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International AIDS Society

Terms & Conditions for Groups



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 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").

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 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).


Conference Registration

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 students/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.

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 IAS 2015 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.


Registration Confirmation

A payment order will be sent to the group manager after the IAS 2015 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 IAS 2015 and the group manager company name as a reference on all bank transfers.


Group Registration Procedure

After the IAS 2015 Registration Department has received the completed group registration form and payment in full, the group manager should complete a pre-formatted group information template (excel spreadsheet) which will then have to be sent to the IAS 2015 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 26 June 2015.


Registration Name Change

Name changes must be made by using the group information template. The group manager is requested to clearly mark the name change. Name changes received by 26 June 2015 are free of charge. After 26 June 2015, a handling fee of USD 65 will be charged for each name change. Name changes received after 10 July 2015 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 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 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 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 refund requests will be accepted 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 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 IAS 2015 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.

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

Group member’s registration details might 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 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 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, the IAS may share contact details of group members with the Canadian immigration authorities.

In addition, the IAS periodically shares contact details of delegates/group members with third parties that may use these details to contact delegates/group members 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/group member/group manager in the registration form. If you/your group member has opted to share contact details with third parties, your group member 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.


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 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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