Terms & Conditions For Media Representatives

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Definitions

These Terms & Conditions for Media Representatives are valid for every delegate registered as media representative 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").

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).


Media registration and accreditation

Media representatives must register online. Only fully completed registration forms will be accepted. Due to number restrictions, preference will be given to traditional media and credible online news sources.

To be able to register as a media representative, you must be at least 18 years old. You may be asked to present an official identity card stating your age. There is no registration fee for accredited media representatives. However, to be accredited as media representative, you must submit the following:


Print journalists - Newspaper/magazine/HIV or scientific journals:

  • Copies of three articles that have been published by a recognised media outlet that you have written, with your byline on the article. Do not send WORD documents – we require copies of the original published article. If these articles are published online, you may send the complete URL rather than hard copies of the article; AND
  • A letter from your editor (on the official letterhead of your organization) stating that he or she supports your application and that you have been assigned to cover the conference; AND
  • A copy of your press card. If you do not have a press card, your editor must state this clearly in the above letter.

Broadcast journalists and film-makers:

  • Audio or video files of three broadcast programmes you have worked on – you must upload a maximum of one minute of this file, which includes the section with your name on it. If this file is published online, you may send the complete URL rather than upload the film. If you are unable to upload the audio/video files, please send a CD ROM with the recordings to the International AIDS Society, Attn.: Communication Department, Avenue de France 23, CH-1202 Geneva, Switzerland; AND
  • A letter from your editor (on the official letterhead of your organization) stating that he or she supports your application and that you have been assigned to cover the conference; AND
  • A copy of your press card. If you do not have a press card, your editor must state this clearly in the above letter.

Freelance journalists

  • Copies of three articles that have been published by a recognised media outlet that you have written, with your byline on the article, OR Audio or video files of three broadcast programmes you have worked on - you must upload a maximum of one minute of this file, which includes the section with your name on it. If this file is published online, you may send the complete URL rather than upload the film; AND
  • A letter from your editor (on the official letterhead of your organization) stating that he or she supports your application and that you have been assigned to cover the conference; AND
  • A copy of your press card. If you do not have a press card, your editor must state this clearly in the above letter.

eNews journalists (official news website):

  • The complete URL’s of three articles you have written that have been published by a recognized media outlet, with your byline on the article; AND
  • A letter from your editor (on the official letterhead of your organization) stating that he or she supports your application and that you have been assigned to cover the conference; AND
  • A copy of your press card. If you do not have a press card, your editor must state this clearly in the above letter.

Bloggers:
This category will be assessed on the quality and relevance of material provided. Being published on a blog does not automatically grant media accreditation. Please submit:

  • The URL’s of three relevant HIV/AIDS or health blog posts that you have written in 2015/2016 with proof that you have an online following and that you have been re-blogged or published by others or sited on other blog sites.

NGOs and Community Based organizations

Applications from NGOs wanting to accredit their media-communications staff will be assessed on merit. If successful only one pass will be granted to each organisation, unless they apply in writing to receive a maximum of two but as the media area space is limited numbers will be restricted.


Process

All submitted applications will be thoroughly checked and verified by the AIDS 2016 Conference Secretariat and additional credentials may be requested before accreditation is approved. You should therefore allow 7 to 14 days processing time before you receive confirmation of your registration. The IAS cannot take responsibility for delays or delivery failure of supporting documentation. If the maximum delegate capacity is reached, the conference organizers reserve the right to refuse additional registrations.

The number of media registrations for small newsletters (with a circulation of under 15,000) is limited to one person per organization, unless additional media registrations are justified in writing.

Your media registration will only be processed upon receipt of the fully completed registration form and verification of the above mentioned credentials. As the number of media registrations is limited, the IAS reserves the right to refuse applications.

The registration for media representatives includes entry to all pre-conferences, all conference sessions, the exhibition and poster area, the opening and closing sessions and the media centre. Conference materials are also included and will be distributed onsite. Conference material will not be mailed to media representatives.

At no time can any media delegates share their passes with other delegates. Identification checks will be done on entry to the media centre to avert the sharing of passes.  


Registration confirmation/invoice

A registration confirmation/invoice will be sent by email after the AIDS 2016 Registration Department has received the fully completed registration form, the related payment for any additional bookings (if applicable) and the applicant's media credentials have been verified and confirmed. Media representatives are requested to bring their registration confirmation/invoice to conference in order to print out their name badge at the badge printing terminals.

Please note that access to the media centre may be refused without this identification.


Methods of payment

Payments (if applicable) should be made in advance and in USD only, using a credit card or by bank transfer.

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 delegate's name as a reference on all bank transfers.


Registration name change

A name change to an existing media registration is not possible. The granted media registration must be cancelled and the new media representative must register and submit the required documents.


Cancellation policy

Notification of cancellation must be made in writing and sent to the AIDS 2016 Registration Department by email. The cancellation will not be effective until a written acknowledgement from the AIDS 2016 Registration Department is received. Requests for refunds of any additional items ordered (such as the sustainability programme) will not be accepted.


Cancellation of 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 media representatives for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, costs for additional orders, financial losses, etc.


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 media representative 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.


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, media representatives must first register to the conference and submit any required supporting documentation which needs to be approved by the conference secretariat. 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 media representative.


Visa requirements

It is the sole responsibility of the media representative to take care of his/her visa requirements. Media representatives who require an entry visa must allow sufficient time for the application procedure. Media representatives 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 before June 2016.

Media representative’s registration details may 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 media representatives.


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.

The data as entered in the conference profile (i.e. full name, date of birth, nationality, full passport details, gender, sexual orientation, serostatus, key population, email, phone, fax, full home address, organisation/affiliation/company details, profession/occupation) will be shared with the following entities and persons (i.e. third parties), in countries which legislation might not ensure an adequate level of data protection:

  • the AIDS 2016 Registration Department, c/o Conference Consultancy, South Africa and the Netherlands for the server, of delegates registering for AIDS 2016
  • the AIDS 2016 Accommodation and Tours Department, c/o A111, Canada, of delegates booking accommodation for AIDS 2016
  • the AIDS 2016 Programme Submissions (Global Village and Youth Activities, Abstract Submissions, Workshop Submissions) c/o documediaS GmbH (Pharma Service), Germany, of delegates submitting conference programme related applications
  • the AIDS 2016 Speaker Centre, c/o Webges, Austria and onsite in South Africa during the conference, of delegates presenting at the conference and involved in the conference programme

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 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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