International AIDS Society

Terms and Conditions for Individual Accommodation Booking


These Terms and Conditions for Accommodation Booking are valid for every person registered to attend the 8th IAS Conference on HIV Pathogenesis, Treatment and Prevention (IAS 2015), to be held in Vancouver, British Columbia, Canada from 19-22 July 2015 (hereinafter referred to as “the conference") and who booked accommodation through the IAS 2015 accommodation booking system. Different terms and conditions apply to group bookings.

Hotel Booking

Only fully completed accommodation booking forms can be submitted. All hotel rooms will be booked on a first come, first served basis.

Accommodation bookings must be accompanied by a deposit payment of USD 250 to secure and guarantee the booking. If the total cost of your stay is less than the requested deposit of USD 250, you will only be charged the total cost. The accommodation booking will only be guaranteed upon receipt of the deposit payment within 14 working days. The outstanding payment has to be made to the IAS 2015 Accommodation Department at the latest by 3 June 2015. If the full payment is not received by 3 June 2015, the accommodation booking will be cancelled and the deposit will be forfeited in accordance with the cancellation policy.

If you would like to avoid two transactions, you can alternatively pay the total amount for your entire stay within 14 working days upon submitting your hotel accommodation booking. In this case, the accommodation booking will be confirmed upon receipt of the full payment in due time. If the full payment is not received within 14 working days upon submission your hotel accommodation booking, the booking will be cancelled.

Do not send any payment directly to the hotel.

Hotel Booking Confirmation/Invoice

A hotel booking confirmation/invoice will be sent by email after the IAS 2015 Accommodation Department has received the fully completed accommodation booking form and the related payment. In order to receive your hotel booking confirmation/invoice by email, ensure that your email address is correctly entered in your conference profile.

Methods of Payment

The deposit payment or payment in full must accompany all accommodation bookings. Payments must be made in advance and in USD only, using a credit card (Visa, MasterCard or AMEX) or by bank transfer.

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

For bank transfers, all bank fees and money transfer costs must be prepaid by the transmitter. Please include the booking number, IAS 2015, and the guest’s first and last name as a reference on all bank transfers as it can otherwise not be guaranteed that payments can be allocated correctly. Please transfer the amount due to:

Account holder: A111 Power of Conference Service Ltd.
Bank account nr: 4001095
Branch No: 003
IBAN: 04120-003-4001095
Transit No: 04120
Bank: RBC Royal Bank of Canada
Payment Center Toronto

Guaranteed Room Availability / Late Bookings

The guaranteed room availability ends on 3 June 2015. Late bookings can be made after 3 June 2015 but are subject to availability and are only possible against full payment by credit card in order to guarantee the booking. A handling fee of USD 60 (+ 5% GST) will be charged for all late bookings.

Change of Bookings

Changes to an existing accommodation booking can be made by the participant until 3 June 2015. Please use the link provided in your acknowledgment email which you receive after submitting your booking. If changes cannot be performed online, please contact the IAS 2015 Accommodation Department in writing. Please do not contact the hotel directly. Changes (excluding reductions of the duration of stay) made after 3 June 2015 are subject to a handling fee of USD 45 (+ 5% GST).

The IAS 2015 Accommodation Department reserves the right to book another hotel in the same category should the requested hotel not be available due to unforeseen reasons.

Cancellation Policy

Notification of cancellation must be made in writing and sent to the IAS 2015 Accommodation Department by email.

In case of cancellation on or before 3 June 2015, the amount paid will be refunded less a handling fee of USD 85 (+ 5% GST). If you cancel your booking after 3 June 2015, the total accommodation amount will be charged. The same applies for cancellation of individual nights.

Approved refunds can only be made after the conference. If a credit card was used for the payment, the refund will be made to the same card. If payment was made by bank transfer, the cancellation notification must indicate a bank account to which a possible refund may be remitted.

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 IAS 2015 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 IAS 2015 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 reservation, the participant accepts this proviso.

Under these circumstances, the conference organizers reserve the right to either retain the entire payment for accommodation 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.

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 Canadian embassy or consulate to determine the appropriate timing of their visa applications. All visa applications should be submitted to the authorities one month before travelling to Canada the latest (i.e. no later than 15 June 2015 for conference delegates).

In the event that your visa is declined, regular accommodation cancellation conditions apply. Please carefully read accommodation cancellation conditions.

Delegate accommodation details might be shared with the Canadian immigration authorities to assist in the immigration process. However, the conference organizers and/or the IAS 2015 Accommodation Department will not directly contact embassies and consulates on behalf of delegates.


The IAS 2015 Accommodation Department shall be held liable in the framework of a duty of care as a respectable businessman according to statutory provisions. The liability of the IAS 2015 Accommodation 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 IAS 2015 Accommodation Department.

Fulfillment and Jurisdiction

This contract is subject to the law of Geneva, Switzerland. The terms of this contract shall be fulfilled in Vancouver, British Columbia, Canada 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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