Please take a moment to read the full Booking Terms and Conditions before completing your registration for the 2026-27 District Conference. They cover important details on early bird and registration closing dates, cancellations and refunds, transferring your registration, and how conference photos may be used — so it's worth knowing what applies to your booking before you pay.
If anything is unclear or you have questions about your registration, cancellations, or transfers, please contact Ticketing Secretary David Button at david.button@rotary9815.org.au. For broader questions about the conference itself, you're also welcome to reach out to Co-Chairs Wil Cornelissen (wil.cornelissen@rotary9815.org.au, 0419 301 472) or Monique Smith (monique.smith@rotary9815.org.au, 0419 003 277).
Read and Download the Terms and Conditions document CLICK HERE
Getting there
Getting to the Conference
Flights to Newcastle
Newcastle is well served from Melbourne, with direct flights running most of the day, most days of the week — plenty of choice for arriving ahead of the conference on 12–14 March 2027 and getting home afterwards.
Compare flights and book directly
Search live fares and schedules for Melbourne (MEL) → Newcastle (NTL), then book straight through the airline or travel agent of your choice.
Newcastle Airport Transfers
Conference buses run between Newcastle Airport and Rydges Hunter Valley Resort on selected days at scheduled times. Everything you need to know before you register is below.
Is there a bus transfer between Newcastle Airport and the conference?
Yes. A conference bus runs between Newcastle Airport and Rydges Hunter Valley Resort on selected days at scheduled times. It costs $25 per person, each way. Transfers run to a set timetable and can't be booked on demand, so make sure you request the service when you register.
How do I book a seat?
When you register for the conference, you'll be asked whether you'd like an airport transfer, and in which direction(s):
- Airport → Rydges
- Rydges → Airport
- Both directions
- No transfer needed
What if I've already registered but didn't book a transfer?
No problem — you don't have to have decided at registration. You can add a bus transfer at any time before the flight-details deadline by heading back to your conference ticket and updating it.
Do I need my flight details to register?
No — you can request the transfer now and confirm your flights later. If you've already booked, you can give us your flight details straight away. If not, just let us know you'll confirm closer to the date; we'll follow up with a reminder around January 2027.
What flight details will I need to provide, and by when?
Once your flights are booked, we'll need:
- Your mobile number
- Arrival date, airline and flight number, and scheduled arrival time
- Departure date, airline and flight number, and scheduled departure time
- How many people are travelling with you
- Any accessibility or mobility requirements
The deadline for submitting this is around 12 February 2027 — after that, we can't guarantee you a seat.
How will I know what time my bus leaves?
Once everyone's flight details are in, we'll group delegates by similar arrival and departure times and build the bus schedule around that. Final bus times will be published about two to three weeks before the conference.
What will my confirmation include?
Shortly before the conference, you'll receive a message with:
- Your allocated bus time
- Where to meet at Newcastle Airport
- A mobile number for a conference representative on the day
- Your pick-up point at Rydges for the return trip
- What to do if your flight is delayed
What if things don't go to plan on the day?
Transfers are timed to suit as many delegates as possible, so there may be a short wait at the airport. For the return trip, you'll be given enough time to get there and check in — but again, some waiting time should be expected.
