Terms & Conditions for Delegates
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 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").
All references to the age of a person, mentioned in this and other conference documents, refer to the age of that person as of 19 July 2015 (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).
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 sessions.
If the completed registration form, the payment in full and the required supporting documents (if applicable) are received on or before 7 May 2015, a conference bag and other conference materials (i.e. lanyard, pocket programme) are guaranteed. If the completed registration form and/or the full payment and/or the required supporting documents (if applicable) are received after 7 May 2015 (including onsite registrations), the conference organizers cannot guarantee that a conference bag and other conference materials will be available. All conference 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 sessions, as well as a the flight simulation ride “FlyOver Canada”. 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 in the presence of a 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 have access to all conference sessions, the exhibition and poster area, and the opening and closing sessions (ONLY if they accompany the regular delegate their registration is attached to).
A registration confirmation/invoice will be sent by email once the IAS 2015 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. Clearly indicate IAS 2015 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 and should indicate the old and new names and any changes in contact information. Changes can be made until 3 July 2015. After this date, all name changes must be carried out onsite.
Notification of cancellation must be made in writing and sent to the IAS 2015 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 7 May 2015, 50% of the registration fee will be refunded. We regret that no refund requests will be accepted after this date. The cancellation will not be effective until a written acknowledgement from the IAS 2015 Registration Department is received.
In the case of overpayment or double payment, refund requests must be made in writing and sent to the IAS 2015 Registration Department, by email, no later than 22 July 2015. A handling fee of USD 65 will be charged. We regret that no refunds will be made for refund requests received after this date. The refund will not be effective until a written acknowledgement from the IAS 2015 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 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 IAS 2015 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 Canada. All expenses incurred in relation to the conference are the sole responsibility of the delegate.
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 at the latest (i.e. no later than 15 June 2015 for conference delegates).
Delegate registration details may be shared with the Canadian immigration authorities to assist in the immigration process. However, the conference organizers and/or the IAS 2015 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 (i.e. no later than 15 June 2015 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 IAS 2015 Registration Department, by email, no later than 22 July 2015. No refund requests will be accepted after this date.
Data Protection and Sharing of Contact Details
The IAS will collect and store all personal data for the preparation and execution of the 8th IAS Conference on HIV Pathogenesis, Treatment and Prevention (IAS 2015). 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 may share delegate contact details with the Canadian immigration authorities.
In addition, the IAS periodically shares delegate contact details 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 may be passed on to third parties unless otherwise explicitly indicated by the delegate in the registration form. If a delegate has opted to share contact details with third parties, they can opt-out at any time by contacting the IAS 2015 Registration Department.
Conference Embargo Policy
As with most scientific/medical conferences, all IAS 2015 scientific abstracts are released to delegates and media under a strict embargo policy. A detailed description of the embargo policy is available on the IAS 2015 Conference Embargo Policy page
All regular delegates, presenters and media are urged to respect this policy.
IAS Principles and Values of Conference Participation
By attending the 8th IAS Conference on HIV Pathogenesis, Treatment and Prevention (IAS 2015), 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.
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.
Fulfilment 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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