notes, and personal information that is gathered through the relationships) the full database is NOT to be shared.  However, an introduction email to both parties is acceptable, or sharing of a person’s contact information allowed only when prior consent has been obtained.

Policy Review

This policy will be updated as necessary to reflect best practice in data management, security and control and to ensure compliance with any changes or amendments made to the Privacy Act 1993.

Questions

In case of any queries or questions in relation to this policy, please contact The Waikato Agricultural & Pastoral Association Privacy Officer: gm@showingwaikato.co.nz

Glossary of Terms

Data Controller – The person who (either alone or with others) decides what personal information the Waikato Agricultural & Pastoral Association will hold and how it will be held or used.

Data Protection Law in the Privacy Act 1993 – The NZ legislation that provides a framework for responsible behaviour by those using personal information.

Privacy Officer – The person(s) responsible within the organisation that ensure the Waikato Agricultural & Pastoral Association follows its data protection policy and complies with the Data Protection Law in the Privacy Act 1993.

Individual/Service User – The person/s or organisation whose personal information is being held or processed by the Waikato Agricultural & Pastoral Association for example: a client/customer, an employee or supporter, or stakeholder/partner.

Explicit consent – is a freely given, specific and informed agreement by an Individual/Service User in the processing of personal information about her/him. Explicit consent is needed for processing sensitive data.

Privacy Commissioner – The NZ Privacy Commissioner responsible for implementing and overseeing the Data Protection Law in the Privacy Act 1993.

Processing – means collecting, amending, handling, storing or disclosing personal information.

Personal Information – Information about living individuals that enables them to be identified – e.g. name and address. It does not apply to information about organisations, companies and agencies but applies to named persons, such as individual volunteers or employees within The Waikato Winter Show Association.

Sensitive data – refers to data about:

• Racial or ethnic origin
• Political affiliations
• Religion or similar beliefs
• Trade union membership
• Physical or mental health
• Sexuality
• Criminal record or proceedings