Terms & Conditions for Groups

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Definitions

These Terms & Conditions for Groups are valid for each group registration and every person registered as part of a group (hereinafter referred to as “group member”) to attend the 21st International AIDS Conference (AIDS 2016), to be held in Durban, South Africa, from 16-22 July 2016 (hereinafter referred to as “the conference").

Group registration is only applicable to registrations of five people or more. The company or organization requesting a group registration must nominate one group manager who will administer the group booking. It is the sole responsibility of the group manager to distribute all relevant conference information to the group members.

Group members can either be regular delegates or student/post-doc/youth delegates. All references to the age of a person, mentioned in this and other conference documents, refer to the age of that person as of 16 July 2016 (the first day of the conference), unless otherwise specified.

All references to a date or a deadline, mentioned in this and other conference documents, refer to the Central European Time Zone (CET).


Full conference registration including pre-conferences (16-22 July 2016)

Only fully completed registration forms will be accepted. The registration will only be confirmed upon receipt of full payment from the group manager/company making the group registration. If the full payment has not been received before the respective registration fee deadline these registrations will be charged with the respective additional surcharge(s) once the nearest deadline has passed. If the maximum delegate capacity is reached, the conference organizers reserve the right to refuse additional registrations.

To be able to be registered as regular delegate, group members must be at least 18 years old. Group members may be asked to present an official identity card stating their age.

To be able to be registered as a student/post-doc delegate, group members must be at least 18 years old and present proof of fulltime enrolment at a recognized university or college at both the time of registration and during the conference. Student/post-doc identification must be kept available during all times at the conference. Student/post-doc delegates may be asked to present an official identity card stating their age.

To be registered as a youth delegate, group members must be between 18 and 25 (inclusive) years old and must present a proof of age. Youth delegates may be asked to present an official identity card stating their age.

The registration fee for regular delegates and student/post-doc/youth delegates includes entry to up to three pre-conferences (taking place on 16 and 17 July), all main conference sessions (18-22 July 2016), the exhibition and poster area, and the opening and closing sessions.

If the completed registration form, the payment in full and the required supporting documents (if applicable) are received on or before 28 April 2016, conference materials are guaranteed. If the completed registration form and/or the full payment and/or the required supporting documents (if applicable) are received after 28 April 2016 (including onsite registrations), the conference organizers cannot guarantee that conference materials will be available. All conference materials will only be distributed onsite.

It is the responsibility of the group manager to inform the group members whether the name badge and the conference material is being picked-up and distributed by the group manager or individually by each group member. No name badges and conference materials will be handed out until payment has been received in full.

The AIDS 2016 Registration Department can not be held responsible for double registrations/bookings of a participant made by the group manager as well as the individual or another company/organization.


Pre-Conference Registration ONLY (16 and 17 July 2016)

Only fully completed registration forms will be accepted. The registration will only be confirmed upon receipt of payment in full. If the maximum delegate capacity is reached, the conference organizers reserve the right to refuse additional registrations.

To be able to register for a pre-conference, individuals must be at least 18 years old. Delegates may be asked to present an official identity card stating their age.

The pre-conference registration includes entry to up to three pre-conferences (taking place on 16 and 17 July).


Signing up for pre-conferences

Once the conference registration is fully paid and confirmed, delegates are entitled to sign up for up a maximum of three pre-conferences. Selection and registration of the open pre-conferences is on a first-come, first-served basis. Selection and registration of the application-required pre-conferences is at the sole discretion of those pre-conference entities. IAS reserves the right to restrict capacity of the number of delegates that can register for pre-conferences due to any reason.

Further information on availabilities and how to sign up for a pre-conference can be found here.


Registration confirmation

A payment order will be sent to the group manager after the AIDS 2016 Registration Department has received the fully completed group registration form or any additional orders. After receipt of payment the group manager will be provided with a registration confirmation and all information needed to process and handle their group. Group managers may be requested to present this registration confirmation onsite at the registration counter as proof of their registration and payment. A final registration invoice will be sent to th group manager after the conference.


Methods of payment

The registration fee must accompany all registrations. Payments should be made in advance and in USD only, using a credit card (up to a total amount of USD 7.000) or by bank transfer (for any amount).

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

All bank fees and money transfer costs must be prepaid by the transmitter. Indicate AIDS 2016 and the group manager company name as a reference on all bank transfers.


Group registration procedure

After the AIDS 2016 Registration Department has received the completed group registration form and payment in full, the group manager should either – depending on the size of the group - enter the group members details online via a group login, or complete a pre-formatted group information template (excel spreadsheet) which will then have to be sent to the AIDS 2016 Registration Department together with any required supporting documents (if applicable). The group manager must make sure that all individualized mandatory data for all group members is provided.

The complete details for the group members must be provided no later than 24 June 2016.


Registration name change

Name changes must either be made online or by using the group information template. The group manager is requested to clearly mark the name change. Name changes received by 24 June 2016 are free of charge. After 24 June 2016, a handling fee of USD 65 will be charged for each name change. Name changes received after 8 July 2016 will be processed onsite.

Only name changes advised by the group manager will be accepted.


Cancellation policy

Notification of cancellation must be made in writing and sent to the AIDS 2016 Registration Department by email. The notification must include all relevant information regarding the bank account to which a possible refund may be remitted.

If the written notification of cancellation is received on or before 28 April 2016, 50% of the registration fee will be refunded. We regret that no refunds will be made for cancellations received after this date. Only cancellations advised by the group manager will be accepted. The cancellation will not be effective until a written acknowledgement from the AIDS 2016 Registration Department is received.

In the case of overpayment or double payment, refund requests must be made in writing and sent to the AIDS 2016 Registration Department, by email, no later than 22 July 2016. A handling fee of USD 65 will be charged. We regret that no refund requests will be accepted after this date. The refund will not be effective until a written acknowledgement from the AIDS 2016 Registration Department is received.
Refunds will be made in the same form as the original transaction. For original payments made by bank transfer, the cancellation notification or refund request must indicate a bank account to which a refund may be remitted.

Credit will not be given for unattended events or early termination of attendance.

Requests for refunds of any additional items ordered (such as the sustainability programme) will not be accepted.


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 conference organizers cannot be held liable by group members/group managers for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, costs for additional orders, financial losses, etc.

Under these circumstances, the conference organizers reserve the right to either retain the entire registration fee and to use it for a future conference, or to reimburse the group member/group manager after deducting costs already incurred for the organization of the conference and which could not be recovered from third parties.


Modification of the programme

The conference organizers reserve the right to modify the programme, which is published as an indication only.


Lost name badge

The conference name badge must be worn at all times during the conference. Access to the conference facilities will not be granted without a proper name badge. If a group member loses, misplaces or forgets the name badge, a handling fee of USD 65 will be charged for a new name badge. Upon handing out a new name badge, the lost badge will be deactivated and become invalid. The group manager is responsible for advising the group members on the conference policy for lost name badges.


Letter of Invitation

Group members requiring an official Letter of Invitation from the conference organizers can request one through their group manager or by contacting the AIDS 2016 Registration Department. To receive a Letter of Invitation, the group member must be registered and any required supporting documentation (if applicable) as well as payment in full must be received for the entire group. Deadline to request a Letter of Invitation is 31 May 2016.

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 group manager/group member.


Visa requirements

It is the sole responsibility of the group manager/group member to take care of his/her visa requirements. Group members who require an entry visa must allow sufficient time for the application procedure. Group members should contact the nearest Soth African embassy or consulate to determine the appropriate timing of their visa applications. All visa applications should be submitted to the authorities before June 2016.

Group member’s registration details might be shared with the South African immigration authorities to assist in the immigration process. However, the conference organizers and/or the AIDS 2016 Registration Department will not directly contact embassies and consulates on behalf of group managers/members.

The registration fee minus a handling fee of USD 65 will be refunded after the conference if the visa was applied for in time (i.e. before June 2016 for conference delegates) and proof is shown that a visa could not be granted even though all requested documents were submitted. A refund for any additional items ordered can not be made. Refund requests must be made in writing and sent to the AIDS 2016 Registration Department, by email, no later than 22 July 2016. No refund requests will be accepted after this date.


Data protection and sharing of contact details with third parties

The IAS will collect, process, transfer and store delegates personal data only for (i) the preparation and execution of the 21st International AIDS Conference (AIDS 2016) and (ii) the preparation of future IAS and AIDS conferences. Data protection is warranted in accordance with the Swiss Data Protection Act and the Tele Service Data Protection Act. Delegates’ personal data will be retained securely and only be accessible on a ‘need to know’ basis by duly authorized persons.

In order to facilitate border entry and visa applications, the respective required details of delegates will also be shared with the South African immigration authorities.

The contact details (full name and home address, email and phone) of delegates who have accepted to share their contact details when registering will be shared periodically with the following conference sponsors, in countries which legislation might not ensure an adequate level of data protection:

  • Merck, Sharp & Dohme, Corp. USA
  • ViiV Healthcare, UK
  • Gilead, USA
  • Janssen Pharmaceutica NV, Belgium

The above mentioned conference sponsors may only use these contact details to contact delegates regarding activities at the conference or other communications which may be of interest (advertising their conference satellites other events they are running during the conference, product information). Therefore data might be passed on to third parties unless otherwise explicitly indicated by the delegate in the registration form.

The delegates herewith irrevocably authorize the IAS to collect, process and transfer their personal data to the above listed third parties and authorities. The delegates further expressly acknowledge and agree that any personal data disclosed in connection with the conference profile and registration form will be subject to the laws of the country where it is transferred and may not be covered by Swiss law. The IAS cannot assure delegates that the laws and regulations in the recipient country will necessarily offer the same level of confidentiality or data protection as under Swiss law and may require the above listed third parties and/or authorities to whom the personal data is transferred, to disclose all or any part of the personal data to other authorities or third parties.

The IAS will nevertheless contractually ensure that your personal data will be processed by the above listed third parties to the same extent as it is authorized for itself under Swiss law. The IAS will also ensure that all third parties which will process your personal data have implemented appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction or accidental loss, alteration, unauthorised disclosure or access, and which provide a level of security appropriate to the risk represented by the processing and the nature of the data to be protected.


Conference Embargo Policy

In the case of AIDS 2016, as with most scientific/medical conferences, all conference abstracts are released to delegates and media under a strict embargo policy. A detailed breakdown of the embargo variations for different types of abstracts is available on the AIDS 2016 Conference Embargo Policy page.

All conference participants, presenters and media are asked to respect this policy.


Photo and Video Consent

In view of the fact that the events related to the conference will be filmed and photographed, you hereby agree that, by attending the conference, your image and/or voice may be recorded and published or broadcasted through different media.


IAS Principles and Values of Conference Participation

By attending the 21st International AIDS Conference (AIDS 2016), delegates agree to comply with the IAS Principles and Values of Conference Participation. The full policy is available on the conference website and onsite at the registration counter.


Liability

The conference organizers shall be held liable in the framework of a duty of care as a respectable business according to statutory provisions. The liability of the conference organizers - 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 IAS.


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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