Hotel Accommodation Terms & Conditions

Back to Hotel Accommodation

Definitions

These Terms and Conditions for Accommodation Booking are valid for every person registered to attend the 21st International AIDS Conference (AIDS 2016) and its pre-conferences, to be held in Durban, South Africa 16-22 July 2016 (hereinafter referred to as “the conference") and who booked accommodation through the AIDS 2016 accommodation booking system. Different terms and conditions apply to group bookings.


Hotel Booking

Only fully completed accommodation booking forms can be submitted. All hotel rooms will be booked on a first come, first served basis.

Accommodation bookings must be accompanied by a deposit payment of USD 400 to secure and guarantee the booking. If the total cost of your stay is less than the requested deposit of USD 400, you will only be charged the total cost. The accommodation booking will only be guaranteed upon receipt of the deposit payment within 10 working days. The outstanding payment has to be made to the AIDS 2016 Accommodation Department at the latest by 25 May 2016. If the full payment is not received by 25 May 2016, the accommodation booking will be cancelled and the deposit will be forfeited in accordance with the cancellation policy.

If you would like to avoid two transactions, you can alternatively pay the total amount for your entire stay within 10 working days upon submitting your hotel accommodation booking. In this case, the accommodation booking will be confirmed upon receipt of the full payment in due time. If the full payment is not received within 10 working days upon submission of your hotel accommodation booking, the booking will be cancelled.

Please do not send any payment directly to the hotel.


Hotel Booking Confirmation/Invoice

A hotel booking confirmation/invoice will be sent by email after the AIDS 2016 Accommodation Department has received the fully completed accommodation booking form and the related payment. In order to receive your hotel booking confirmation/invoice by email, please ensure that your email address is correctly entered in your conference profile.


Methods of Payment

A deposit payment or payment in full must accompany all accommodation bookings. Payments must be made in advance and in USD, using a credit card (Visa, MasterCard or AMEX) or by bank transfer.

Personal cheques, company cheques or euro cheques are not accepted.

For bank transfers, all bank fees and money transfer costs must be prepaid by the transmitter. Please include the booking number, AIDS 2016, and the guest’s first and last name as a reference on all bank transfers as it can otherwise not be guaranteed that payments will be correctly allocated. Please transfer the amount due to:

Account holder: A111 Power of Conference Service Ltd.
Bank account nr: 4001095
Branch No: 003
IBAN: 04120-003-4001095
Transit No: 04120
Bank: RBC Royal Bank of Canada
BIC/ SWIFT: ROYCCAT2
Payment Center: Toronto


Late Bookings

Late bookings can be made after 25 May 2016, but are subject to availability and require full payment by credit card in order to guarantee the booking. A handling fee of USD 60 will be charged for all late bookings.


Change of Bookings

Changes to an existing accommodation booking can be made on-line for free by the participant until 25 May 2016. Please use the link provided in the acknowledgement email which you receive after submitting your booking.

After 25 May 2016 online changes are no longer possible and have to be made in writing via the AIDS 2016 Accommodation Department, and are subject to a handling fee of USD 25.

If changes cannot be performed online, please contact the AIDS 2016 Accommodation Department in writing. Please do not contact the hotel directly. All changes made via emailing the AIDS 2016 Accommodation Department are subject to a handling fee of USD 25.

The AIDS 2016 Accommodation Department reserves the right to book another hotel in the same category should the requested hotel not be available due to unforeseen reasons.


Cancellation Policy

Notification of cancellation must be made in writing and sent to the AIDS 2016 Accommodation Department by email.

In case of cancellation on or before 25 May 2016, the amount paid will be refunded less a handling fee of USD 100. If you cancel your booking after 25 May 2016, the total accommodation amount will be charged. The same applies for cancellation of individual nights.

Approved refunds will be made after the conference. If a credit card was used for the payment, the amount will be refunded to the same card (if within 90 days of original payment; otherwise bank transfer applies). If payment was made by bank transfer, the cancellation notification must indicate a bank account to which a possible refund may be remitted.


Travel Cancellation Insurance

If an illness, injury or another unexpected event forces you to cancel your plans before you leave, cut your trip short or delay your return home, you could lose your full prepayment for accommodation. We therefore highly recommend to purchase a "travel cancellation and Interruption coverage insurance" in case of emergency as a financial protection.


Cancellation of the Conference

In the event that the conference cannot be held or is postponed due to events beyond the control of the conference organizers (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the conference organizers, the AIDS 2016 Accommodation Department and the conference organizers cannot be held liable for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, financial losses, etc.

In addition, the participant acknowledges that he/she has no right to lodge damage claims against the AIDS 2016 Accommodation Department and/or the conference organizers should he/she not be able to attend the meeting due to cancelled or delayed travel means caused by Force Majeure. With his/her reservation, the participant accepts this provision.

Under these circumstances, the conference organizers reserve the right to either retain the entire payment for accommodation booking, or to reimburse the delegate after deducting costs already incurred and which could not be recovered from third parties. It is therefore recommended that you take out personal insurance.

Travel insurance is not included and participants are therefore advised to take out their own travel insurance and to extend their policy to cover personal possessions as the conference does not cover individuals against cancellations or theft or damage to belongings.