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International AIDS Society

Terms & Conditions for Delegates



Definitions

These Terms & Conditions for Delegates are valid for every person registered as a regular delegate, student/post-doc/youth delegate, accompanying adult and accompanying child to attend the 20th International AIDS Conference (AIDS 2014), to be held in Melbourne, Australia from 20 – 25 July 2014 (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 20 July 2014 (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).


Conference registration

Only fully completed registration forms will be accepted. The registration will only be confirmed upon receipt of payment in full. If the full payment has not been received before the respective registration fee deadline the registration will be cancelled. If the maximum delegate capacity is reached, the conference organizers reserve the right to refuse additional registrations.

To be able to register as a regular delegate, individuals must be at least 18 years old. Delegates may be asked to present an official identity card stating their age.

To be able to register as a student/post-doc delegate, individuals 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 able to register as a youth delegate, individuals must be between 18 and 25 (inclusive) years old and present 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 all conference sessions, the exhibition and poster area, and the opening and closing session.

If the completed registration form, the payment in full and the required supporting documents (if applicable) are received on or before 2 May 2014, a conference bag and other conference materials (i.e. lanyard, conference documentation) are guaranteed. If the completed registration form and/or the full payment and/or the required supporting documents (if applicable) are received after 2 May 2014 (including onsite registrations), the conference organizers cannot guarantee that a conference bag and other conference materialswill be available. All bags and materials will only be distributed onsite.

An accompanying adult must be at least 18 years old. The registration fee for accompanying adults includes entry to the conference venue, the opening and closing session, as well as a sightseeing tour. Entry to the exhibition and poster area and all other conference sessions is not included.

Accompanying persons under the age of 18 years must be registered as accompanying children and are required to submit the Parent/Guardian Consent Form in order to attend the conference. Accompanying children must be with the regular delegate or an accompanying person of that delegate at all times when they are in the conference venue or when they are attending conference-affiliated activities outside of the conference venue. The regular delegate they are accompanying will be held responsible for all actions of the accompanying child.

Accompanying children may also register for the sightseeing tour, provided their parent/guardian has agreed to take full responsibility for them while they are on the tour. Accompanying children have access to all conference sessions, the exhibition and poster area, and the opening and closing session (ONLY if they accompany the regular delegate their registration is attached to).


Registration confirmation/invoice

A registration confirmation/invoice will be sent by email after the AIDS 2014 Registration Department has received the fully completed registration form, the related payment and any required supporting documents. Delegates may be requested to present this registration confirmation onsite at the registration counter as proof of their registration and payment.


Methods of payment

The registration fee must accompany all conference registrations. Payments 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 the participant number, AIDS 2014 and the delegate’s name as a reference on all bank transfers.


Registration name change

A name change fee of USD 65 will be charged for every name change to an existing conference registration. A new registration form for the substitute delegate should NOT be submitted. Name changes will be accepted by email or fax indicating the old and new names including the required contact details until 11 July 2014. After this date, all name changes must be carried out onsite.


Cancellation policy

Notification of cancellation must be made in writing and sent to the AIDS 2014 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 until 2 May 2014, 50% of the registration fee will be refunded. We regret that no refunds will be made for cancellations received after this date. The cancellation will not be effective until a written acknowledgement from the AIDS 2014 Registration Department is received. A refund for any additional item (like the abstract book, the abstract USB memory stick, the carbon emission offset, any transportation ticket, the ASHM membership etc.) ordered cannot be made.

In the case of overpayment or double payment, refund requests must be made in writing and sent to the AIDS 2014 Registration Department, by email, no later than 25 July 2014. A handling fee of USD 65 will be charged.

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.

If a delegate has opted to share contact details, they can opt-out at any time by contacting the AIDS 2014 Registration Department. Notification of cancellation must be made in writing and sent to the AIDS 2014 Registration Department by email.


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 delegates 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 delegate 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 venue will not be granted without a proper name badge. If a delegate 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 2014 Registration Department. To receive a Letter of Invitation, delegates must first register to 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 Australia. All expenses incurred in relation to the conference are the sole responsibility of the delegate.


Visa requirements

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 Australian 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 Australia the latest (i.e. no later than mid-May 2014 for conference delegates).

Delegate contact, passport and registration details will be shared with the Australian immigration authorities to assist in the immigration process. However, the conference organizers and/or the AIDS 2014 Registration Department will not directly contact embassies and consulates on behalf of delegates.

The registration fee minus a handling fee of USD 65 will be refunded after the conference if the visa was applied for in time 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 2014 Registration Department, by email, no later than 25 July 2014.


e-Networking programme

To participate in the e-Networking programme, delegates must be fully registered and paid. Only individual delegates can participate in the e-Networking programme, group members are unable to participate.

By signing up for the e-Networking programme, individual delegates accept to share the following personal information with the other conference delegates taking part in the e-Networking programme: full name, occupation type, organization/affiliation/company name, organization/affiliation/company type, country of residence. The e-Networking programme is intended to serve the individual delegates for networking only, personal information will not be shared with third parties for the e-Networking programme purposes.

Delegates who would like to take part in the e-Networking programme must own a Twitter account and accept to comply with the Twitter terms and conditions and rules.


Data protection and sharing of contact details

The IAS will collect and store all personal data for the preparation and execution of the 20th International AIDS Conference (AIDS 2014) and future IAS and AIDS conferences. Data protection is warranted in accordance with the Swiss Data Protection Act and the Tele Service Data Protection Act.

In order to facilitate border entry and visa applications, conference organizers will share contact details of delegates with the Australian immigration authorities.

The full contact details including the email address of Australian and New Zealand delegates who have booked the ASHM membership will be forwarded to ASHM.

In addition, the IAS periodically shares contact details of delegates with third parties that may use these details to contact delegates regarding activities at the conference or other communications which may be of interest. Therefore data might be passed on to third parties unless otherwise explicitly indicated by the delegate in the registration form.


Conference Embargo Policy

In the case of AIDS 2014, 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 2014 Conference Embargo Policy page.

All regular delegates, presenters and media are asked to respect this policy.


IAS Principles and values of conference participation

By attending the 20th International AIDS Conference (AIDS 2014), 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 businessman 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.


Fulfilment and jurisdiction

This contract is subject to the law of Geneva, Switzerland. The terms of this contract shall be fulfilled in Melbourne, Australia 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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Contact Details
AIDS 2014 Registration Department

AIDS 2014 Registration Department c/o K.I.T. Group

Phone: +49 30 24 603 415
Fax: +49 30 24 603 267

Email: