Bed & Breakfast Terms and Conditions

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All bookings are made directly with the bed and breakfast/ guesthouse (B&B), not via the AIDS 2016 Accommodation Department. Please contact the property of your choice for questions and/or to make a booking. Please mention your stay is for the AIDS 2016 Conference.

All rooms will be booked on a first come, first served basis.

Bookings must be accompanied by a deposit payment of ZAR 2500 to secure and guarantee the booking. If the total cost of your stay is less than the requested deposit you will only be charged the total cost.

The booking will only be guaranteed upon receipt of the deposit payment by the selected B&B. The outstanding payment must be made to the B&B at the latest by 25 May 2016. If the full payment is not received by 25 May 2016, the booking will be cancelled and the deposit will be forfeited in accordance with the cancellation policy.

B&B Booking Confirmation/Invoice

A confirmation will only be sent by the B&B after payment is received.

Methods of Payment

A deposit payment or payment in full must accompany all B&B bookings. Payments must be made in advance in ZAR. Please contact the property of your choice to understand which payment options are available. 

Change of Bookings

All changes are made directly with the property booked.

Cancellation Policy

Notification of cancellation must be made in writing directly to the property booked by email. In case of cancellation on or before 25 May 2016, the amount paid will be refunded less a handling fee of ZAR 850. If you cancel your booking after 25 May 2016, the total accommodation amount will be charged. The same applies for cancellation of individual nights.

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 booking, the participant accepts this provision.

Under these circumstances, the B&Bs reserve the right to either retain the entire payment for the accommodation booking, or to reimburse the delegate after deducting costs already incurred, in line with the cancellation policy. 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.