Terms and Conditions
These Terms and Conditions for Tour Bookings are valid for every person registered to attend the 21st International AIDS Conference (AIDS 2016), to be held in Durban, South Africa, from 18 - 22 July 2016 (hereinafter referred to as “the conference") and booked tours through the AIDS 2016 Tour Booking system.
All tours will be booked on a first come, first served basis. To be able to take part in a tour, individuals must be at least 18 years old (as of 17 July 2016). Delegates may be asked to present an official identity card stating their age. Accompanying children may also register for tours, provided their parent/guardian has agreed to take full responsibility for them while they are on the tour. Accompanying children must be with their parent/guardian at all times during the tour.
Tour Booking Confirmation/Invoice
A tour booking confirmation/invoice will be sent by email after the AIDS 2016 Tours Department has received the completed tour booking form and payment in full. The tour booking confirmation/invoice will include the invoice number and other important information. In order to receive your tour booking confirmation/invoice by email, ensure that your email address is correctly entered in your conference profile.
Method of Payment
Payment must be made in full within ten days of submission of the tour booking. Tour bookings are only guaranteed upon receipt of payment in full.
Payments will only be accepted in USD, using a credit card (AMEX, VISA and MasterCard). Personal cheques, company cheques or USD cheques will not be accepted.
All tours will be in English.
Departure / Return location
All Tour pick-ups / drop-offs will be from/to the conference venue, except the two-day post conference safari.
All prices quoted are in USD and include local taxes at the time of publication. If tax laws change, such changes will be reflected at the time of sale.
Change and Cancellation Policy
Notification of changes and cancellations must be made in writing and sent to the AIDS 2016 Tours Department by email.
Changes and cancellations may be made up to 25 May 2016. The amount paid will be refunded minus a handling fee of USD 50. Changes are subject to availability. If you change or cancel your booking after 25 May 2016 no refunds will be given.
Refunds will only be issued after the conference. If a credit card was used for payment the refund will be credited 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.
Credit will not be given for unattended tours or early termination of attendance.
Modification of the Tours Schedule and Programme
All information regarding the tours is correct at the time of publication. The AIDS 2016 Tours Department reserves the right to modify the tour schedule and programme.
Cancellation of a Tour
A minimum number of participants are required for each tour. The AIDS 2016 Tours Department reserves the right to modify itineraries or cancel tours due to insufficient number of participants. In the event of a tour cancellation, payment will be refunded in full after the conference.
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 Tours 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 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 proviso.
Under these circumstances, the conference organizers reserve the right to either retain the entire payment for the tour 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.
Letter of Invitation
Individuals requiring an official Letter of Invitation from the conference organizers can request one through the online registration form or by contacting the AIDS 2016 Registration Department. To receive a Letter of Invitation, delegates must first register for the conference, pay in full and submit any required supporting documentation (if applicable).
The Letter of Invitation does not financially obligate the conference organizers in any way, nor does it guarantee an entry visa to South Africa. All expenses incurred in relation to the conference are the sole responsibility of the delegate.
It is the sole responsibility of the delegate to take care of his/her visa requirements. Delegates who require an entry visa must allow sufficient time for the application procedure. Delegates should contact the nearest South African embassy or consulate to determine the appropriate timing of their visa applications. All visa applications should be submitted to the authorities two months before travelling to South Africa at the latest (i.e. no later than mid-May 2016 for conference delegates).
The AIDS 2016 Tour Department collects personal data from you when you book a tour (name, first name, address, email address). Any information collected from you will be used only in connection with your tour booking for the 21st International AIDS conference (AIDS 2016) in Durban and to process the booking transaction. Your information may be shared with the tour operator accordingly. Your information will not be sold, exchanged otherwise, transferred or given to any other company, without your consent, other than for the express purpose of processing your tour booking requested. This does not include trusted third parties who assist the AIDS 2016 Tours Department in operating the website, conducting our business, or servicing you, so long as those parties agree to keep this information confidential. The AIDS 2016 Tours Department may also release your information when we believe release is appropriate to comply with the law, enforce our policies or protect our or others rights' or safety.
The AIDS 2016 Tours Department shall be held liable in the framework of a duty of care as a respectable business person according to statutory provisions. The liability of the AIDS 2016 Tours Department - for whatever legal reason - shall be limited to intent and gross negligence. The liability of commissioned service providers shall remain unaffected by this. The delegate shall take part in the conference at his/her own risk. Oral agreements shall not be binding if these have not been confirmed in writing by the AIDS 2016 Tours Department.
Fulfillment and Jurisdiction
This contract is subject to the law of Geneva, Switzerland. The terms of this contract shall be fulfilled in Durban, South Africa and, in the event of any legal claims arising from either party, Geneva, Switzerland shall be the sole court of jurisdiction.
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